When should performance management happen?

An effective performance management process involves a conversation cycle formed by a series of meetings and check-ins between a manager and employee that plans, monitors, and reviews the employee’s objectives, long-term goals, and overall impact on the company.

While it is often thought of as an annual or bi-annual performance review delivered from management to an employee, performance management is at its most effective when it is performed throughout the year in a collaborative manner. This ongoing process is crucial for a solid performance management cycle.

Continuous Performance Management

Here at Zensai we know the conversation cycle as a process called Continuous Performance Management. How exactly it’s done depends on your organisation, but this is a good template to follow:

Weekly check-ins

Engage in brief weekly check-ins to discuss progress, achievements, and challenges. These regular interactions are a fundamental part of the conversation cycle and allow for timely feedback and course corrections, ensuring that goals stay on track and issues are tackled early. These are essential for maintaining the flow of the performance cycle.

With Engage365 these are done through a digital, written check-in via Microsoft Teams or web.

Monthly 1:1s

Conduct more in-depth monthly 1:1s to assess overall progress, discuss development opportunities, and address any emerging issues. This allows for a broader perspective on performance trends. Best done face-to-face or as a video call, to align with the performance management cycle.

Quarterly Reviews

Every quarter, evaluate performance against set goals and provide comprehensive feedback. Use this time to discuss longer-term objectives and adjust strategies as needed. This regular review supports the ongoing performance management cycle.

End-of-year reviews

When the year comes to a close, conduct thorough end-of-year reviews. Celebrate achievements, discuss areas for improvement, and set the stage for the upcoming year’s performance goals. This critical step ensures the full performance management cycle is completed annually.

Project milestones

Performance management should also be integrated into project milestones. Regularly evaluate how contributions are aligning with project objectives and provide feedback accordingly. This integration is crucial for an effective performance management cycle.

Ad-hoc checkpoints

Beyond scheduled meetings, be prepared for ad-hoc discussions as needed. Performance management should be adaptable to address urgent matters or changes in goals. Managers need to build trust and rapport with their teams, so employees feel comfortable raising points as required. These spontaneous check-ins are also part of an effective management cycle.

Ultimately, performance management should be a seamless part of your work routine, seamlessly integrated into daily, weekly, and monthly interactions. It’s not a one-off event but an ongoing commitment to growth, excellence, and continuous improvement, all contributing to a robust performance management cycle.

What are the differences between 1:1s and performance reviews in the conversation cycle?

1:1s focus on day-to-day progress, support, and feedback. While performance reviews offer a more comprehensive evaluation of an employee’s performance and development over a defined period. Both interactions contribute to employee growth, engagement, and success within the organisation. While they both involve discussions between managers and employees, they differ in their frequency, focus, and objectives. Here are the key differences between 1:1s and performance reviews:

• Frequency
• Focus
• Nature of discussion
• Feedback
• Goal setting
• Relationship building
• Continuous improvements
• How employees feel about them

In essence, 1:1s and performance reviews serve complementary roles in the conversation cycle. Both interactions contribute to employee growth, engagement, and success within the organisation. You can read more about the differences between a 1:1 meeting and performance conversations here. These discussions are integral to a balanced performance management cycle.

Performance Management and Conversation Cycles

Remember, a great performance review isn’t a singular event; instead, it’s the culmination of an ongoing, positive journey. Imagine shifting your focus from an annual assessment to a culture of continuous development. Then, a conversation cycle with regular meaningful conversations, clear goal-setting, and targeted feedback becomes the cornerstones of this journey. This is central to the performance management cycle.

Additionally, this transformative approach fosters a sense of ownership and motivation, empowering your employees to reach their full potential.