Questions to Ask During a Performance Review as a Manager: Key Insights

​ Performance reviews are often dreaded by employees, but the right questions to ask during a performance review as a manager can turn them into productive and growth-oriented discussions. 

Research shows that 59% of employees believe performance appraisals have little to no impact on their performance, and some would rather call in sick than face the review. 

However, performance reviews don't have to be painful. 

They are a crucial opportunity for growth and development—if handled correctly. The key to a successful appraisal lies in asking the right questions. By focusing on constructive dialogue, both managers and employees can turn performance reviews into meaningful conversations that foster improvement and advance career goals.

What Is a Performance Appraisal?

​So what is performance appraisal meaning? 

A performance appraisal is a formal and systematic review of an employee's performance over a specified period. It evaluates how well an employee's work aligns with the objectives and expectations set for their role. Performance appraisals provide critical feedback on an employee's strengths, areas needing improvement, and overall organisational contribution. 

This process often serves as the foundation for planning an employee's future career development, growth, and potential promotions.

Performance appraisals are often referred to as performance evaluations, performance reviews, development discussions, or employee appraisals. Regardless of the name, the goal remains to foster better communication between management and employees, provide feedback, and set clear goals for improvement and success.

Why Do Companies Use Performance Appraisals?​ 

The primary reason companies conduct performance appraisals is to enhance employee development and productivity. When used effectively, appraisals help management identify an employee's strengths and weaknesses, which allows for targeted development and training. Here are 5 importance of performance appraisal:

• Employee Development - Appraisals provide structured feedback that helps employees understand their performance and areas for growth.
• Compensation and Promotions - Appraisals are often linked to salary increases, bonuses, and promotions, helping companies reward high performers.
• Goal Alignment - Regular appraisals ensure employees' goals remain aligned with the company's broader objectives, improving overall performance.
• Succession Planning - Appraisals help managers make informed decisions about internal promotions and filling new roles, ensuring the right people are moved into key positions.
• Motivation -   By receiving recognition for good performance and constructive feedback for improvement, employees can be motivated to excel in their roles.

Examples of Performance Appraisals in the Workplace​ 

Performance appraisals come in various performance appraisal methods and forms depending on the company's goals, size, and industry. Here are several common examples of performance appraisal methods used in the workplace.

7 Types of Performance Appraisals examples:

1. 360-Degree Feedback​ 

 In a 360-degree feedback system, the employee receives input from a variety of sources, including:

• Managers
• Peers/Colleagues
• Subordinates
• Self-assessment
• Customers or clients (if applicable)

This method gives a well-rounded view of an employee's performance by gathering feedback from multiple perspectives. It is often used for leadership and managerial roles where collaboration and influence across different levels are critical.

A sales manager receives feedback from their direct reports, peers in other departments, their own boss, and even a few key customers. The appraisal provides insights into the manager's leadership, communication, and ability to meet targets.

2. Management by Objectives (MBO)

In Management by Objectives (MBO), both the manager and employee collaborate to set specific, measurable goals for a given appraisal period. At the end of the period, the employee's success is measured against the goals they helped to establish.

An IT project manager agrees on four quarterly goals with their supervisor, including delivering a new software feature within a set timeline. During the appraisal, the manager's performance is rated based on how successfully the goals were met.

3. Rating Scales

A rating scale appraisal involves rating employees on a scale for various traits or performance criteria, such as:

• Communication skills
• Job knowledge
• Teamwork
• Initiative
• Problem-solving abilities

Each trait is rated on a scale (e.g., 1 to 5, with 5 being excellent). This type of appraisal is often straightforward and allows for easy comparison among employees.

A customer service representative is rated on how effectively they resolve customer issues, their response times, and their overall attitude toward clients. Their performance is scored on a 1-5 scale for each criterion.

4. Self-Assessment

In this type of appraisal, employees evaluate their own performance before a formal review by their manager. It allows the employee to reflect on their achievements and areas for improvement.

A marketing executive completes a self-assessment form where they highlight their key accomplishments over the past year, such as completing a successful campaign that exceeded targets. During the appraisal meeting, they discuss their assessment with their manager.

5. Behaviorally Anchored Rating Scale (BARS)

BARS uses specific behaviors as anchors for performance levels. The system links ratings with particular behaviors, providing clear examples of what performance at each level looks like.

