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For many it’s that time again — performance review time. I thought it might be a good time for me to review some lessons I have learned. Some of these tips are minor compared to others, but I have seen, been part of, or done most of these errors.

1. It is called a review for a reason

It’s a review — that means if there has been something the reviewed person has been doing wrong, the review is not when you bring it up for the first time. If a direct report is doing something wrong, schedule a different meeting than the review to bring it up. As a manager, you want to lose lots of respectably, drop a new “screw-up” in the review.

2. Watch were you sit

Some may never think about the little things. The environment where the review is done is very important. It must be done in a private place that is free from distractions. Don’t answer the phone if it rings, don’t email or IM either during the review. This is often a general courtesy and respect given when someone is in your office anyway. However, have been in my review, the phone ring, and my boss answer it. That behavior sends that “your not that important to me” message loud and clear. Also, don’t sit behind a desk or table across from the person being reviewed. That layout is often seen as intimidating, so swing your chair around and sit next to the person. It subconsciously communicates that “we are on the same side - a team” feeling.

In this global environment, many managers have direct reports scattered over the planet. There are two things I believe should never be done over the phone — being fired or be given a review. Managers, if at all possible, fly, video conference if you must, but it is critical to see the person your reviewing. I once was given a review over the phone and it wasn’t a lot of fun. I personally do not have a personality that requires large amounts of performance feedback so I was generally okay with it. However, I know lots of people who live or die with their performance reviews. For me it boils down to be a value and respect issue.

3. Two way street

A review isn’t like watching television, it requires active participation by the reviewer and the person being reviewed. So both parties must be ready!

4. Know why; ask why

If you give someone a rating, know why that is. If they get an average or below average rating on something, be able to explain why with specific examples. Also, be ready to give guidance on how to improve that rating. If you can’t do these things, your not ready to give the review. Time for a personal experience on this one. I once had a review with my manager where I asked –as I do on every review — “this rating was my lowest, what can I do to improve it?” and all I got was “Ah,Ah, well… you know…” At that point, I couldn’t respect his opinions of my performance. It was not even a negative rating, it was just the lowest numbered one. I just said okay and played the review out as fast as possible because I didn’t care about what he thought anymore.

For you being reviewed, you don’t get away so easy either (see #3). Reviewees, it is your job to ask questions and understand why. You need to know why you got the ratings and what you can do to improve them. No one is perfect and there is always room for improvement. A career is always a moving target, if you ever reach the target there is something really wrong.

5. Career Path & Objectives

These two items are often and should be discussed during a performance review (see #3). A reviewee should have a good idea of what they want out of their job, their desired career path, and should communicate it to his or her management. Likewise, a manager should seek this out from his or her direct reports and do what is best to help the employee achieve their career path and objectives in line with the company’s needs. Training (internal and external), mentoring, and possible growth challenges should be addressed as well.

If you have any others you think should be added, let me know. Email : feedback at itminddesign dot com.