An employee evaluation form will help you assess employees consistently and fairly. Employee review is a valuable part of a business. It ensures that workers are held to high standards and that they are given the information needed to improve in their job. Many companies conduct performance evaluations annually or twice a year.
The form and content of an employee evaluation form can change to meet your unique needs. An employee performance review template gives you the power to create a printable form you can use with your business.
- What is an Employee Evaluation Form?
- When to Use an Employee Evaluation Form
- Why Should You Use an Employee Evaluation Form?
- What to Include in an Employee Evaluation Form?
- Employee Evaluation Forms Main Formats
- How to write an employee evaluation?
- Types of Employee Performance Evaluation
- Employee Evaluation Form Sample
- Legal Considerations of Employee Performance Evaluation
- Employee Evaluation Form FAQs
What is an Employee Evaluation Form?
An employee evaluation form is used to formally review an employee’s performance. It is an acknowledgment that the evaluation took place and documents what occurred in the meeting. The review form creates an important paper trail for the employee’s records. It provides useful information to improve the employee’s performance and may affect their future career.
These documents may be referred to by different names such as:
- Employee performance review
- Performance appraisal form
- Employee training form
These documents are a useful indicator of the success of a company and its management of employees. A printable employee evaluation form provides you with the tools necessary to conduct uniform employee evaluations. This gives you the critical information you need to handle human resources decisions and make informed business decisions.
When to Use an Employee Evaluation Form
You should use an employee evaluation form on a regular basis to analyze worker performance. An annual or semi-annual basis is often appropriate to ensure consistent assessment of all employees. These forms can also be used for worker evaluations that result from disciplinary action.
Using employee performance reviews should be a regular practice. Sporadic use of these assessments will not provide you with the information you need to improve employee performance. It may also make it difficult to utilize these forms when necessary—such as during promotion reviews or when terminating an employee.
Why Should You Use an Employee Evaluation Form?
You should use employee evaluation forms to improve performance and drive better results. Employees work better when they know what is expected of them. Evaluation forms provide an opportunity to give constructive comments on how to improve. There are many reasons you should utilize performance reviews with your business:
Provides Documented Feedback
Employees are often left in the dark about their own performance without a review. If they know how they can improve, they often will. Uniform metrics provide the employer with measurable employee data they can use to improve their bottom line.
Drives Employee Performance
Employees who know their work is assessed tend to work better. They know there are standards and they have to meet them. This does not mean a review has to be negative. You can build a form that encourages self-assessment and supervisor input. A template performance review allows you to format your assessments however you like.
When Making Promotion Decisions
When you are ready to promote an employee, you want the best. Performance reviews give you real-time information on an employee’s past work. You can know how the employee has performed in the past to predict their ability to do a new job. It also provides evidence as to why a particular candidate was chosen over another in case there is ever a legal dispute.
Training and Development
An employee evaluation identifies an employee’s strengths and weaknesses, which can help you determine what training or development opportunities are required. Identifying training and development opportunities will allow the employee to gain new skills, build their aptitude and improve their overall work performance.
Employee evaluations provide a unique opportunity for managers and employers to communicate more clearly, and on a more open level. Strengths and weaknesses can be openly discussed, as well as career goals, training requirements, and any caveats.
When it is time to let an employee go, performance reviews are an excellent source of evidence as to why. These reviews are often admissible in court should the employee claim they were wrongfully terminated. It may also provide detailed evidence to refute a claim of discrimination.
What to Include in an Employee Evaluation Form?
An employee evaluation form should contain important information that documents the meeting and what happened. It is easier to structure an employee evaluation form using a free template rather than constructing it from scratch. This is where Legal Templates can help.
An employee evaluation form pdf may include many of the following sections.
1. Employee and Supervisor Information
This section should include information such as:
- Employee’s name
- Position or title
- Employee ID
- Name of supervisor/reviewer
- Supervisor’s title
This section should also include the review period and dates of the evaluation.
2. Easy-to-Understand Rating System
The performance review should contain a rating system that is easy to use and understand. It should set specific guidelines and grades a supervisor can use to assess the employee. You can modify a form template to fit your employment metrics. You can measure employees how you want with clear guidelines. Rating systems may be based on numbers or adjectives such as “Poor,” “Acceptable,” and “Excellent.”
This rating system should include evaluation points to address specific skills or actions. The supervisor and employee should be able to easily understand what is going well and what needs to be improved.
3. Space for Comments
Every form should have a space for additional comments. A rating system is very useful, but specific comments from a supervisor document the specific issues that need to be addressed. Especially when an employee requires improvement in an area, the comment section is incredibly helpful. It may even provide evidence in a later legal cause for termination.
4. Signature Lines
The employee evaluation form template should have an area where the employee and supervisor can both sign and date the document. This proves that the meeting occurred and outlines the details included. A legal signature may be required if the performance review is used as evidence in a court case.
Employee Evaluation Forms Main Formats
In general, there are two separate forms in which employees can receive feedback. It is also possible to include a mixture of each form on a single template. These formats include:
The first format is called a scorecard format. It provides an objective rubric that rates employees in specific areas. It may use numbers on a scale from 1 to 5 or 1 to 10. Then, the person evaluating the employee will have to rate that specific skill on this scale. Or, the scorecard may include ratings for “exceptional,” “satisfactory,” and “unsatisfactory,” or something similar. The main advantage of a scorecard is that it is easier to fill out, but it may also limit the ability of the evaluator to share all of his or her thoughts.
The other option is called a narrative format. In this format, the person evaluating the employee will have to answer several questions targeting specific areas. As the name suggests, the evaluator has a lot of freedom to include whatever he or she thinks is important. The main advantage of this format is that the evaluator is free to say what he or she wants, but it may also take longer to fill out.