In a BARS appraisal for a customer service role, a 5 (highest score) might be defined as "Resolves customer complaints within 5 minutes and receives consistent positive feedback," while a 1 (lowest score) might be defined as "Fails to resolve complaints or passes them to others regularly." 

6. Peer Review

In a peer review process, coworkers at the same level as the employee being evaluated provide feedback on their performance. This can be helpful in team environments where employees work closely with one another.

A software development team provides feedback on a fellow developer's coding skills, collaboration, and problem-solving abilities. This input is combined with the manager's evaluation to provide a more comprehensive review.

7. Annual Performance Review

An annual performance review is one of the most traditional methods of performance appraisal. It usually involves a formal meeting where the manager reviews the employee's work over the past year, provides feedback, and sets goals for the upcoming year.

A finance officer sits down with their supervisor once a year to discuss the overall performance, including financial accuracy, handling of budgets, and teamwork. The manager offers constructive feedback and plans out goals for the next year, such as improving cost-reduction strategies.

How Performance Appraisals Work?

​Human Resources (HR) departments design performance appraisals as a key tool for employee development and career progression. These appraisals provide employees with valuable feedback on their job performance, helping them understand how well they are meeting their goals and offering support if they are falling short.

Performance evaluations are also used to guide decisions on how to allocate the company's limited resources for rewards like raises and bonuses. They help identify top-performing employees who have significantly contributed to the company's growth, ensuring that these individuals are recognized and rewarded accordingly.

Additionally, performance reviews help both employees and managers pinpoint areas for improvement and opportunities for career growth. Together, they can create a development plan that may include additional training or expanded responsibilities to help the employee advance.

What Happens in a Performance Appraisal?

A performance appraisal is a one-on-one meeting where managers and employees discuss work performance, achievements, and areas for improvement. These reviews typically occur annually, though some companies conduct them more frequently, such as biannually or quarterly. The primary purpose of a performance review is to provide feedback, set goals, and address any challenges the employee may be facing.

The structure of a typical performance appraisal includes a review of the employee's strengths, accomplishments, and any areas that may need attention. It's a chance for both parties to discuss training opportunities, future career aspirations, and any support the employee may need to perform better. At the end of the discussion, the manager usually documents key points, including personal development goals and performance targets for the next review period.

For both employees and managers, performance reviews are beneficial. 

They offer employees clarity on expectations and opportunities for growth, while managers gain insight into their team's needs and can better align individual goals with company objectives. When handled effectively, these meetings can lead to stronger performance, increased engagement, and higher job satisfaction.

What are the Challenges for Performance Appraisal

Performance appraisals are an essential component of modern human resource management. They are designed to evaluate employee performance, provide feedback, and guide development and compensation decisions. While widely implemented, performance appraisals have challenges. Poor execution can decrease employee morale, bias, and unproductive outcomes. 

Let's explore the significant challenges of performance appraisals, including subjectivity, communication issues, lack of standardization, resistance to feedback, time constraints, and the evolving nature of work in modern organizations. 

1. Subjectivity and Bias

One of the most pervasive challenges in performance appraisals is subjectivity. Despite the best intentions, appraisals can be influenced by personal biases of the appraiser. Some of the common forms of bias include:

• Halo Effect: When a manager allows one positive trait or achievement to influence their overall evaluation of the employee.
• Horns Effect: The opposite of the halo effect, where one negative aspect overshadows the rest of the employee's performance.
• Recency Bias: The tendency to focus more on recent events rather than considering the employee's performance over the entire appraisal period.
• Leniency/Strictness Bias: Some managers tend to give consistently high or low ratings regardless of the employee's actual performance.

These biases can distort the true picture of an employee's capabilities and contributions, leading to unfair evaluations. The challenge is ensuring that performance appraisals remain objective, accurate, and reflective of actual performance rather than personal opinions.

2. Inconsistent Communication

Effective performance appraisals rely heavily on clear and consistent communication between managers and employees. However, in many cases, communication gaps can occur, leading to misunderstandings and dissatisfaction.

