The Complete Performance Review Preparation Guide for Managers & Employees

Performance reviews are a component of organisational excellence and professional development. According to a study, 85% of employees who get regular, constructive criticism in the form of performance reviews report feeling more engaged and motivated at work.

These evaluations give managers and staff a deliberate opportunity to reevaluate past performance. They also aid in identifying areas for growth and establishing organisational and individual frameworks. All of this is accomplished by using effective performance management techniques.

However, the level of preparation required determines how beneficial a performance review is. You can learn how to be prepared for a performance evaluation by following these preparation steps.

What Is a Performance Review?

A performance review is a normal, formal assessment of the overall performance of an employee and his or her contribution to the company. It provides employees and managers with a structured system of discussing achievements, identifying employee strengths, providing constructive feedback, and setting goals.

Performance evaluations could be a yearly, quarterly, or even monthly event, depending on the company, as an expression of different organizational contexts and cultures.  Meanwhile, this process can be simplified through the implementation of tools such as performance review software.

Common Performance Review Methods

Employers assess employee performance using a range of methods, frequently combining multiple approaches to obtain a comprehensive view:

• Narrative Assessment: With the use of concrete examples, managers or staff members compose a descriptive report that identifies areas for improvement and performance highlights. Although it takes more time and work, this method offers detailed insights. Performance review summary examples are available to help you with this process.
• Employee Self-Assessment: Workers assess their own work, promoting introspection and individual responsibility. This information can highlight differences or similarities in performance.
• Rating Scales and Checklists: Structured questionnaires with predefined criteria allow managers to rate skills, behaviors, and competencies systematically. This approach is efficient and easy to quantify, but may lack nuance. Templates like PDF performance review templates can assist here.‍
• Incident Tracking: Managers document notable positive or negative behaviors and outcomes throughout the review period. These real-time observations ensure that feedback is based on actual events rather than general impressions.

Why Preparing for a Performance Review Matters

Preparation is crucial for making the most of a performance review. Here’s why:

• Control Over Your Growth: Employees who prepare can take an active role in their career development, highlighting their strengths and areas they want to improve.
• Alignment with Goals: Preparation ensures that both the employee and manager are aligned on expectations and objectives, often using a goal-setting template.
• Building a Case: For employees, preparation can strengthen their case for promotions, raises, or other rewards.
• Productive Conversations: Managers who prepare can facilitate more meaningful discussions, leading to better outcomes for the team and organization.

Research suggests that well-prepared performance reviews lead to higher employee engagement and better alignment with organizational goals, as they foster open communication and clarity.

How to Prepare for an Annual Performance Review (As an Employee)

As an employee, learning how to prepare for a performance review  should focus on showcasing your contributions, clarifying your goals, and being ready to engage in constructive dialogue. Here’s a step-by-step guide:

Step #1: Clarify Your Career and Role Goals

Before the review, reflect on your career aspirations and how your current role fits into that path. Ask yourself:

• What do I want to achieve in the next year?
• What skills do I need to develop to reach my long-term goals?
• Are there any stretch opportunities or projects that excite me?

For example, if you’re a marketing coordinator aiming to become a marketing manager, you might identify skills like strategic planning or team leadership as areas to develop. Having clear goals will help you communicate your ambitions and demonstrate your commitment to growth.

Step #2: List Your Accomplishments with Evidence

Document your achievements throughout the year. Include:

• Quantitative Metrics: Revenue generated, projects completed, or deadlines met (e.g., “Increased sales by 15% in Q2”).
• Qualitative Feedback: Positive comments from clients, colleagues, or managers (e.g., “Received praise for leading a cross-functional project”).
• Soft Skills and Teamwork: Examples of collaboration, leadership, or problem-solving (e.g., “Resolved a team conflict to ensure project delivery”).

Consider using a tool like Teamflect to track these accomplishments and gather feedback continuously. Teamflect’s integration with Microsoft Teams allows you to maintain a digital record of your achievements, making it easier to compile a comprehensive list for your review.

Step #3: Prepare Questions to Ask Your Manager

Show your engagement by coming prepared with thoughtful questions. Examples include:

• What does success look like in my role next year?
• How can I better support our team’s or company’s objectives?
• Are there any areas where I can improve?

These questions demonstrate your proactive approach and commitment to aligning with organizational goals.

Step #4: Know What You Want to Ask For

If you’re seeking a promotion, raise, or new responsibilities, be clear about your request and back it with evidence of your performance. For example:

• “I’ve consistently exceeded my sales targets by 20% over the past year, and I’d like to discuss the possibility of a promotion to a senior role.”
• “I’d like to take on more leadership responsibilities, such as leading a new project, to further develop my skills.”

Step #5: Prepare for Feedback (Especially Negative)

Be open to receiving feedback, even if it’s critical. Practice active listening and ask for specific examples if the feedback is vague. Use phrases like:

• “Thank you for the feedback. Can you give me an example of when I did that?”
• “How can I improve in this area?”

This approach shows your willingness to grow and can turn constructive criticism into actionable steps. Explore performance review comments for examples of effective feedback phrasing.

What Should You Bring to a Yearly Performance Review?

