Dear Victoria,

Giving meaningful feedback to employee regarding their performance without creating legal problems can be tricking for any employer today.

However, employers who routinely review employee performance and who conduct regular employee evaluations reap tremendous benefits:

1) Your employees will know what you expect of them; will receive feedback, praise, and criticism of their work; and will have notice of any shortfalls in their performance or conduct.

2) You can recognize and reward good employees and identify and coach employees who are having issues.

3) The communication involved in any good evaluation process ensures that you will stay in tune with the needs and concerns of your workforce.

The evaluation process also addresses a lot of employment issues that can be resolved once communicated. Performance evaluations can keep you out of legal trouble by helping you track and document your employees' problems. If you ever need to fire or discipline an employee, you will have written proof that you gave the employee notice and a chance to correct the problem -- which will go a long way towards convincing a jury or judge that you acted fairly.

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Creating goals is also a key part of the process.

Before you can accurately evaluate an employee's performance, you need to establish a system to measure that performance. For each employee, you need to come up with performance goals with minimum standards.

Performance standards describe what you want employees in a particular position to accomplish and how you want the job done. These standards apply across the board, to every employee who holds the same position.

Goals unlike performance standards should be tailored to each employee; they will depend on the individual employees strengths and weaknesses. For example, a goal for an accounting professional might be to take the exam to become a certified public accountant. Your employees can help you figure out what reasonable goals should be.

Once you have defined the goals and performance standards for each employee, write them down and distribute them to your employees. This will let your employees know what you expect and what they will have to achieve during the year to receive a positive evaluation.

Keeping track of your employees performance throughout the year is essential to the documetationprocess. Keep a log for each worker, either on your computer or on paper. Note memorable incidents or projects involving that worker, whether good or bad.

For example, you might note a valuable contribution an employee made on a project or document that an employee submitted an incomplete work assignment.

If an employee does an especially wonderful job on a project or really fouls something up, consider giving immediate feedback. Orally or in writing, let the employee know that you noticed and appreciate the extra effort -- or that you are concerned about the employee's performance. If you choose to give this kind of feedback orally, make a written note of the conversation for the employee's personnel file. It is also a good idea to have a written discipline policy in your empoyee handbook.

When giving the evaluation its always best to prepare, gather and review all of the documents and records relating to the employee's performance, productivity, and behavior before hand.

Review your log and the employee's personnel file and other company records relating to the employee, including customer surveys, time cards, or budget reports.

Once you have reviewed these records and gathered your thoughts about the employee's work, write the appraisal (or, if you will solicit input from other managers, ask each of them to complete an evaluation, and then compile them). Although an appraisal can take many forms, it should include:

1) Each goal and standard you set for that employee and job

2) Your conclusion as to whether the employee met the goal, and

3) Reasons that support your conclusion.

When you have finished writing the appraisal, set up a meeting to discuss it with your employee. Remember, this is likely to be one of the most important meetings you have with your employee all year, so be sure to schedule enough time to discuss each issue thoroughly.

At the meeting, let your worker know what you think he or she did well and which areas could use some improvement. Using your evaluation as a guide, explain your conclusions about each area.

Listen carefully to your employees comments -- and ask the employee to write them down and attach them to the evaluation form. Take notes on the meeting and include those notes on the form.

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For step-by-step instructions on conducting performance evaluations, including tips on creating performance objectives, observing and documenting employee performance, writing appraisals, holding evaluation meetings, and more, contact McCabe Consultants today. Your Director of Human Resources at your service.

Warm Regards,

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The Team at McCabe Consultants

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~email: victoria@mccabeconsultants.comphone: (818) 704 - 7838web: http://www.mccabeconsultants.com