Managers may fail to provide regular feedback throughout the year, waiting until the annual review to address issues. This can leave employees blindsided by negative feedback or unaware of opportunities for improvement. When employees receive feedback only during formal appraisals, it may be too late to rectify performance issues. Moreover, poorly articulated feedback may cause confusion, leaving employees uncertain about what is expected of them or how to improve.

To mitigate this challenge, organizations should encourage ongoing dialogue between managers and employees. Regular check-ins, informal feedback sessions, and clear communication channels can ensure that performance reviews are constructive and lead to meaningful growth.

3. Lack of Standardization

A major challenge in performance appraisals is the lack of standardization across departments or even within the same team. When managers use different criteria to evaluate employees, it can lead to inconsistencies and perceived favoritism. For instance, two employees in similar roles may receive different appraisals because their managers focus on different aspects of performance.

This lack of consistency can create feelings of unfairness and confusion, especially if employees feel they are being compared on unequal terms. Standardized appraisal systems, with clearly defined metrics and evaluation criteria, can help ensure that all employees are assessed on a level playing field.

4. Resistance to Feedback

Employees may resist feedback, especially when it is negative or perceived as critical. While constructive criticism is a crucial aspect of performance improvement, not all employees are receptive to it. Some may feel defensive or demoralized by critical feedback, viewing it as a personal attack rather than an opportunity for growth.

Managers may also struggle with delivering difficult feedback, often softening their message to avoid conflict. This can result in mixed messages, where the employee does not fully understand the areas they need to improve. For performance appraisals to be effective, both employees and managers need to approach feedback with an open mind, seeing it as a tool for improvement rather than criticism.

5. Time Constraints

Conducting comprehensive performance appraisals is time-consuming, especially in large organizations where managers are responsible for evaluating multiple employees. The process involves gathering data, reviewing past performance, and preparing feedback, all of which can take significant time away from other responsibilities.

As a result, some managers may rush through appraisals, providing only superficial feedback that doesn't fully address an employee's strengths or areas for improvement. This can diminish the value of the appraisal process and leave employees feeling undervalued.

To address this challenge, companies should streamline the appraisal process and provide managers with tools to make it more efficient. For instance, software solutions can help automate parts of the process, such as gathering performance data and tracking goals, allowing managers to focus on delivering meaningful feedback.

6. Changing Work Environments

 ​The nature of work is evolving rapidly, with remote work, flexible hours, and cross-functional teams becoming more common. These changes pose a challenge for traditional performance appraisal systems that rely on in-person supervision and fixed metrics.

In remote or hybrid work environments, managers may have less direct oversight of employees, making it harder to accurately assess performance. Additionally, many traditional appraisal metrics, such as attendance or punctuality, become less relevant when employees work remotely or on flexible schedules.

To adapt to these changes, performance appraisals must shift toward outcome-based metrics, focusing on the quality and impact of an employee's work rather than where or when it is done. Organizations may also need to adopt new tools for tracking and measuring remote employee performance, such as project management software or regular video check-ins.

7. Limited Focus on Development

In some organizations, performance appraisals focus too heavily on past performance and not enough on future development. Employees may feel that appraisals are solely about criticism or evaluation, without a clear pathway for growth and advancement.

This narrow focus can lead to disengagement, especially if employees do not see a clear connection between their performance reviews and their career progression. Ideally, performance appraisals should balance both assessment and development, identifying areas for improvement while also outlining steps for professional growth.

A more forward-thinking approach would include development plans or personal growth goals, where employees can work toward specific skills or achievements that align with their career aspirations.

8. Inadequate Training for Managers

Many managers lack the necessary training to conduct effective performance appraisals. Evaluating employee performance, delivering constructive feedback, and setting clear goals are skills that need to be developed. Without proper training, managers may struggle to carry out appraisals in a way that is fair, accurate, and motivating for employees.

Inadequate training can result in appraisals that are overly lenient, harsh, or unclear, leading to confusion and frustration among employees. To address this, organizations should provide managers with training on how to conduct performance evaluations, communicate feedback effectively, and support employee development.

9. Overemphasis on Annual Reviews

 For many companies, performance appraisals are conducted only once a year. This annual cycle can be problematic, as it may fail to address ongoing performance issues or recognize improvements made between reviews.

Annual reviews also risk being overly focused on recent events, as managers may find it difficult to accurately recall an employee's performance over an entire year. This can result in the recency bias mentioned earlier.