For a performance review, you should come prepared with the following materials and information to ensure a productive and impactful discussion:

1. Highlight Achievements and Contributions: Summarize your key accomplishments during the review period, focusing on both quantitative results (such as sales figures, completed projects, or efficiency improvements) and qualitative contributions (like leadership, teamwork, or positive client feedback). Include completed projects, deliverables, and any relevant training or certifications.
2. Provide Supporting Evidence: Gather documentation that validates your achievements, such as emails, reports, client testimonials, or performance data. Organize these materials in a folder or digital file for quick and easy reference during the discussion.
3. Prepare a Self-Assessment: Draft a thoughtful self-assessment that outlines your strengths, areas for growth, and contributions to team or company goals. Reflect on how your performance aligns with past objectives, highlighting both successes and challenges. Be ready to discuss these insights openly.
4. Set Future Goals: Identify your professional development goals for the next review period. Consider skills you want to enhance, new responsibilities you’d like to take on, or areas where additional support or training could help. Ensure these goals align with the organization’s broader objectives.
5. Formulate Questions and Feedback: Come prepared with meaningful questions about your role, growth opportunities, or the company’s direction. Additionally, consider offering constructive feedback for your manager, focusing on the support you need to excel.
6. Review Past Evaluations: Revisit your previous performance reviews and note progress in areas of development or feedback that still needs attention. Bringing this context demonstrates your dedication to personal growth and your ability to follow through on recommendations.

Common Annual Performance Review Questions (With Answers)

Managers often ask specific questions during performance reviews. Here are some common ones, along with tips for answering them:

• “Tell me about a time you faced a challenge at work.”
  
  • Tip: Use the STAR method (Situation, Task, Action, Result) to structure your response. Highlight lessons learned or skills developed.
  • Example: “Last quarter, I faced a tight deadline on a project (Situation). My task was to deliver a client presentation (Task). I prioritized tasks, collaborated with my team, and delivered the project on time (Action), which improved our team’s efficiency and client satisfaction (Result).”
• “What are your career goals for the next year?”
  
  • Tip: Be specific and tie your goals to the organization’s objectives.
  • Example: “I’d like to develop my leadership skills by taking on a mentorship role and contributing to cross-functional projects that align with our company’s growth strategy.”
• “How do you handle feedback?”
  
  • Tip: Show that you’re open to feedback and use it for growth.
  • Example: “I appreciate constructive feedback because it helps me improve. For instance, when my manager pointed out an area for improvement in my reports, I took their advice and refined my process, which led to better results.”

How to Prepare for a Yearly Performance Review (As a Manager)

As a manager, your preparation should focus on providing fair, constructive feedback and setting clear expectations for the future. Here’s how:

Step #1: Review Past Goals and Notes

Evaluate the employee's performance based on previously set objectives and documented observations.

• Revisit the previous review and any goals set.
• Check notes from regular check-ins and performance metrics.
• Review any upward feedback or 360-degree feedback, if available.

This ensures you have a comprehensive view of the employee’s performance over the review period, especially for a mid-year review.

Step #2: Gather Peer or Cross-Functional Feedback

Collect feedback from colleagues or team members who have worked closely with the employee to gain additional insights.

• Collect input from colleagues who work with the employee, focusing on collaboration, attitude, and impact.
• Use 360-degree feedback tools, such as those provided by Teamflect, to gather comprehensive insights.
• Ensure feedback is consistent and avoid surprising the employee with new issues during the review.

Step #3: Identify Strengths and Areas for Development

This step involves recognizing the employee's key strengths while pinpointing specific areas where growth and improvement are needed.

• Use specific examples to highlight strengths and areas for improvement.
• Tie feedback to the employee’s role and the organization’s goals.
• Include both skill-based (e.g., technical abilities) and behavioral feedback (e.g., communication style).

For example, you might say, “Your ability to meet project deadlines is a strength, but improving your presentation skills could enhance your impact in client meetings.”

Step #4: Set Clear Goals and Growth Paths

This step involves collaboratively defining achievable objectives and outlining actionable steps to support the employee's professional development.

• Collaborate with the employee to set 2–4 SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals.
• Discuss development opportunities, such as training, mentorship, or stretch projects.
• Document next steps and align expectations.

Step #5: Practice Giving Feedback Constructively

Providing constructive feedback is essential for fostering growth and improving performance in a supportive manner.

• Be specific and avoid vague language (e.g., “You need to improve” vs. “Your reports could be more concise; let’s discuss strategies to streamline them”).
• Focus on observable behaviors rather than assumptions.
• Offer actionable suggestions or resources, such as training programs or tools like Teamflect for ongoing feedback.

Final Thoughts

Performance reviews are a vital tool for personal and organizational growth. By learning how to prepare for a performance review  thoroughly, whether as an employee or a manager, you can ensure that these sessions are productive, constructive, and aligned with your career and organizational goals. 

By using Teamflect, managers and employees can maintain a consistent record of performance discussions, making reviews more data-driven and less subjective. Our 360-degree feedback software allows managers to gather input from multiple sources, ensuring a well-rounded evaluation.