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Checklists for Performance Review

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Example Checklists (5)

1
Standard Performance Review
2
In Case of Performance Decline
3
Dealing with Defensive Employees
4
Engaging High Performers
5
Follow-Up Conversation
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Back to Performance Review
The complete checklist for structured preparation

Performance Review Checklist

This example provides a universal, high-quality checklist for most performance reviews. It covers the fundamental steps from preparation to follow-up and helps managers conduct structured, fair, and results-oriented discussions, regardless of the employee's specific performance situation.

1Preparation

  • 1

    Analyze performance data and goal achievement.

    Gather relevant data (KPIs, project status, feedback from colleagues/customers) and compare it with the agreed-upon goals.

  • 2

    Define conversation objectives.

    What should be achieved by the end of the conversation? (e.g., goal agreement, development plan, recognition).

  • 3

    Establish structure and agenda.

    Plan a coherent flow for the conversation, including a time frame for each point. Share the agenda with the employee in advance.

2Execution

  • 1

    Create a positive conversation climate.

    Start with a positive opening and foster an open, trusting atmosphere.

  • 2

    Gather employee perspective.

    Begin by allowing the employee to present their view on performance and goal achievement.

  • 3

    Provide specific feedback.

    Address positive and critical points with concrete examples. Focus on behavior, not the person.

  • 4

    Agree on goals and development measures.

    Jointly establish SMART goals for the next period and specific development measures.

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Additional Example Checklists

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In Case of Performance Decline

This example addresses the challenging situation of a performance decline. The checklist assists managers in conducting conversations constructively and solution-oriented, exploring the causes, and agreeing on concrete measures for performance improvement without demotivating the employee.

Progress: 0/7 (0%)

1Preparation

Gather data, facts, and observed behaviors that demonstrate the performance decline. Avoid generalizations.
Are there known personal or professional changes that could explain the decline? (But do not make assumptions!)
Be clear about what performance is expected and how it will be measured.

2Conducting the Conversation

Describe your observations factually and neutrally, without accusation. 'I have noticed that...' or 'The numbers show...'
Listen actively and allow the employee to express their perspective. Ask about reasons and possible obstacles.
Focus on the future: What can be done to improve performance again? Offer support options.
What will be achieved by when? How will progress be monitored? (e.g., weekly brief check-ins).

Dealing with Defensive Employees

This example focuses on conversations with employees who tend to become defensive when receiving criticism or reject responsibility. The checklist helps to structure these conversations constructively, break through the defensive posture, and encourage the employee to engage in self-reflection and problem-solving.

Progress: 0/7 (0%)

1Preparation

Provide feedback solely based on concrete, observable behaviors and their impacts. No interpretations.
Consider what excuses or counterarguments the employee might present, and how you will respond.
Stay calm and objective, even if the employee becomes emotional or provocative.

2Conducting the Conversation

At the beginning, explain the purpose of the discussion, e.g., 'I would like to talk to you about how we can improve X.'
Allow the employee to finish speaking, paraphrase what you have heard, and show understanding of their perspective – without agreeing.
Talk about your perception and its impact on you or the team: 'I notice that...', 'This leads to...'
Avoid blaming. Ask: 'What can we do to prevent this in the future?' or 'What support do you need?'

Engaging High Performers

This example focuses on performance conversations with outstanding employees. The checklist helps leaders to nurture, motivate, and retain these talents long-term by acknowledging their strengths and identifying new development opportunities.

Progress: 0/7 (0%)

1Preparation

Collect specific examples of outstanding achievements, initiatives, and contributions of the employee.
Consider which development opportunities (new projects, training, mentoring, leadership tasks) might be suitable for the employee.
Think about specific ways to express your appreciation (praise, special assignments, potential salary increase/promotion).

2Conducting the Conversation

Start with sincere and detailed recognition of the employee's achievements.
Ask about the employee's career goals, wishes, and ideas for their development within the company.
Discuss how the employee can further develop their skills and take on new responsibilities.
Offer active support in implementing development plans (e.g., budget for training, access to networks).

Follow-Up Conversation

This example addresses a follow-up conversation after a previous performance or development discussion. The checklist helps to review progress, make adjustments, and ensure the sustainability of the agreed-upon actions to promote long-term improvements.

Progress: 0/7 (0%)

1Preparation

Gather all notes and minutes from the previous conversation, especially the agreed-upon goals and actions.
Capture the progress made in implementing the actions or where difficulties still exist.
Collect current performance data and behavioral observations since the last conversation.

2Conducting the Conversation

Open the conversation with a reminder of the agreements made in the previous discussion.
Allow the employee to first report how they assess the progress on the agreed actions.
Ask about obstacles that hindered implementation and acknowledge achieved successes.
Decide together whether to maintain, adjust, or define new actions. Set the next check-in date.

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Why You Should Use Our Checklist Generators

Structured preparation leads to more productive conversations and better results for you and your employees.

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Checklist Generator für Performance Conversations

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