To overcome this challenge, many organizations are moving toward continuous performance management systems, where feedback and evaluations are provided more frequently, such as quarterly or even monthly. This allows for more timely feedback, better goal alignment, and greater employee development.

Questions to Ask Yourself in Preparation for Performance Appraisals​

Self-reflection is a crucial step in preparing for a performance appraisal. Before sitting down with your manager, it's essential to take time to assess your performance objectively. Reflecting on your achievements, challenges, and areas for growth allows you to approach the review with confidence and clarity. 

By doing so, you can have a constructive conversation with your manager about your future goals, professional development, and the support you need to succeed. Self-reflection also demonstrates initiative, showing that you are proactive about your career and willing to improve. 

Here are some key questions to ask yourself before the review:

What successes at work am I most proud of?

Start by acknowledging your achievements. Consider the projects or tasks where you exceeded expectations, made a significant contribution, or solved a critical problem. 

Highlighting your successes provides concrete examples to discuss during the review and helps your manager recognize the value you bring to the team. It also gives you a confidence boost, allowing you to focus on your strengths. 

Think about how these successes align with the company's goals and how you can continue to build on them moving forward.

How well did I meet my goals and targets this year?

Review your performance against the specific goals and targets set for you at the start of the review period. 

Have you consistently met or exceeded these expectations? Were there any challenges that prevented you from achieving certain objectives? 

This question encourages you to evaluate your effectiveness and understand where you excelled and where improvements are needed. 

Be honest with yourself—it's just as important to acknowledge areas where you may have fallen short as it is to celebrate your wins.

What goals have I fallen short on and why? ​ 

Not meeting every goal is normal, but understanding why it happened is key to avoiding the same outcome in the future. 

Reflect on the goals you didn't achieve and identify the reasons behind them. Were there external factors that hindered your progress, or were there personal areas you could improve on? Being able to explain these challenges shows accountability and demonstrates that you are ready to make changes. 

Additionally, recognizing these obstacles provides an opportunity to ask your manager for specific support during the review.  

What three areas would I like to develop my skills in over the next year? ​ 

Professional development is a critical part of career growth. Consider the areas where you would like to improve or gain new skills. 

Whether it's technical expertise, leadership capabilities, or communication skills, identifying these areas shows your commitment to continuous learning. 

Having specific skill development goals allows you to ask for targeted resources during the appraisal, such as training programs or mentorship opportunities, to help you achieve these objectives over the coming year.

What do I want my next position in the company to be?

Thinking about your future role within the company is important for long-term career planning. Where do you see yourself in the next year or two? 

What position do you aspire to? Having a clear vision for your career trajectory allows you to discuss potential opportunities for advancement with your manager during the review. 

This also helps align your development goals with the skills and experience needed to reach that next step, giving you a roadmap to follow for your professional growth.

Questions Employees Should Ask During a Performance Review

Active participation during a performance review is crucial to getting the most out of the discussion. While managers are expected to lead the review, employees who take an active role in the conversation demonstrate initiative, self-awareness, and a genuine interest in their professional growth. 

Asking the right questions allows you to gain valuable insights into how your performance is viewed, what areas need improvement, and what opportunities are available for further development. This two-way dialogue helps ensure the review is not just about receiving feedback but also about mapping out your future within the company. 

Here are some key questions you should consider asking:

Has my performance met your expectations? ​ 

This is one of the most important questions to ask, as it opens the door to a candid discussion about how well you've met your manager's expectations. It also sets the tone for the rest of the review, allowing your manager to provide an overview of your strengths and areas where you may need improvement. 

Understanding whether your performance aligns with what was expected of you helps you gauge where you stand and identify areas for focus moving forward. This question demonstrates that you are committed to meeting—and exceeding—your manager's expectations.

What do you think are my main strengths and weaknesses? ​ 

Asking for feedback on your strengths and weaknesses gives you a clearer understanding of how your manager perceives your performance. 

By identifying your strengths, you can leverage these qualities in your day-to-day work and use them as a foundation for further success. Understanding your weaknesses, on the other hand, is key to personal growth. Acknowledging these areas for improvement allows you to take ownership of your development and seek opportunities to address them. It's essential to be open to feedback, even if it's difficult to hear, and use it as a learning tool to become a better professional.

