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Checklists for Annual Review

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Example Checklists (5)

1
Standard Annual Review
2
Annual Review for Performance Issues
3
Annual Review with High Performers
4
Annual Review During Restructuring
5
Annual Development Planning Conversation
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Standard Annual Review

The annual review is a central tool for employee management to assess performance, set objectives, and promote development. This checklist provides a comprehensive guide for a structured and effective standard annual review suitable for most employees, laying a solid foundation for annual employee development.

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1Preparation

Collect concrete examples and metrics to enable a fact-based discussion.
Reflect on your perceptions and prepare specific feedback.
Consider realistic and motivating goals for the upcoming year.
Give the employee sufficient time to prepare and gather their own points.

2Conversation Start and Framework

Start positively and emphasize the developmental character of the discussion.
Ensure both parties know what will be discussed and how much time is allocated.
Give the employee space to present their perspective first.

3Main Part: Retrospective and Outlook

Discuss successes and challenges with concrete examples.
Focus on behavior and impact, not personality. Provide concrete suggestions.
Goals should be Specific, Measurable, Attractive, Realistic, and Time-bound.
Discuss which steps and resources are necessary for achieving goals and development.

4Conclusion and Follow-up

Check that all points are clear and misunderstandings have been resolved.
Plan when and how progress will be reviewed.
Document the discussed points and agreements in writing.

Annual Review for Performance Issues

When an employee consistently falls short of expectations, the annual review is a crucial opportunity to explore the underlying causes and develop a plan for performance improvement. This checklist assists managers in conducting a challenging conversation constructively and getting the employee back on track without destroying motivation.

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1Preparation (Focus on Performance)

Gather fact-based evidence for the performance issues, including metrics and timelines.
Consider systemic or personal factors that could be affecting performance.
Be aware of the performance you expect and the steps that will follow if it is not achieved.

2Starting the Conversation and Describing the Problem

State the facts and the impact on the team or organization.
Ask for the employee's perspective: 'How do you assess your performance?' 'What do you think are the reasons?'
Be open to unexpected answers and show empathy.

3Finding Solutions and Actions

Focus on 1-2 measurable goals that can be quickly implemented.
Discuss how the employee can be supported in achieving the goals.
Define a realistic period within which improvement should be visible.

4Conclusion and Commitment

Make it clear what exactly needs to change and which standards must be met.
Be transparent about the next steps if performance does not improve.
A written record ensures clarity and commitment.

Annual Review with High Performers

The annual review with high performers requires a different focus than standard discussions. It is about motivating, retaining, and strategically advancing the development of these top talents. This checklist helps leaders to optimally utilize the potential of high performers and keep them engaged with the company in the long term.

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1Preparation (Focus on Potential)

Gather specific examples that demonstrate outstanding performance.
Consider promotion possibilities, projects, or cross-departmental tasks.
Think about what new challenges can be offered to the high performer.

2Initiating the Conversation and Appreciation

Start with strong, positive feedback that underscores the employee's importance.
Communicate that it’s not about 'mistakes' but about reaching the next level.
Actively listen to the plans and wishes the high performer has for themselves.

3Development and Retention

Goals should exceed normal performance and require new competencies.
Plan actions that contribute to achieving the ambitious goals.
Show the high performer concrete opportunities for internal development.
Give the high performer the chance to enhance their leadership or project management skills.

4Conclusion and Motivation

Reaffirm the appreciation and key role of the high performer.
Ensure that development is continuously monitored.
Leave the conversation with a motivated and engaged high performer.

Annual Review During Restructuring

During times of restructuring, the annual review becomes more complex and sensitive. Employees are often uncertain, and the manager must provide clarity, alleviate fears, and present new perspectives. This checklist helps structure the conversation, build trust, and motivate employees despite changes.

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1Preparation (Focus on Clarity)

Be thoroughly informed about all relevant changes.
Consider how the employee's tasks might change and what skills will be necessary.
Anticipate questions and uncertainties and have prepared, honest responses.

2Conversation Start and Context

Do not deny the situation; instead, integrate it into the conversation.
Listen actively and take concerns seriously without downplaying them.
Share all information you are allowed to reduce uncertainty.

3Performance, Adaptation, and Outlook

Acknowledge past performance, but emphasize the need for flexible adjustment.
Formulate realistic goals that fit the new structure.
Identify what new skills or knowledge the employee will need.
Emphasize the possibilities that may arise from the restructuring.

4Conclusion and Trust Building

Reassure the employee of your support and open communication.
Maintain dialogue and proactively inform about progress.
Conclude the conversation with a motivating and hopeful message.

Annual Development Planning Conversation

An annual conversation primarily focused on development planning is crucial for long-term employee engagement and motivation. It aims to recognize the employee's potential and create a tailored plan that considers both individual aspirations and organizational needs. This checklist helps facilitate a forward-looking dialogue.

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1Preparation (Focus on Potential)

Gain an overview of the employee's learning journey so far.
Consider what skills will be needed in the future and how the employee can contribute.
Prepare concrete suggestions for further training, projects, or mentoring.

2Conversation Start and Reflection

Emphasize that this is about the employee's future and growth.
Give the employee space to share their visions and ambitions.
Pay attention to non-verbal signals and ask probing questions.

3Development Plan Creation

Goals should be specific, measurable, and aligned with career aspirations as well as company needs.
Plan concrete steps that will contribute to development.
Determine when each step will be implemented and who is responsible for it.
Anticipate obstacles and plan how the employee can be supported.

4Conclusion and Follow-Up

A written plan ensures commitment and clarity.
Plan fixed dates to accompany the implementation of the development plan.
Leave the conversation with an empowered and motivated employee.

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