Filling out a Performance Evaluation Form [ Tips, Steps ]

Output productivity, knowledge with the task, and the absence of mistakes or errors are some of the areas which are often considered in a performance evaluation. This evaluation process is done on a monthly and annual basis by employers in a company to assure that their employees are dealing with the given assignments with full potential, while an evaluation in other sectors such as dance workshops are mandated after every appearance on stage or after rehearsals.

Performance Evaluation Form Sample

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Tips in Giving a Performance Evaluation

Before you or any evaluating personnel will begin the process of scribbling notes to an organization’s performance evaluation form, these tips must always be remembered to acquire an efficient evaluation process:

Know

It is essential that the evaluating personnel is able to do tasks together with the person to be evaluated to effectively know the behavior and the way the individual manages himself or herself will be easier. Managers and coaches should be aware of the movements of their members and not merely base their evaluations to what they heard from the member’s colleagues and friends. Additionally, witnessing beforehand promotes an assurance to the member that he or she is being evaluated fairly without any intriguing scores on his or her evaluation form.

Gather

Asking questions and conducting a quick survey of the member’s colleagues is an effective move to gather necessary data about the member’s performance. Along with the surveys should be the member’s productivity or activity report to determine if the member has been meeting the deadlines or if there had been any backlogs with his or her tasks.

Review

The completion of a performance evaluation form is not the end of the process as it is a rule that the evaluating personnel must review his or her scores and answers. Reviewing the entries on any formal or legal form is significant to secure that there are no blank fields on the document and that the evaluated scores are exactly based on the performance of the member.

Steps in Filling out a Performance Evaluation Form

Performance evaluation forms can either be in a checklist manner or a questionnaire survey format which will include a rating scale to allow the evaluating personnel in stating a score. This document is easy to fill out. However, it is always essential to determine beforehand why there is a need to provide the evaluation and what particular instructions are to be followed. Nonetheless, below are the steps that an evaluating personnel should take note and follow to avoid mistakes and blank fields on the form:

Step 1: Read through the form. Some evaluation forms demand the user to encircle his or her ratings, leave the form anonymous, and even use a blue inked pen for filling out the document. This is why it is always necessary to read the instructions and procedures all throughout the form before writing anything on it.

Step 2: Complete the general information of the person being evaluated or the subject of the evaluation. This includes the subject’s name, job position, and the date when he or she joined the organization. If it is a job performance evaluation, then the evaluating personnel must state the subject’s area of designation in the company or whether he or she is working under the operations department or at the human resource area.

Step 3: State the dates of evaluation. The dates include the specific day and year when the last evaluation happened and the day of the current evaluation.

Step 4: Read the ratings and begin answering. The rating scale and the specified ability to be rated must be fully understood by the evaluating personnel to avoid misconception and errors in marking a score. Depending on what the organization prefers, the answers can be stated after the rating scale per row or on the individual numbers on the scale which are lined in a column.

Step 5: Sum up the entries and scale. After indicating the scores, the evaluating personnel must begin computing his entered scores to acquire the total of his rates. The total of the computation will then be the figures which are to be used to determine the average rating of the subject.

Step 6: Enlist the subject’s strengths. The evaluating personnel will be able to distinguish the strengths of the subject by reviewing his entries on the form which shows a high rating compared to others. Naming the subject’s strengths opens a door for an opportunity of the subject to obtain a determination in continuing his or her positive qualities.

Step 7: Indicate the subject’s weakness. The purpose of indicating the weaknesses is to inform the subject of his or her qualities which need to be changed or improved. The evaluating personnel should also include an action plan which the subject can take note after the evaluation.

Step 8: Write down a suggestion. There are performance evaluations which are conducted by the colleagues of an employer which requires the colleagues to state an employee suggestion for the subject. These suggestions can be gathered and summarized by the supervisor to construct a strong and effective recommendation. Examples of possible suggestions may include requesting the subject to undergo an employee counseling session or change the habitual tardiness behavior of the subject.

Step 9: Sign the form. The evaluating personnel must affix his or her signature on the form with his or her name and specific position in the organization. It is important that the name and position are stated to acknowledge the identity of the person who is responsible for the evaluation and to assure that the person who did the evaluation is authorized to do so.

Step 10. Present the form to the subject. The reason why the evaluation was done is due to the need for the subject to face his or her strengths and weaknesses. With this, the subject must be able to read and view the unfiltered ratings on the performance evaluation along with a one-on-one discussion together with the person who did the evaluation.

Although the aforementioned tips and steps will serve as a guide for any individual who is assigned in doing an evaluation for either his or her colleagues or the members of his or her team. Nonetheless, it is essential that an evaluation must be kept with full confidentiality between the evaluating person and the subject to avoid gossips and conflicts in the organization’s premises.