How can I improve on those areas of weakness? ​ 

After discussing your weaknesses, it's important to ask for guidance on how to improve. This shows that you are proactive about addressing challenges and are committed to growing in your role. Your manager may suggest specific actions, training, or mentoring opportunities that can help you strengthen these areas. 

Asking this question not only shows your willingness to improve but also invites your manager to take an active role in supporting your development. This can lead to a more collaborative relationship where both parties work together to help you succeed.

Are there any skills I need to work on to grow in the company? ​ 

Asking about the skills you need to develop for future growth is essential for career progression. 

This question helps you understand what capabilities are valued within the company and what you need to focus on to advance. Your manager can provide insights into industry trends, the company's future needs, or specific skills that could make you a stronger candidate for promotions or other opportunities. 

Knowing which skills to prioritize allows you to tailor your professional development efforts and ensure you are on the right track for long-term success within the organization.

What opportunities are there for professional development? ​ 

Professional development is key to continuous growth and staying relevant in a rapidly changing work environment. Asking about development opportunities, such as training programs, certifications, or mentorship initiatives, demonstrates your commitment to advancing your skills. Your manager may be aware of upcoming opportunities that align with your career goals and can provide guidance on which resources are best suited for you. 

By taking a proactive approach to your development, you can ensure that you remain competitive within the company and the broader industry, positioning yourself for future advancement.

Employee Performance Reviews: Next Steps ​ 

Following up after a performance review is just as important as the review itself. 

Once the discussion ends, it's crucial to ensure that the feedback and goals discussed are implemented. Set clear, actionable targets based on the review to guide your progress over the next period. These targets should be specific, measurable, and aligned with both your professional growth and the company's objectives. Additionally, establishing a timeline for achieving these goals helps maintain accountability and keeps you focused on improvement.

Tracking commitments made during the review is essential for long-term success. 

Both employees and managers should keep a record of the agreed-upon goals and any support or resources promised. Regular check-ins or one-on-one meetings can serve as progress updates, ensuring that the goals are being actively pursued. This follow-up process helps prevent the review from becoming a mere formality, transforming it into an ongoing development tool that encourages continuous growth and productivity.

Benefits of Performance Appraisals

Performance appraisals offer a wide range of benefits for both organizations and employees. Here are several key advantages:

• Facilitates Promotions and Career Growth - Appraisals help supervisors identify high-performing employees who are ready for promotions and career advancement. They also provide a basis for removing or reassigning underperforming employees.
• Informed Compensation Decisions - Performance appraisals provide a clear framework for determining employee compensation. They help organizations decide on salary increases, bonuses, and other financial rewards based on merit and contribution.
• Identifies Training Needs - By highlighting areas where employees may be lacking, appraisals help HR departments and managers design targeted training programs to address skill gaps and improve overall performance.
• Improves Hiring and Selection Process - The insights gained from appraisals can be used to refine hiring criteria and the overall selection process, ensuring better alignment between job candidates and organizational needs.
• Enhances Communication - Performance appraisals provide a structured opportunity for supervisors to give constructive feedback on an employee's job performance. They open channels for two-way communication, allowing employees to express their concerns and expectations.
• Boosts Employee Motivation - Appraisals serve as a motivational tool by showing employees how their work is evaluated and recognized. Clear feedback can inspire individuals to improve and strive for higher achievements.
• Supports Goal Setting and Alignment - Appraisals are a great way to set specific, measurable goals for employees, ensuring that their work aligns with the company's strategic objectives. This alignment boosts productivity and creates a sense of purpose for employees.
• Facilitates Personal and Professional Development - Through performance reviews, employees gain clarity on their strengths and weaknesses, which helps them focus on areas of self-improvement and professional development. This also fosters a culture of continuous learning.
• Improves Employee Retention - Recognizing and rewarding employee contributions through appraisals can improve job satisfaction and reduce turnover rates, as employees feel valued and recognized for their work.
• Helps in Workforce Planning - By regularly assessing employee performance, organizations can make more informed decisions about workforce planning, such as identifying employees for succession planning or reallocating resources to meet business needs.
• Enhances Team Performance - Appraisals can provide insights into how individual performance affects the overall team dynamics. Managers can use this information to balance team strengths and address weaknesses.
• Supports Legal and Compliance Requirements - Documented performance appraisals provide legal protection to companies in the event of disputes over promotions, terminations, or other employment decisions. It ensures that decisions are based on documented performance metrics, reducing the risk of legal challenges.
• Encourages Self-Reflection -Appraisals encourage employees to reflect on their own performance and contributions, leading to a greater sense of accountability and ownership over their work.
• Promotes Fairness and Transparency -A well-structured appraisal system promotes fairness by providing a transparent and standardized method of evaluating employee performance, reducing favoritism and bias.

