Unlocking the Power of Performance Reviews: Insights from HR Professional James Mitchell
Nonprofit organizations can only thrive when their employees thrive. Individual employee growth matters to the success and direction of a nonprofit’s mission. One way to help your employees grow is by providing them with regular and timely feedback through the utilization of performance reviews.
James Mitchell, Director of HR and Employee Experience, Minnetrista Museum & Gardens
To better understand what performance reviews are and how they should be conducted, we sat down with James Mitchell, Director of Human Resources and Employee Engagement at Minnetrista Museum & Gardens.
Tell us about your professional HR experience.
I have worked at Minnetrista for four years. Before that, I spent fifteen years in career services at Ball State University, working with employer relations, recruitment programs, and career coaching. In 2021, I earned my SHRMCP from the Society for Human Resource Management. I also have over 20 years of supervisory experience.
What is a performance review?
A performance review is a behavioral assessment of how someone has performed over a period of time at their workplace. In other words, it is just what it sounds like: evaluating someone’s behavior at work.
Based on your experience, what are people’s first reactions to the term performance review?
People’s opinions towards conducting and receiving performance reviews usually relate to their background and experience. Some people have never heard of performance reviews, while others may view them negatively because they believe they are getting a “grade” or that doing one would take too much of their time. Employees may be afraid of them because they are unsure of how they are performing at work in the first place. Employers can view them as something to get out of the way rather than a collaborative and growth-producing experience, which may elicit negative viewpoints from their employees. On the flip side, some employees may be open to feedback. It is all about how they are presented versus what it actually becomes to make that first impression.
Why are performance reviews crucial and relevant to an organization's success?
Performance reviews matter because they revolve around people and allow employees to focus on performing in a way that an organization's mission, vision, and strategic goals need them to perform. They are a collaborative approach to being human and building stronger organizational teams. If we want our employees to thrive and bring their best selves to work, they need clear direction on what they are accomplishing, how they are being measured, and what success looks like in their organization. Often employees have a different measure of success than their employers, and performance reviews can help bridge that gap.
What are some important areas of performance that should be covered in a performance review?
What is included in a performance review really depends on the organization. Some performance reviews are a simple SWOT analysis, where organizations evaluate employees’ strengths, weaknesses, opportunities, and threats. Other reviews might be based on the skills listed in an employee’s job description, as employers evaluate each section of the job description and how it aligns with the employee’s performance. Performance reviews can also include an employee’s wins, areas of growth, and next steps an employer wants to see in a specific time frame they have set goals for.
What are some pieces of advice you have for an employer who is conducting a performance review for the very first time? What about an employee who is preparing for a performance review for the first time as well?
Employers should start by asking themselves what expectations they have for their employees and if those expectations have been communicated and are ones that produce outcomes. Keep it simple, as the performance review process does not have to be complex. Make the process work for you instead of you working for the process. Understand what motivates your employees, and decide how you will keep track of their progress while encouraging growth. Employers need to remember why they are doing performance reviews in the first place, what they want from the review process, and decide how they can best create an evaluation tool to do that.
Employees can start by evaluating themselves and how they have been doing in their work. They should have proof of their progress and know what they have accomplished and spent their time working towards. After all, performance reviews should be behavioral in nature. They can also set for themselves areas they want to grow in and goals for the following year. These things can become a springboard to discuss with their supervisor to help them move forward.
Is there a typical timeline organizations should follow when conducting performance reviews?
The timing of performance reviews depends on what works best for the organization and what employees need. Some organizations have 30, 60, and 90-day reviews for new employees to check in often and let them know how they are doing. Others do quarterly reviews, which are smaller in nature and more of a touchpoint. These reviews can be followed up by annual ones, where the timing for those can be based on employee service anniversaries or the organization's fiscal year. The timing must not only work for the organization, but it must also be consistent, regular, productive, and useful to the employee.
How should organizations keep track of performance reviews?
Keeping track of performance reviews also depends on the organization doing them. Some may do them with pen and paper, while others may utilize a digital filing system such as Google Docs or Forms. Paying for a performance management tool such as one in ADP Workforce Now is also possible. Whatever system you use, be consistent. Keeping track helps little things not get overlooked and provides a basis for discussion and growth for both the employer and employee.
Are there any other strategies organizations can follow when conducting performance reviews?
When writing reviews, use the SMART acronym for goal setting. This means setting specific, measurable, attainable, realistic, and timely goals. The most crucial of these is to be timely with your feedback and do not wait for a formal process to do so. Employers can give feedback daily, biweekly, weekly, or monthly. Another tip is not to surprise your employees during a performance review. No one should arrive at a performance review and get a “gotcha!” from their supervisor. Performance reviews should also be delivered in person as much as possible, with employers providing a document to their employees in advance so a productive discussion can take place later. Performance cycles do not have to be the same every year; keep your expectations for your employees the same but know you can always find new ways to evaluate them. If you are an employer who struggles with implementing the performance review process, reach out to people already doing it successfully. Most importantly, figure out what people need and ask them.
Another way to evaluate employees is by utilizing the 360 assessment tool that author John Maxwell popularized. This tool relies on employees getting feedback from their supervisor, peers, and themselves to understand better who they are. It does rely on peers and subordinates to be truthful and upfront without fear but it leads to managers having a better understanding of who their employees are and how they are perceived.
Any HR-related resources that you would like to recommend for local nonprofits in the Muncie and Delaware County area?
I recommend utilizing Nonprofit Support Network’s new shared services tool, the HR Help Desk. I am also a member of the East Central Indiana Human Resources Association (ECIHRA), a local network of HR and HR-adjacent professionals. We provide opportunities for individuals to grow their HR network and skills and learn best practices.
Performance reviews are one way to help today's and tomorrow's employees succeed in the workforce. However, they do no good for an organization if they are not done well. Nonprofit Support Network thanks James Mitchell for providing his expertise on how to get the most out of utilizing performance reviews so employees and organizations in our community can grow and thrive.
Meet the Author: Ellie Parkison
Ellie Parkison is a senior at Ball State University majoring in communication studies. Ellie is Nonprofit Support Network’s Communications and Outreach Intern.