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Online performance review: 5 tips

It’s only been two years, but what a world of difference. Before 2020, working from home was out of the question at most companies. Now, many people actually have to get used to dressing up and commuting to the office early in the morning again. Hybrid working has become the new normal.

Not because it’s mandatory, but simply because working from home has many benefits. For both employee and employer. Yet, fully online or hybrid working still requires some adaptability from the average manager. Taking a quick walk around the department to check how everyone is doing, asking a spontaneous question, or picking up on a team discussion is a lot more complicated when a large part of the team is working from home behind their laptops. And how do you conduct a good evaluation or performance review when there is a lack of sufficient face-to-face contact?

But first: what is a performance review exactly?

A performance review is a conversation between an employee and their manager regarding the employee's performance in relation to previously set goals and competencies.

I can hear you thinking: is it even possible to conduct a performance review remotely? Isn't that too impersonal? No, don't jump to conclusions too quickly ;-)

Below, we discuss 5 performance review tips that you can learn from.

Tip 1 - Preparing for a performance review is half the battle

Agree well in advance on what you will be evaluating the employee on, and what the employee needs from you as a manager. Which job components do you find most essential, what exactly do you expect as an end result, and how does the employee know if they are on the right track? But also: what can your employee expect from you, and what provides an extra boost of job satisfaction? Emphasize that the employee is welcome to ask for attention if things are difficult, and clearly indicate when you are available for questions or issues. After all, when working from home, the employee cannot see if your office door is open.

Send an agenda at least a week before the meeting so that the structure of the conversation is not a surprise. By explicitly inviting the employee to also provide discussion points, you create a two-way dialogue and ensure that the other side of the table is also sufficiently addressed.

Did you know that conducting a job interview can also be done very effectively online? Or onboarding new staff? Discover the possibilities of online onboarding for new employees here!

Tip 2 - Let the results count

As a remote manager, don't have the illusion that you can track exactly how and when everyone is working from home. But is that really necessary? For many roles, it is not that important how someone works remotely. As long as the output delivered is of the right quality and quantity, the flexibility of remote work can actually increase job satisfaction and motivation.

Especially for a remote manager, it is important to stay well-connected. Regularly check the results your employee is showing. Could it be better and do you have constructive criticism? Don't let it slide; speak up and provide guidance in time. Be even more proactive about this than before. Due to (partial) remote work, your employee misses out on a lot of non-verbal communication and unplanned interaction with you as a manager and with colleagues.

During the coronavirus pandemic, employees showed that they are very good at taking responsibility. Yet, it turns out that 1 in 8 employees in the Netherlands were monitored remotely by company software. Read more about employee monitoring in another blog we wrote about this!

Tip 3 - Let colleagues evaluate each other

Is it difficult to judge how your employee has performed based on your own experience due to working from home or, for example, different office locations? Then use the so-called '360-degree feedback method'. By asking various colleagues about their experiences with the employee, you gain valuable input for the performance review.

Design a format with some positively stimulating questions that can be easily sent via email or online to various colleagues the employee works with regularly. Don't take control away, but let the employee decide who the form can be sent to. Challenge the employee to also ask critical colleagues. That can sometimes be nerve-wracking, but often the best tips or nicest compliments come from unexpected sources.

Tip 4 - Remote but not distant

In a face-to-face meeting, it is not unusual to get straight to the point. Once the coffee is served, things usually get moving quickly. An online meeting, especially a sensitive one like a performance or evaluation review, requires a bit more personal attention. So, spend extra time building rapport before the actual conversation begins. That way, a remote meeting won't feel like a distant one.

At the start of your meeting, ask about the environment where the employee is joining from. Can they hear you clearly, and are there any distractions that might affect the conversation, such as children playing or construction work next door? Is the connection stable, or is the Wi-Fi lagging? These details are important for accurately gauging the employee's attitude and communication during the meeting.

Tip 5 - Build in breaks

We have all experienced it by now: online meetings can be energy drainers.

Here are some examples of how to improve this:

• Limit the duration. Ensure the performance review lasts no longer than 45 minutes to an hour.
• Schedule a follow-up. If it turns out that certain topics need to be explored further, schedule a follow-up meeting.
• Pause when necessary. Do you notice that either you or the employee is losing focus? Suggest taking a few minutes to pause. Stepping away from the screen for a quick pit stop or some fresh air works wonders for refreshing the conversation.
• Don't talk for too long. Be careful not to dominate the conversation. Consciously talk a little less when you are meeting online. This helps you avoid the common pitfall of two people talking at once and ensures the employee has enough time to speak.

With these remote work tips, you can avoid falling victim to Zoom burnout!

Need more tips for performance reviews?

At Pluvo, we have extensive experience with online communication, encouraging and tracking personal development, and conducting analyses. Feel free to contact us if you are looking for even more tips for your online performance or evaluation reviews!