Creating an Employee Performance Evaluation Form

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Ensuring that employees reach their full potential and are able to provide the best service and products is a priority for any organization. Employee performance evaluation forms are a vital part of this process, enabling employers to assess employee performance and identify areas for improvement. At Genie AI, we understand how important it is to create legally sound employee performance evaluation forms that protect employers from potential liability and ensure fairness for employees.

Creating such a form requires careful consideration - it should accurately reflect the job description and expectations of the employer, be compliant with relevant employment laws and regulations, be fair and objective in its questions, consistent across the organization’s use of it, regularly reviewed and updated as needed. The form should also only be used to assess employee performance - not as an evaluative tool when hiring or promoting staff; giving employees the right to provide feedback on their assessments or appeal negative evaluations is also crucial.

Ultimately, it’s essential that employers take care when creating an employee performance evaluation form in order to ensure its legal soundness. With our step-by-step guidance on this complex issue - plus access to our free online library of templates - you’ll have all your legal bases covered when assessing your staff’s performance. Read on below for more information on how you can access our template library today!

Definitions (feel free to skip)

Establishing: To create or put in place.
Goals and objectives: Goals are the targets that an organization wants to reach, while objectives are the steps taken to reach those goals.
Evaluation Process: A systematic way to measure and assess employee performance.
Evaluation Form: A document used to collect data on employee performance.
Evaluation System: A system that tracks and records employee performance.
Performance Improvement Plan: A plan that outlines specific steps for employees to take to improve their performance.
Review Frequency: The amount of times an evaluation is conducted.
Performance Metrics: Measures that are used to judge employee performance.
Documenting Performance: Recording and tracking employee performance.
Analyzing Performance Data: Examining performance data to identify any areas of improvement.

Contents

• Establishing Clear Goals and Objectives
• Setting clear performance goals and objectives that are aligned to the business strategy
• Establishing a Fair and Consistent Evaluation Process
• Establishing a fair and consistent evaluation process
• Developing an Evaluation Form
• Developing an evaluation form that is consistent with the goals and objectives of the organization
• Creating an Evaluation System
• Creating an evaluation system that allows for regular evaluations of employee performance and feedback from the employee
• Establishing a Performance Improvement Plan
• Establishing a performance improvement plan that includes specific steps for the employee to take to improve their performance
• Setting a Review Frequency
• Setting a review frequency that is consistent with the goals and objectives of the organization
• Communicating the Evaluation Process
• Communicating the evaluation process to employees and stakeholders
• Determining Performance Metrics
• Determining performance metrics that will be used to measure employee performance
• Documenting Performance
• Documenting performance throughout the evaluation process
• Analyzing Performance Data
• Analyzing performance data to determine trends and identify areas of improvement

Get started

Establishing Clear Goals and Objectives

• Identify the purpose of the employee evaluation form and the desired outcomes
• Discuss the evaluation process with your team to ensure everyone is on the same page
• Outline the expectations for the employee for the evaluation period
• Identify any areas that need improvement or additional training
• Make sure the goals and objectives are clear, measurable, and achievable
• When you have created clear goals and objectives, the next step will be to set performance goals and objectives that are aligned to the business strategy.

Setting clear performance goals and objectives that are aligned to the business strategy

• Identify what outcomes are expected from the employee performance evaluation
• Develop descriptions of the specific goals and objectives in alignment with the business strategy
• Work with employees to ensure they understand the goals and objectives
• Monitor employees’ progress regularly to ensure that they are meeting the goals and objectives
• Check off this step when the performance evaluation goals and objectives are clear and in alignment with the business strategy.

Establishing a Fair and Consistent Evaluation Process

• Research best practices for employee evaluations and consider which criteria to include
• Set criteria for evaluating performance that is fair and consistent for all employees
• Develop an employee evaluation form that is easy to complete and captures all relevant criteria
• Create a timeline for completing employee evaluations
• Train managers on the evaluation process and ensure they understand the criteria
• Ensure that managers are completing the evaluations on a regular basis
• Review the evaluations to ensure consistency and accuracy
• Once the evaluation process is established, check it off your list and move onto the next step.

Establishing a fair and consistent evaluation process

• Create a clear set of objectives and criteria to be used in evaluating employees
• Decide on the frequency at which employees will be evaluated
• Establish what type of feedback will be given and the format of the evaluation
• Make sure to clarify the performance evaluation process with employees to ensure understanding
• Establish a timeline for the evaluation process
• When the evaluation process is finalized and approved, communicate the timeline and objectives to the employees
• When the evaluation process is completed, review the results and ensure they are accurate
• Once the evaluation process is complete, check it off your list and move on to the next step.

Developing an Evaluation Form

• Decide on the format and length of the form
• Include criteria that are important to the organization’s goals and objectives
• Select a rating system that is easy to understand
• Make sure the form is user-friendly, clear, and concise
• Consider providing space for comment boxes
• Test the form with a few employees before implementing it organization-wide
• When all criteria have been included, and the form has been tested and approved by all stakeholders, the form is ready for use.

