What are Performance Reviews?

Performance reviews are structured conversations and feedback sessions designed to evaluate employee performance, discuss career development, and set goals for the future. They're a critical part of people management and help create accountability, growth, and alignment.

Why Reviews Matter

  • Accountability: Clear expectations and how people are doing against them
  • Growth: Identify strengths to build on and areas for development
  • Retention: Employees who get regular feedback are more engaged
  • Decisions: Data for promotions, compensation adjustments, and team changes
  • Culture: Demonstrated commitment to employee development

Getting Started

Step 1: Create a Review Cycle

  1. Go to Performance > Reviews
  2. Click "New Review Cycle"
  3. Give your cycle a name (e.g., "Q4 2025 Performance Review")
  4. Choose your review type:
    • Peer Review: Manager → Employee feedback
    • Self Assessment: Employee evaluates themselves
    • Review Cycles: Multi-directional feedback (from manager, peers, direct reports)
    • Calibration: Multiple managers discuss employee performance
  5. Select or customize the review template
  6. Set dates:
    • Start date: When reviewers can begin writing
    • Due date: When reviews must be submitted
    • Review window: Period being evaluated (e.g., Jan-Dec)
  7. Click "Create Cycle"

Step 2: Select Participants

  1. Choose who should be reviewed (reviewees)
  2. Assign reviewers for each person
  3. Determine visibility levels:
    • Private: Only reviewer and HR can see
    • Shared: Employee can see their feedback
    • Calibrated: Manager and HR discuss in calibration

Step 3: Launch the Review

  1. Review all settings one final time
  2. Click "Launch"
  3. Reviewers receive notifications
  4. Track progress in the dashboard

Step 4: Collect Feedback

Reviewers will receive email notifications and can:

  • Log in and complete their reviews
  • Save drafts and come back later
  • Get reminders as the due date approaches
  • See calibration discussions (if enabled)

Step 5: Review & Discuss

  1. Once reviews are submitted, employees can see their feedback (if shared)
  2. Schedule one-on-one meetings to discuss reviews
  3. Document outcomes and next steps
  4. Archive the cycle when complete

Best Practices

📋 Planning

  • Schedule ahead: Give 2-3 weeks notice before the review window opens
  • Define criteria: Make sure reviewers know what they're evaluating
  • Align timing: Run reviews at consistent intervals (annual, bi-annual, quarterly)
  • Communicate purpose: Explain how reviews will be used

✍️ Writing Effective Feedback

  • Be specific: "Great leadership on the Q3 project" not just "Good leader"
  • Use examples: Reference specific situations or outcomes
  • Balance: Include both strengths and areas for growth
  • Forward-looking: Suggest next steps and development areas
  • Respectful: Focus on behavior and impact, not personality

🗣️ Having the Conversation

  • Private setting: Ensure confidentiality and no interruptions
  • Listen first: Ask how they think they did before sharing feedback
  • Two-way dialogue: It's a conversation, not a lecture
  • Document: Take notes on key points and action items
  • End positive: Acknowledge strengths and future potential

Pro Tips

💡 Make Reviews More Valuable

  • Use data: Review metrics, project outcomes, and contribution
  • Mix perspectives: Review cycles give fuller pictures than manager-only reviews
  • Connect to development: Use reviews to identify training and growth opportunities
  • Track trends: Look at reviews over time to spot patterns
  • Share insights: Aggregate feedback (anonymously) to identify team development needs

🎯 Frequency Tips

  • Annual: Full reviews, good for promotions and comp decisions
  • Bi-annual: Balanced between depth and frequency
  • Quarterly: Frequent check-ins, lighter touch than annual reviews
  • Continuous: Use 1:1 meetings throughout year, reviews summarize

Frequently Asked Questions

How long should a performance review take to write?

Typically 15-30 minutes for a peer review, 30-60 minutes for in-depth review cycles. Shorter is usually better—aim for depth over length.

Can employees see their reviews?

Yes, if you enable the "shared" visibility setting. Many organizations share reviews as part of development conversations.

What if someone disagrees with their review?

Encourage discussion in the follow-up meeting. Document their perspective. Sizemotion allows employees to add comments to their reviews.

How do I handle very sensitive feedback?

Keep it confidential (private visibility), discuss in person, and focus on specific behaviors. Have HR present if needed for sensitive topics.

Can I use the same template for all employees?

Yes, use a standard template for consistency. You can customize sections for different roles if needed.

What should I do with completed reviews?

Archive them in Sizemotion for record-keeping. Use insights to inform decisions and plan development. Reference them in future reviews.

Next Steps