Performance Management Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Supervisors, HR, All Employees

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Purpose

Establish a fair, consistent process for managing employee performance including goal setting, ongoing feedback, and formal reviews.

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Performance Management Cycle

Goal Setting → Ongoing Feedback → Mid-Year Check → 
Year-End Review → Development Planning → Goal Setting

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Goal Setting

SMART Goals:

• Specific - Clear and defined
• Measurable - Can track progress
• Achievable - Realistic
• Relevant - Aligned with job/company
• Time-bound - Has deadline

Goal Categories:

Category	Examples
Job Performance	Complete projects on time, quality
Professional Development	Training, certifications
Team/Company	Mentoring, process improvement

Annual Goal Setting:

• 3-5 goals per employee
• Set within 30 days of review period start
• Document in writing
• Review quarterly

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Ongoing Feedback

Regular Check-Ins:

• Weekly or bi-weekly 1:1 meetings
• Discuss progress, obstacles
• Provide real-time feedback
• Document significant items

Feedback Guidelines:

DO:

• Be specific and timely
• Focus on behavior, not personality
• Balance positive and constructive
• Offer support and resources
• Follow up

DON'T:

• Wait for annual review
• Be vague
• Make it personal
• Only criticize

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Formal Performance Reviews

Review Schedule:

Type	Timing	Purpose
90-Day	End of probation	Confirm employment
Mid-Year	6 months	Progress check
Annual	Year end	Full evaluation
Project	End of project	Project-specific

Annual Review Process:

Step 1: Self-Assessment

• Employee completes self-review
• Rates performance against goals
• Documents achievements
• Identifies development needs

Step 2: Manager Assessment

• Manager completes review
• Gathers feedback (optional 360°)
• Rates performance against goals
• Documents observations

Step 3: Review Meeting

• Discuss self and manager assessments
• Review goal achievement
• Discuss development needs
• Set goals for next period
• Discuss compensation (if applicable)

Step 4: Documentation

• Finalize review document
• Both parties sign
• Copy to HR
• File in personnel file

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Performance Rating Scale

Rating	Definition
5 - Exceptional	Consistently exceeds all expectations
4 - Exceeds	Frequently exceeds expectations
3 - Meets	Consistently meets expectations
2 - Needs Improvement	Does not consistently meet expectations
1 - Unsatisfactory	Does not meet expectations

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Performance Review Form

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         EMPLOYEE PERFORMANCE REVIEW
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Employee: ________________________  Employee ID: _____________
Position: ________________________  Department: ______________
Supervisor: ______________________  Review Date: _____________
Review Period: __________ to __________

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SECTION 1: GOAL ACHIEVEMENT

Goal 1: __________________________________________________
Rating: ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Comments: ________________________________________________

Goal 2: __________________________________________________
Rating: ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Comments: ________________________________________________

Goal 3: __________________________________________________
Rating: ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Comments: ________________________________________________

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SECTION 2: COMPETENCY RATINGS

Job Knowledge:        ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Quality of Work:      ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Productivity:         ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Dependability:        ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Communication:        ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Teamwork:             ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Safety:               ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Initiative:           ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Attendance:           ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1

Supervisor Rating (if applicable):
Leadership:           ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Planning:             ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1
Development of Others:☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1

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SECTION 3: OVERALL RATING

Overall Performance Rating: ☐ 5  ☐ 4  ☐ 3  ☐ 2  ☐ 1

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SECTION 4: COMMENTS

Key Achievements:
___________________________________________________________
___________________________________________________________

Areas for Improvement:
___________________________________________________________
___________________________________________________________

Employee Comments:
___________________________________________________________
___________________________________________________________

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SECTION 5: DEVELOPMENT PLAN

Training/Development Needs:
___________________________________________________________

Goals for Next Review Period:
1. _______________________________________________________
2. _______________________________________________________
3. _______________________________________________________

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SECTION 6: SIGNATURES

Employee Signature: _____________________  Date: ____________
(Signature acknowledges receipt, not necessarily agreement)

Supervisor Signature: ____________________  Date: ____________

HR Review: _______________________________  Date: ____________

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Performance Improvement

When Performance Needs Improvement:

1. Document specific issues
2. Meet with employee
3. Create improvement plan
4. Set clear expectations
5. Provide support
6. Monitor progress
7. Follow up regularly

See Also:

• Disciplinary Procedure

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Related Documents

• Disciplinary Procedure
• Goal Setting Template
• 1:1 Meeting Guide
• Compensation Guidelines

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