How to Prep Your Team for Year-End Reviews as a People Manager

You’ve probably finished all of the Halloween candy, perhaps looking up pumpkin pie recipes and maybe already listening to Christmas music on repeat. The mad dash to the holidays is in full swing. If you are a people manager, here are a few ways to make sure your team is prepped for year-end reviews (and make the process a little easier for yourself too).

1. Make sure the team knows all the dates. If there are specified dates for when reviews open up and close in your HR system for example, communicate these clearly and often to the team. Put reminders on your calendar.

2. Set expectations for self-evaluations. Reviews typically include both a self-evaluation and a manager evaluation. Do you expect long, detailed reviews from your direct reports or do you prefer shorter bulleted lists? Are there specific questions you want the members of your team to answer as part of the review? Be clear with your team on what you expect them to deliver to you during the review process.

3. Revisit goals. You should be regularly discussing goals and progress to those goals with your direct reports during your 1-on-1s (for individual goals) and team meetings (for any shared goals) throughout the year. Do a final check to ensure those goals are still relevant and that you have any updated data or information you are responsible for providing to the team that they may need to complete their self reviews (ex: revenue numbers).

4. Get 360 feedback. Even if it is not part of standard policy at your company to get 360 feedback as part of your evaluation cycle, I always encourage this step to ensure a well-rounded review. Ask your team members to supply names of those they work with regularly so you can reach out to them for their thoughts (peers, cross functional partners and a mix of those at the same level, a level below and a level above the person you are reviewing). And, I suggest adding a request for feedback on your performance as a manager from each of your direct reports as part of the annual review.

5. Connect with your manager. Meet with your manager and department leaders to ensure there is alignment on the performance of your team for the year. This is particularly helpful if your company does promotions as part of the annual review process - you want to ensure you have gained the backing of your leadership to support any nominations you are pushing forward. Are you clear on where your team fell in relation to goals? Do they have insight on goals for the coming year? Are there any deadlines you need to be aware of in terms of submissions for your feedback in addition to any self-evaluations? 

6. Time Block. Completing a thoughtful, detailed review takes time. Set separate time aside on your calendar to complete reviews for each of your direct reports. Come prepared to that time with any notes, data and 360 review information. And, don’t forget to dedicate time on your calendar for your own review and time for any feedback you may owe others as part of 360 requests.

7. Send out calendar invites. Set up time to discuss your reviews in person with each of your direct reports. Even if your reviews are delivered automatically through a platform such as Workday, make time to go through both self-evaluations and your manager feedback in a live conversation. 

8. Cultivate calm. Review time can be a stressful time, during what is often already a busy time of year for many. You lead by example, if you are projecting composure and confidence in regard to the yearly evaluation period, others will pick up on that energy. The general content of a review should never be a surprise. You should be meeting regularly with your team, checking in on goals ideally on a monthly basis and discussing both positive and constructive feedback throughout the year. If you are doing these things, there should be no reason your direct reports should be entering review season with the anxiety of the unexpected.

As a people manager, what else would you do to make sure your team has all they need to feel prepared for an annual evaluation?