8.8 Individual, Team, Manager Performance Reviews

Individual Performance Reviews

The Human Resources Specialist and team member need to be prepared. It is the role of the HR Specialist to assist the team member with preparation. The Human Resources Specialist needs to gather all the information related to the employee while working on the project. As well, prepare any notes, set the agenda, schedule the time that is convenient for both parties, and set expectations for the review with the team member. The Human Resources Specialist may meet with the Project Manager prior to the individual appraisal. This may serve helpful in gathering information unknown to the HR Specialist. This meeting may also be a hindrance and set the tone for rater bias (positive or negative). The HR Specialist needs to consider the advantages and the disadvantages of meeting with the Project Manager prior to the team member appraisal. Then, make an informed decision on how to proceed.

These types of questions are not judgmental. They do not make the team member feel uncomfortable. Rather, they are offered in a coaching manner to encourage the employee to answer. The team member feels they are having a conversation, contributing to the performance appraisal, and you are working together with them. Some Human Resources offer the specific questions ahead of the performance appraisal so the team member has time to contemplate the answers in advance. It may also make the team member feel more comfortable, and it speeds up the performance appraisal process.

However, it is important to write out the specific questions prior to the meeting. As well, they need to ensure they are being a good listener. The performance appraisal needs to end with an agreed upon next steps between the raters and the team member.

Along with providing the questions in advance to the team member, the Human Resources Specialist may ask the team member to complete a self-evaluation using a structured approach. This eliminates any surprises for the team member, allows for discussion if the HR Specialist and the team member have difference conclusions about the work performed, and the team member may feel it is more fair when they have input into the process.

During and at the end of the performance appraisal it is important that the HR Specialist offers praise as a motivator, tell the team member they are valued, and be supportive (show they care). A good technique for engaging the employee is to ask, “What can I do to help?” This shows the team member the organization wants to help them get what they want out of the next project, or the next role within the organization.

Team Performance Reviews

A team performance review is an extension of the individual performance review. In a team review, it is not always possible to separate an individual’s contribution. However, a Human Resources Specialist may set up the review where individuals can offer their personal achievements and how it contributed to the success of the project as a whole. Team performance reviews assist in breaking down barriers between individual team members, and encourages a joint effort of the evaluation of work performed.

The Human Resources Specialist would set up a group workshop/meeting. Questions could be forwarded to all the team members prior to the meeting. These questions may be similar to the questions asked in an Individual Performance Review.  Along with individual goals that were established prior to the project, the team may have established team goals. The HR Specialist would establish a direct correlation between the work individuals completed, and the outcome; as well, as the team goals. They must also be careful to ensure there is equal participation. Some team members tend to contribute more than others. Recognition of the team goals provides an equal playing field for those who may have contributed less. And, at the same time, the individual goals are recognized in the workshop for the extra effort.

Project Managers would be involved in the team performance review as a participant. This is sometimes difficult for team members as they may not “speak up” when the project manager is present. However, the HR Specialist needs to ensure to create a safe space for exchange of information. The important consideration by Human Resources is the design of the team performance review. It must be specific to the team goals, and the individual goals. High performing team members need to be recognized, yet not at the expense of those who contributed less. All the moving parts need to work together to ensure all team members are recognized.

Project Manager Performance Review

Project Managers are often involved in performance reviews of the team members. When a Project Manager receives a traditional performance review other stakeholders may be involved. They may include a Regional Project Manager (someone who manages many projects at the senior level), executives of the organization who have a vested interest in the project, the customer, and Human Resources. The same best practices apply to a Project Manager’s performance review. Human Resources would design the criteria and questions, set up the meeting, and invite all the participants. They usually would facilitate the meeting.

The differences between the team members’ performance review and that of the Project Manager is leadership and management of the project. They are evaluated based on budgets, deadlines, process improvements, relationships and communication, risk management, and customer satisfaction. They could be asked all the same questions as the individual team members, plus questions related to leadership and management of the project.

“Performance Appraisals” from Strategic Project Management: Theory and Practice for Human Resource Professionals by Debra Patterson is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted.