The stages of the performance evaluation process

We know that implementing a performance evaluation cycle is often not an easy task. This difficulty is more evident for those companies that need to run a performance evaluation for the first time or want to promote changes in the model that has been used in recent cycles.

In view of this reality, we divided this process into stages, in order to facilitate its construction and implementation. Here at Qulture.Rocks, we believe that if you follow the activities of each step, the probability of success in the cycle is very high :)

Let's go to the phases:

1) Defining the model:

This is the time for you to idealize and think about all the details of what the process will be like. When this step is done completely, all the following steps flow better, that is, this is a key phase that must be done very calmly, since it is very crucial for success.

Defining the purpose of your assessment should be your starting point, as it will be an important guideline for the following activities. Having a defined objective, one must determine the schedule, audience, scale, calculation rules, among other details. After defining all these requirements, in some companies, the model is validated with senior management.

A very important tip for this step is to make the most of your knowledge, see what other companies are doing and what are the trends in this area. Having a broad view allows you to choose, among several options, which best fits your reality :)

We have some articles that can help you in this journey of expanding your knowledge:

• Performance Evaluation: what is it and how does it work?

• What is the purpose of your performance evaluation?

2) Defining the questions:

With a defined evaluation model, it is time to reflect on what questions you will ask in the evaluation. This is also a very important step because the questions, in the context of the evaluation, are nothing more than the criteria that you will use to evaluate your employees.

On the Qulture.Rocks platform, you have the possibility to create different scenarios at this stage. You will be able to ask quantitative, qualitative questions, specific to a certain group of people (a certain area of ​​the company, for example), or also specific to some type of evaluation (only for self-evaluation or led evaluating leader). That is, options are not lacking. Therefore, we suggest that at this stage you reflect well on the culture of your company and on what is your objective with this performance evaluation cycle.

3) Preparing your team and communicating the process:

After defining the model and the questions for your evaluation, it is essential to prepare your team for this process. For this phase, two activities are essential: communication and training.

Internal communication must be clear and objective so that the entire company is on the same page and understands the importance of this process. In addition, as relevant as communication, is to train your team. Of course, there are some cognitive biases that can directly influence our assessments. Therefore, guide and empower your team to make a holistic and as impartial reflection as possible.

4) Configuring the Qulture.Rocks platform:discussed

This phase can happen in parallel to the step we just(3). After validating the model and questions, you need to configure it on our platform. For that, you must show us your model so that we can configure it for you. It is important that after all configuration, the testing period is done to ensure that the platform is replicating what you envisioned in phase 1, of course considering the options that our system allows.

The article below can help you:

• How to set up a Review? [Draft Mode]

5) Monitoring the response period

With the platform configured and tested, in addition to your trained team, it is time to give the 'play'. In this phase, you must communicate the opening of the nomination period (if you have one) and, later, the response period, in addition to sending the invitations for the evaluation.

It is also important to frequently monitor the evolution of responses, in order to prevent the need to extend the period of that period. It is very common for our customers to have to extend this period, as the evaluators were unable to respond to all evaluations within the expected period. This occurs mainly for two reasons: length of the non-feasible period with the number of assessments to be made or the assessors did not do their 'homework' to respond. Therefore, be sure to carry out a good monitoring to avoid surprises in the last days of this period.

The last activity in this step is to end the response period.

We have the articles below that can help you:

• Monitoring Indication and Validation period of a Performance Cycle Review

• [Reports - Reviews] Monitoring Report

6) Calibrating the results

With the end of the response period, you will have collected a large number of information from different people, that is, from different points of view. Naturally, people have different levels of analysis, so it is not surprising that there are divergent opinions on the same criteria depending on the evaluator. For this very reason, the calibration step is very important. In it, you will have to analyze the results and their divergences to discuss in calibration meetings. The 9-box is a widely used tool to facilitate this calibration process!

Clicking here, we explain a little more in detail how this step works, showing some good practice tips 😊

We have the articles below that can help you:

• How do calibration meetings work?

• Calibrating grades in a Performance Cycle Review

• How to calibrate employees within a box in Qulture.Rocks

7) Disseminating the results

With the calibration done, you will be much more confident that the results of the evaluation are in the same parameters and you will be able to disclose them to the evaluated. In this step, you must configure the release of results on the platform, train managers to give feedback, release the release, in addition to monitoring that all followers receive feedback from their managers.

We have the articles below that can help you:

• How to set up and release individual reports as a platform administrator

• Release Individual Reports - Read this before doing it!

8) Next steps

Phew, seven phases were completed and a series of information gathered and discussed. Have employees already had their feedback and now, is it over? No, depending on the objective that you defined there in phase 1 there are some processes that must be done.

Is the purpose of your assessment decision making regarding promotions and / or salary increases? Then, do all the bureaucratic processes necessary to formalize the changes made.

Is the purpose of your assessment the development of the employee? Then, it was time to create an Individual Development Plan (PDI) for each person, in order to develop the points for improvement and also enhance the strengths!

Remembering that we strongly believe that if these steps are fulfilled, your work will be greatly facilitated and the chance of success in this process is much greater. However, adaptations can and should be made according to the reality of each company.

And we can and want to help you in this process. We have the Performance Management Certification In addition to several articles to assist you in this process of conducting a performance evaluation, be sure to consult our Knowledge Centercontact orus.