Importance of conducting performance reviews virtually

Regular reviews help you measure employee performance to ensure they’re reaching their potential. Working from home can make your team feel less connected, and they might not get as much casual feedback as they’re used to in an office setting. Regular performance reviews can help them understand how they’re doing, where they can grow professionally and identify any areas of improvement.

The remote evaluation process also lets you hear from your employees. It encourages them to speak up if they have concerns. For example, they might feel like they’re not getting enough interaction with their manager, or they might need additional tools to work effectively.

How to conduct virtual performance reviews

Remote performance reviews are similar to traditional in-person evaluations, but you might need to collect a little more information before starting. Having a standardized process makes evaluations easier. These steps can help you create a process that works for your organization.

1. Choose the type of review

Virtual performance reviews can use several different formats. It’s common to use a rating system with a scale from one to five to rate performance. Reviews often include a comment section as well. Another option is a 360 performance review, which gathers peer feedback from people who have worked with the person being evaluated.

2. Create a standard review form

Develop a review form that all managers can use.Using the same performance review form for all employees supports a consistent evaluation process.

3. Gather evidence

When you aren’t in the same physical space as your employees or team, finding evidence to support your ratings on remote performance reviews can sometimes be challenging. However, there are ways to effectively review a remote employee’s performance. Some methods include:

• Setting clear objectives and key performance indicators (KPIs): By establishing clear and measurable goals that align with the organization’s objective, you can objectively evaluate a team member’s contributions.

• Using productivity or project management tools: One of the key benefits of these tools is the transparent view of an employee’s productivity. Using these tools allows you to track project progress, task completion and other key productivity metrics.

• Scheduling regular check-ins and meetings: Consistent one-on-one or team meetings can allow you to discuss ongoing projects and challenges. They also keep lines of communication open and provide opportunities for feedback.

Self-evaluations are an opportunity to let employees provide evidence of their performance, but you can also source data from other team members, such as peers who work more closely with the employees. They can give input on factors such as communication and teamwork.

4. Perform the assessment

How you complete the assessment depends on what type you use. It typically involves rating different traits based on specific criteria. Evaluations also typically let you write details and feedback for the employee. Take the time to write impactful statements that give your employees feedback they can use.

Put thought into all your evaluations, so they better reflect the employee’s performance. They should be accurate and helpful to the employee.

5. Share the feedback

Conducting a remote performance review is a little different than doing so in-person.

• Preparation and planning: Consider setting a date and time far in advance of the meeting. When choosing a time slot, be mindful of any time zone differences. You may also want to provide an agenda for the meeting.

• Create the right environment: Before getting on the call, choose a quiet and private space to avoid disruptions and maintain confidentiality.

• During the call: When possible, prioritize using video rather than audio-only. Even through a computer screen, face-to-face interaction can help build a stronger relationship and allow for more nuanced communication. If you intend to review documents or other performance metrics, use the screen-sharing feature to present them.

If you have a central office and your employees live locally, you might ask them to come to the office for an in-person, one-on-one meeting for the evaluation.

6. Create an action plan

Hearing your feedback lets your employees know where they stand. To make the process more effective, make a plan going forward. If the employee is performing up to your expectations, you might offer additional opportunities or suggest training opportunities to enhance their skills.

Employees who aren’t meeting your expectations might need to take corrective action. As a leader, your action plan can include different strategies and tools to assist an employee. These include:

• Establishing regular virtual check-ins to keep a connection maintained and to ensure the employee feels supported and engaged.

• Creating a virtual open door policy to let remote employees feel comfortable to reach out when they need assistance or clarifications.

• Leveraging digital collaboration tools to track progress on projects and goals.

Best practices for remote performance reviews

By using these best practices for assessments, you can improve the results of your remote performance reviews:

• Be consistent: Following the standardized procedures and conducting performance reviews virtually on a regular basis makes it easier to track progress. It also helps employees know what to expect.

• Train your managers: Train your managers on how to gather data for the reviews. You might also teach them how to share the feedback virtually to make the evaluations more meaningful.

• Establish well-defined goals: When employees understand the expectations, they’re better equipped to rise to the challenge. Clear goals also translate well into questions on an employee evaluation form, and you can easily track progress with consistent, well-defined goals.

• Listen to feedback: Employee evaluations aren’t meant to be one-way conversations. You can use them to hear how your employees are handling remote work and what you can do to improve the experience. Be open to feedback and implement it to improve the workplace when possible.

• Include positives: Not every performance review will be positive. It’s important to point out areas of improvement to help your team grow. But don’t forget to include the positives of each employee. Showing empathy as you perform the reviews can help maintain a healthy, positive working relationship with your employees.

• Use tools: Look at the tools you already have that can make performance reviews easier. You might use your collaboration software to schedule performance meetings or answer questions about self-evaluations. Your video conferencing software offers an easy way to share the results.

• Make feedback an ongoing process: Remote performance reviews are formal ways to assess skills, but giving ongoing feedback helps your employees improve their performance. Schedule regular check-ins with your remote staff, and encourage them to share feedback with you regularly.

FAQs about virtual performance reviews

Should HR sit in on virtual performance reviews?

Just like in-office reviews, virtual reviews are usually conducted between the employee and manager. HR typically only gets involved if one of the parties requests it or if there’s a major concern with the employee.

How do you manage performance in remote work?

Managing remote employees can be challenging since you don’t share a physical space. Your review serves as a starting point for identifying strengths and areas of improvement. From there, you can work with and support the employee to address areas that need improvement.

How often should you evaluate remote workers?

The frequency of performance reviews varies from one organization to another. Quarterly evaluations help you keep updated on how your remote team is performing. Between quarterly reviews, you may wish to conduct regular one-on-one meetings to provide more timely feedback in between formal reviews.