How to write an employee evaluation?
The entire purpose of an employee evaluation is to give the employee actionable tips that he or she can use to get better at his or her job and provide a better performance for the company. Some of the most important tips to keep in mind when writing an employee evaluation include:
1. Always Review the Employee’s Job Description First
Before writing an employee evaluation, always take a look at that employee’s job description. You need to make sure the feedback you provide is directly related to the employee’s job duties. For example, if you provide an evaluation talking about employee actions that do not relate directly to his or her job description, the feedback might not be helpful. Make sure the evaluation matches the employee’s job description.
2. Provide Specific Examples
Next, you must make sure you provide specific examples to support the information to include in the evaluation. For example, if you feel like the employee has a tendency to miss deadlines, you should provide specific examples of situations where that happened. Or, if you state that the employee has received some complaints from customers, make sure you provide specific examples. On the other hand, if you have plenty of positive feedback to share, make sure you provide examples of situations where the employee has gone above and beyond. This will make it easier for the employee to figure out what to change and what to keep the same.
3. Critique the Action, Not the Person
Even though you may want to provide a lot of positive feedback, remember that the goal of an employee evaluation is to give the employee information that he or she can use to get better at his or her job. Therefore, you will have to provide constructive feedback along the way, but make sure that you always critique the action, not the person. Your goal is always to correct the behavior and stay away from personal attacks.
4. Keep the Evaluation Organized
If you are using a narrative evaluation form, make sure you keep the feedback organized. You do not want to make it hard for the employee or manager to figure out what is being said. There should be a nice flow to the evaluation, so think carefully about how you want to organize the individual sections. This is another situation where a template can be helpful.
5. Provide Actionable Feedback
Finally, make sure you always provide actionable feedback. At the end of the evaluation, the employee should know what he or she has to do to get better at his or her job. For example, you may want to recommend specific behavioral changes, or you may want to suggest continuing education classes that might be helpful. You may even want to provide the employee with some goals to shoot for between this evaluation and the next one. If you give the employee something to aim for, you may provide him or her with some additional motivation.
Types of Employee Performance Evaluation
There are a number of different methods for evaluating employee performance, some of the most popular include:
You might be interested in employee evaluation using self-assessment questions. Self-awareness is important, and you might be interested in how your employees feel their individual performances have gone. You can even use self-assessment questions in conjunction with employee evaluation comments that are left by the manager. Consider including self-assessment questions as a part of the employee evaluation process.
If you want your business to be successful, you need your employees to work together as a strong team. A team assessment could be helpful. That way, you will have an easier time figuring out which team members are working well together and what might have to be adjusted.
This is an evaluation that allows employees to receive confidential, anonymous feedback from everyone they work with. For example, this process might incorporate feedback from their managers, peers, and people who report directly to them. Anyone who the employee interacts with on a daily basis may contribute to this evaluation.
A peer review process is also important. This is an evaluation that your employees can use to evaluate their colleagues. In some cases, these evaluations are anonymous, which makes it easier for employees to be honest about how they feel they are getting along with their colleagues.
Introductory Period Performance Review
An introductory performance review is typically done after employee onboarding has been completed. This process makes it easier to figure out whether employees are a good fit for the role for which they have been hired. This may also provide the employee an opportunity to evaluate his or her training.
It is helpful to receive feedback from lots of people to help employees do their best. A 30-60-90 review combines feedback from coworkers and managers that will discuss leadership skills, personality, and character. This process can make it easier for employees to figure out how they can contribute positively to their work environment.
Employee Evaluation Form Sample
A standard employment evaluation form template provides necessary information you can edit to fit your particular needs. You can download this free employee performance review template in either Word or PDF format.
Employee Evaluation Form
Legal Considerations of Employee Performance Evaluation
When filling out an employee evaluation, there are several important legal considerations to keep in mind. They include:
- Evidence: In the event the employee or company ever goes to court, reviews can be used as evidence. It is important for evaluators to keep this in the back of their minds when filling out an employee evaluation.
- Discrimination claims: If there is ever a discrimination claim brought against the company, evidence from the evaluation can be used to support or refute the claim. Furthermore, companies should refrain from using two different templates for two different groups of people, unless they fill entirely different job roles.
- Retaliation: Retaliation is a significant problem in some Industries. The information included in an employee evaluation could be used as evidence to support or refute a claim of retaliation. Unfairly downgrading the performance of an employee could be seen as retaliation.
Companies, employees, and managers who keep these points in mind should be able to provide an effective employee evaluation without exposing themselves to legal concerns.
Employee Evaluation Form FAQs
Do employee performance evaluation forms make sense for small businesses?
Yes, employee performance evaluation forms make sense for small businesses as they allow you to review employee performance regularly. Regular evaluations for employees in a business of any size can promote increased employee performance, help make promotion decisions and bring to light any evidence of negative employee performance.
How do you prepare employee performance reports?
To prepare employee performance reports, you should:
- Keep up-to-date documentation of each employee and their feedback and performance during the year
- Allow the employee to perform a self-assessment
- Communicate with HR to get updates on any incidents
- Review the employee’s file before the appraisal
- After the appraisal, create a report from reviewing all documents and employee evaluation forms
What should I write in an employee performance evaluation?
What you should write in an employee performance evaluation depends on the industry and the employee’s position. Typically, you will want to focus on the quality of work, key performance indicators, employee aspirations, communication skills, and other relevant skills.
Are there any legal issues to consider with evaluation forms for employees?
There are no specific legal issues to consider with evaluation forms for employees, but you should not discriminate against any employee in any way and should be consistent with all employees.
What is the purpose of an employee evaluation?
The purpose of an employee evaluation is to review employees’ performance and create clear documentation that formally identifies areas the employee could improve. They can also affect the future of the employee’s career.