6 tips for a successful online performance review

Covid-19 has created significant changes in most people's everyday lives, and many companies have had to adapt and send employees back to work from home. However, when all employees are spread across different geographical locations, it places greater demands on management in terms of managing and developing employees.

A good performance review builds trust and creates a good dialog between manager and employee. It helps create a space where you can talk about the employee's work tasks, well-being and development in a safe environment. This is why the appraisal interview is most often conducted face-to-face.

Now that remote working and remote management have become part of many companies' everyday life, it can mean that the performance review conversation with employees has to take place online instead. Here are some tips on how to conduct a successful online performance review with your employees.

Think about communication

Most companies have experienced great success with remote working, and many managers have managed to create good online communication with employees. However, as a manager, you should be aware that some of the communication is lost when it is pulled online and is no longer face-to-face.

To ensure that the performance review is successful, even if it takes place online, it's important that you think about the way you communicate to each employee. Pay particular attention to language and tone of voice when talking to your employees and be aware of the signals you are sending.

When the communication is written, you may want to make use of the communication options offered by digital channels. For example, you can use emoticons, images, memes and the like when making meeting appointments or following up on tasks and goals. By utilizing the possibilities of online communication, you can make communication more personal and present.

Get the technical stuff sorted before the online appraisal

When you as a manager are conducting appraisals with your employees online, it's crucial that you have the technical setup in place. If the camera is blurry, the video stutters or the sound disappears, it can have consequences for the dialog and the flow of the conversation.

Both employee and manager should therefore make sure that the camera and microphone are set up so that both audio and video work optimally before the appraisal interview begins. If you need to be able to see each other's screens, it's also important to ensure that you can both see and share the screen view.

Once you have the technical setup in place, you can concentrate on the conversation itself and have a better and more fluid dialog that isn't interrupted by technical issues.

Use an HR system for preparation and overview

Preparation is crucial for a successful appraisal - whether it takes place online or in person. It's a good idea to use an HR system to prepare for the appraisal and keep an overview.

Med HRM-Nordic MUS you can create your own templates for the performance review and send out a preparation form to the employee and an agenda for the review. In the tool, you can also set up reminders and deadlines for the interview, get the employee's consent to hold the interview and keep track of how far the employee is in the process of filling out the preparation form.

HRM-Nordic SDD is thus a great tool for managing, handling and preparing for SDD interviews so that both parties are well prepared before the interview.

Conduct the performance review in a calm environment

To create the best conditions for a successful online appraisal, it's important that the interview is held in a calm and undisturbed environment. In face-to-face appraisals, the conversation is typically held in a meeting room or office where both parties can speak undisturbed. When the appraisal is online and both parties are located in different geographical locations, there are not the same opportunities.

When you and your employees are conducting appraisals online, make sure you choose a time when both parties can talk without being interrupted or disturbed. When there are no small children making noise in the background or other distractions in the environment, you can better immerse yourself in the conversation.

Online conversations often take less time than face-to-face meetings, but make sure you set aside enough time for the meeting so you don't have to interrupt your conversation in the middle because one of you has another appointment.

Start from the physical appraisal interview

Even if the appraisal takes place online, it should still be based on the elements from the face-to-face conversation that help make the appraisal successful. A good appraisal should be constructive, trust-building, individualized and forward-looking.

Make sure to praise and acknowledge the employee for achievements and results they've accomplished, as well as provide constructive feedback on any opportunities for improvement and development. As mentioned above, some communication is lost when it takes place online, so it's important that you as a manager think carefully about your communication and send clear signals to the employee to join the conversation. Also, make sure to give the employee time to speak and listen to what they have to say.

The performance review is a great opportunity to build trust between you as a manager and the employee. That's why it's also important that you make sure to give the employee a good experience by listening and asking good questions that focus on the employee's motivation, well-being and future development.

Follow up on the online appraisal interview

Online appraisals require more effort from both employee and employer than face-to-face appraisals. But if both parties are well prepared, the technical setup is in place, and the limitations of online communication are taken into account, the online appraisal can be a success.

However, to ensure that future online performance reviews are successful, it's a good idea to get feedback on the review from the employee. Ask the employee how they think the conversation went, both in terms of preparation, the technical aspect and the conversation itself. That way, you'll know what worked and what might need to be changed or improved for next time.

In addition, it's important that you follow up on the agreements you and the employee have made regarding the employee's future development opportunities. This will also ensure that the employee feels that the appraisal has been fruitful and successful. In the tool HRM-Nordic MUS you can set up reminders so you remember to follow up on your performance review.

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