What is performance assessment software?

​Performance assessment software is a digital tool designed to streamline and automate the process of evaluating employee performance. It allows organizations to track, analyze, and manage employee performance data, providing real-time feedback, goal tracking, and performance metrics. 

These platforms help HR departments and managers conduct regular appraisals, set clear objectives, and identify areas for employee growth and development. With built-in analytics and reporting features, performance assessment software offers valuable insights that enhance decision-making, improve productivity, and ensure a more transparent and efficient evaluation process.

What is performance assessment software?

Currently, only about 35% of companies offer annual performance reviews, highlighting the need for more effective evaluation processes. Performance appraisal software helps fill this gap by incorporating continuous feedback, goal-setting, and performance tracking. Research indicates that 75% of employees feel more engaged and motivated when they receive regular, structured feedback.

Performance appraisal software, which can be part of a larger performance management system or function as a standalone solution, automates the employee evaluation process. It provides unbiased, clear, and consistent feedback to support employee development. 

The software helps employees identify strengths and areas for improvement, while enabling management to implement appropriate training or coaching for their advancement.

What to look for in choosing performance appraisal software 

Here are several essential features found in effective performance appraisal software:

• Continuous Performance Review - A continuous performance appraisal process promotes employee engagement and encourages skill development. By offering ongoing feedback, managers can coach employees in real time and identify top talent for promotion and career advancement.
• Customizable Review Forms - Good performance appraisal software offers flexibility in review forms, whether for quick check-ins or in-depth evaluations. This flexibility ensures a standardized review process that minimizes bias and maintains consistency across the organization.
• 360-Degree Feedback - The 360-degree feedback feature allows employees to receive anonymous input from various sources, including peers, managers, and even clients. This multi-perspective approach gives a more holistic view of an employee's performance and helps managers provide targeted coaching where necessary.
• Recognition and Rewards - Effective performance appraisal software enables employers to recognize and reward employees for their achievements consistently. By accurately tracking performance, organizations can reward improvements through bonuses, raises, or long-term incentives, motivating employees to continue delivering their best.

Performance appraisal software

1. BambooHR

• Continuous feedback and goal tracking
• Customizable review forms
• 360-degree feedback
• Automated reminders and reporting
• Employee self-assessments

#2. Lattice

• Goal-setting and tracking
• 360-degree feedback and peer reviews
• Continuous performance management
• Customizable review cycles
• Manager and employee dashboards for tracking progress

 #3. Trakstar

• Customizable performance review forms
• 360-degree feedback
• Goal management
• Real-time reporting and analytics
• Automated review scheduling

#4. 15Five

• Weekly check-ins and pulse surveys
• Objective and Key Results (OKR) tracking
• Continuous feedback
• Performance reviews and self-assessments
• 1-on-1 meeting tools

#5. ClearCompany

• Customizable performance review templates
• 360-degree feedback and peer reviews
• Goal tracking and alignment with company objectives
• Competency-based evaluations
• Automated performance cycles

These software options vary in pricing and features, making them suitable for different company sizes and performance management needs. Each platform helps streamline performance appraisals, boost employee engagement, and foster continuous growth and development within the organization.

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Conclusion

​ Rather than dreading performance reviews, employees should reframe them as opportunities for growth. By asking the right questions and engaging in a constructive dialogue, you can gain valuable insights and take control of your professional development. Performance reviews are not just about receiving feedback—they are powerful tools for advancing your career. 

When approached with a proactive mindset, they provide a clear path to achieving your goals, improving your skills, and positioning yourself for future success within the company. Take the initiative, ask thoughtful questions, and use the review to chart your professional journey.