Developing an evaluation form that is consistent with the goals and objectives of the organization

• Identify the goals and objectives of the organization, and any legal requirements related to performance evaluation forms.
• Make sure that the evaluation form captures the key areas of performance that are important to the organization.
• Consider any additional relevant areas of performance that should be included in the evaluation form.
• Create an evaluation form that is easy to understand and meets the goals and objectives of the organization.
• Test the evaluation form with a few employees to ensure that it captures the areas of performance that need to be evaluated.
• Refine and adjust the evaluation form as needed to ensure that it meets the goals and objectives of the organization.

When you can check this off your list:

• When the evaluation form is finalized and has been tested and approved by the relevant stakeholders.

Creating an Evaluation System

• Brainstorm and list what skills, qualities, and behaviors you want to evaluate
• Decide on the types of questions you want to include in the evaluation form. Examples may include open-ended questions, multiple-choice questions, or yes/no questions
• Design the form layout that will be used for the evaluation
• Choose the frequency of evaluation (monthly, quarterly, yearly, etc.)
• Create a timeline for when evaluations should be conducted
• Develop a system for tracking employee performance over time
• Decide who will participate in the evaluation process (e.g. supervisors, peers, colleagues)
• Establish a system for providing feedback to employees based on their performance
• When you have completed all of the above tasks, you can move on to the next step.

Creating an evaluation system that allows for regular evaluations of employee performance and feedback from the employee

• Develop an evaluation form that includes criteria for job performance
• Determine the frequency of evaluation (e.g. monthly, quarterly)
• Decide how many levels of evaluation are needed (e.g. Satisfactory, Unsatisfactory)
• Assign employees to be evaluated
• Train managers in the use of the evaluation system
• Give employees an opportunity to review the evaluation form and provide feedback
• Set a timeline for the completion of the evaluations
• Monitor the progress of the evaluations
• When all evaluations are completed, review the results and make any necessary adjustments
• Check that the evaluation system is working properly and all employees are being evaluated regularly
• Once the evaluation system is functioning correctly, you can move on to the next step.

Establishing a Performance Improvement Plan

• Decide on an improvement plan that is tailored specifically to each employee and their individual performance goals.
• Make sure the improvement plan is documented, with clear steps and expectations outlined.
• Include a timeline for when the improvement plan should be completed.
• Make sure that the improvement plan is discussed and agreed upon with the employee.
• Schedule regular check-ins to review progress and make any necessary adjustments to the plan.

How you’ll know when you can check this off your list and move on to the next step:

• When the performance improvement plan has been agreed upon and documented, and when regular check-ins have been scheduled.

Establishing a performance improvement plan that includes specific steps for the employee to take to improve their performance

• Develop a performance improvement plan that outlines the specific goals and objectives the employee needs to achieve to improve their performance.
• Outline the specific steps that the employee needs to take to achieve these goals, such as attending additional training, using certain tools, or adhering to certain processes.
• Ensure that the improvement plan is achievable and clearly defined.
• Set a timeline for the employee to improve their performance and provide them with deadlines and milestones to meet.
• When the plan is complete, review it with the employee and make sure that they understand it and have the resources to complete it.

When you can check this off your list and move on to the next step:

• After the improvement plan has been created and reviewed with the employee, the step can be marked as complete and the next step can begin.

Setting a Review Frequency

• Decide how often you want to review your employee’s performance (e.g. annually, semi-annually, or quarterly)
• Determine the best dates for the review period (e.g. the end of the fiscal year, the end of the quarter, or the start of the new year)
• Make sure the review frequency is consistent with the goals and objectives of the organization
• Make sure the review frequency is clearly communicated to the employee
• When you have set a review frequency that is consistent with the goals and objectives of the organization, you can check this off your list and move on to setting a review format.

Setting a review frequency that is consistent with the goals and objectives of the organization

• Determine the frequency of the employee performance evaluation.
• Consider the goals and objectives of the organization to determine the evaluation frequency that best aligns with them.
• Decide on whether the organization will have annual, semi-annual, or quarterly reviews.
• Document the frequency of the evaluation in the performance evaluation form.

Once you have determined the review frequency that is consistent with the goals and objectives of the organization, you can check this off your list and move on to the next step.

Communicating the Evaluation Process

• Determine who will be responsible for communicating the evaluation process to employees and stakeholders
• Create a timeline for when the evaluation process will be communicated, including when meetings with stakeholders will occur
• Develop a communication plan that outlines how employees and stakeholders will be informed of the evaluation process
• Create a document or presentation that explains the evaluation process in detail
• Schedule meetings with employees and stakeholders to discuss the evaluation process
• Ensure that all employees and stakeholders understand the evaluation process
• Provide employees and stakeholders with an opportunity to ask questions and provide feedback
• Have employees and stakeholders sign off on the evaluation process, acknowledging that they understand and accept it

You will know you can check this off your list and move on to the next step when you have received confirmation that all employees and stakeholders have been informed of the evaluation process and have signed off on it.

