The performance review is a key moment in talent management. Not only does it enable us to assess each employee's performance, it also reinforces their commitment and supports them in their professional development. A well-executed performance review can transform a simple appraisal into a powerful lever for motivation and growth. This article guides you through the essential steps for preparing and conducting an effective performance review, focusing on two main phases: the preparation and the interview.

Preparation

Define your goals to plan ahead

The first step in conducting an effective performance review is to clearly define the objectives of the interview. The objectives may vary: they may concern the employee's career development, the achievement of new challenges, or simply the assessment of performance to maintain a level of quality. Setting precise objectives gives a clear direction to the interview, and ensures that the employee knows what is expected of him or her. 

Keep in mind that the review is not an assessment or diagnosis, but a discussion about the future. It's an opportunity to focus immediately on the future, with a clear, goal-oriented message. A clear message is preferable to an exhaustive or comprehensive one. The aim is to help the employee project his or her next 6 to 12 months with the company, focusing on the priorities and milestones of his or her development.

Example: During a review with Marie, Marketing Manager, we talked mainly about the future. The clear message was: "Marie, in the next six months, your main focus will be the launch of our new digital campaign. We will provide you with training in marketing data analysis and integrate you more closely into strategic meetings." This allows Marie to focus on future expectations without being drowned in a detailed analysis of her past.

Building on the past

For an effective performance review, use a structure that works by building on the past while looking to the future. Here's a clear bullet-point structure:

• Key achievements : highlight the employee's key projects and successes with concrete examples of significant contributions to the company's objectives.
• Strengths : identify the employee's main strength. Consider including positive feedback received from peers and superiors, such as "Your ability to manage complex projects has been repeatedly highlighted by the team."
• Development feedback : don't draw up an exhaustive list of points for improvement, but select the 2 or 3 main points on which you see a challenge for the next period. For example: "For the next few months, we're going to focus on developing your leadership and time management skills to better mentor new recruits and optimize your team's productivity."

Analyzing successes and challenges enables us to draw up an objective assessment and prepare concrete recommendations. This retrospective is essential for identifying skills acquired, areas for improvement, and development opportunities.

Maintenance

Prepare the sequence

In cases where your employee has consistently achieved his or her objectives and shown excellent performance, you need to conduct a fluid interview focused on recognition and motivation. Acknowledge his successes, discuss development opportunities and set new challenges to maintain his commitment and growth. For example, if your employee has exceeded his sales targets by 20% each quarter, congratulate him on his achievements and explore with him additional responsibilities or a mentoring project.

For more complex cases, where the employee has encountered difficulties or has not achieved certain objectives, structure the interview in a constructive and benevolent manner. Try to understand the reasons for his or her difficulties, suggest concrete solutions and define an action plan together to overcome the obstacles. For example, if your employee has not achieved his project objectives because of time management problems, identify the underlying causes, propose time management training and set realistic objectives for the next quarter.

Gathering feedback 

To get the best feedback from your employee during the performance review interview, practice active listening and encourage self-assessment. 

• Active listening means paying attention, showing empathy and validating the feelings expressed. If he's feeling frustrated by a difficult project, you might say,"I understand that this project was particularly stressful for you." By repeating or rephrasing what you've heard, such as"It sounds like you found the deadline for this project very tight", you show that you understand his or her concerns and create a climate of trust.
• Encouraging self-assessment is also crucial. This enables your employee to share his or her own views on performance and to become involved in the appraisal process. Ask them, for example, to reflect on their successes and areas where they see opportunities for improvement. This self-assessment can reveal aspects you may not have identified, and pave the way for a more balanced and constructive discussion. By involving your colleague in this way, you encourage open communication and better mutual understanding.

Drawing up a development plan

To create an effective development plan, you need to work closely with your colleague. Together, define clear, achievable and measurable objectives using the SMART method (Specific, Measurable, Attainable, Realistic, Time-bound). Figuratively speaking, "making a contract" means that you both commit to these objectives and to the means of achieving them. For example, if your employee wants to improve his or her project management skills, you can agree on specific training courses and targets to be reached within a given timeframe.

Follow-up is an often overlooked but crucial step. After defining the objectives and actions to be taken at the annual meeting, set up regular follow-up to assess progress and adjust the plan if necessary. Schedule monthly follow-up meetings, or adapt the frequency to suit the situation, to discuss progress and obstacles encountered. In this way, you enter into a process of continuous development for each of your employees. For example, at these meetings, you could review the progress made on project management skills and adjust the training or support needed, possibly including feedback from colleagues, to achieve the objectives set.

Conducting an effective performance review is essential to assess your employees' performance, reinforce their commitment and support their professional development. With careful preparation and a structured interview, you can turn this assessment into a powerful lever for motivation and growth for your team. To go even further, NUMA has specially designed a resource kit, based on the best of our workshops, dedicated to performance reviews.