Communicating the evaluation process to employees and stakeholders

• Create a document outlining the process of the employee performance evaluation and the expectations for each employee
• Distribute the document to all stakeholders and employees involved
• Schedule a meeting to discuss the document and answer any questions
• Make sure all stakeholders and employees understand the process and expectations
• When all stakeholders and employees have a clear understanding of the process and expectations, it is time to move on to the next step.

Determining Performance Metrics

• Examine job descriptions of positions in the organization to determine which performance metrics should be measured
• Consider the organization’s goals and objectives to determine which performance metrics should be included
• Ask employees and stakeholders to provide input on which performance metrics should be evaluated
• Develop a list of performance metrics to be used in the evaluation form
• Finalize the list of performance metrics to be used in the evaluation form
• When the final list of performance metrics is complete, you can move onto the next step.

Determining performance metrics that will be used to measure employee performance

• Brainstorm a list of key performance metrics that will be used to measure the employee’s performance
• Consider the job and what skills and competencies are necessary to perform the job effectively
• Determine the measurable objectives that will be used to measure the employee’s performance
• Consider how often these measurable objectives will be evaluated and how the results will be tracked
• Use a scale or point system to document the employee’s performance on each metric
• Check with key stakeholders to ensure that the performance metrics are adequate, measurable, and relevant
• When you have determined all of the performance metrics to be used, you can move on to the next step.

Documenting Performance

• Create a template that you can use to document the performance metrics used to measure employee performance
• Designate a timeline for when performance should be documented and reviewed
• Designate a person or people who will be responsible for collecting and documenting performance data
• Create forms or documents that will be used to document performance data
• When performance data is collected, review it with the employee and make sure it is accurate
• When the performance documentation process is complete, check it off your list and move on to the next step.

Documenting performance throughout the evaluation process

• Create a format for the performance evaluation form that is easy to understand and follow.
• Include sections to document the employee’s successes, areas for improvement, and goals for the upcoming year.
• Ask the employee to provide feedback on their performance and development.
• Create a timeline for the performance evaluation process and document it in the form.
• Make sure to include any relevant information related to employee performance.
• When you have completed all the steps to document performance, you can move on to the next step of analyzing the performance data.

Analyzing Performance Data

• Gather all relevant performance data and review it to identify any trends or areas for improvement
• Look for correlations between employee performance and particular events or factors
• Identify any gaps between desired performance and actual performance
• Make note of any potential causes of poor performance
• Compare individual employee performance against the rest of the team
• Analyze any patterns or themes in the performance data
• When you have a clear understanding of the performance data, you can check this off your list and move on to the next step.

Analyzing performance data to determine trends and identify areas of improvement

• Review past performance evaluations to identify common trends and areas of improvement
• Look for patterns in performance data to better understand the strengths and weaknesses of employees
• Use the data to develop criteria for evaluating employee performance and identifying areas of improvement
• Identify any gaps in the data and determine how they can be addressed
• Develop a performance evaluation rubric that outlines criteria for evaluating employees and setting goals
• Once the analysis is complete, you will have a better understanding of the current performance data and which areas need improvement.

FAQ:

Q: Does the Employee Performance Evaluation Form need to be tailored to the company’s industry and sector?

Asked by Brian on the 3rd of February 2022.
A: Yes, it’s important to tailor the form to the company’s industry and sector. Depending on the type of business you are running, there may be additional aspects to include. For example, if you are a technology company, you may need to include questions related to specific skills or projects that your employees work on. If you are a B2B company, you may want to add questions related to customer service and customer satisfaction. Additionally, depending on where your company is located, there may be different laws and regulations that need to be taken into consideration when creating an Employee Performance Evaluation Form. Therefore, it is important to ensure that your form is tailored to meet the needs of your business.

Example dispute

Lawsuits Related to Employee Performance Evaluation Forms

• In the event the employer’s evaluation process violates Title VII of the Civil Rights Act of 1964, a plaintiff may raise a lawsuit. This could include claims of discrimination based on race, color, religion, sex, or national origin.
• The plaintiff may also raise a lawsuit if the employer’s evaluation process violates the Americans with Disabilities Act, which prohibits discrimination against a person with a disability.
• The plaintiff may also raise a lawsuit if the employer fails to provide an employee with a fair and accurate performance evaluation. A fair and accurate performance evaluation should be based on the employee’s actual job performance, not on the employer’s personal opinion.
• The plaintiff may also raise a lawsuit if the employer fails to provide an employee with a performance evaluation in a timely manner.
• The plaintiff may also raise a lawsuit if the performance evaluation form contains false or inaccurate information.
• If the employer’s performance evaluation process violates any laws, the plaintiff may be entitled to damages. Damages can include lost wages, back pay, attorney’s fees, and other costs associated with the lawsuit.

Templates available (free to use)

Employee Performance Evaluation Form
Employee Performance Evaluation Form California

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