How To Prepare for a Performance Review: 10 Strategies

Performance reviews are a great chance to discuss accomplishments, set new goals, and address areas for improvement. Proper preparation can make this process more productive.

To get ready, both employees and managers should focus on key steps. Maintain a positive and professional tone, back up your points with specific examples, and create a clear action plan.

These ten strategies on how to prepare for a performance review will simplify the process and enhance its effectiveness, helping you approach your next performance conversation with confidence.

Performance review basics

Performance reviews are a crucial aspect of talent management, and an important tool for managers and employees to assess performance, set goals, and identify areas for improvement. With proper preparation, both parties can ensure a productive and constructive discussion.

Some benefits of preparing for a performance review include the ability to:

• Clarify expectations. Preparing for a performance review allows managers and employees to clarify expectations and ensure they align. This can prevent misunderstandings and improve communication.
• Identify areas for improvement. By conducting a self-evaluation beforehand, employees can identify areas where they need to improve and develop strategies. Similarly, managers can identify areas where employees need support or career development.
• Provide a basis for feedback. Preparing for a performance review gives both parties a solid basis for feedback. By collecting evidence of achievements and shortcomings, employees can provide concrete examples to support their performance and possibly request assistance or resources. Managers can also collect evidence of employee performance and provide specific and actionable feedback, or make a business case for increasing or redistributing resource allocation.
• Increase employee engagement. Employees who feel their input is valued and their achievements are recognized are likely to be engaged and motivated. When managers prepare for a performance review, they show employees their performance is essential to the organization and their contributions are valued.
• Improve communication. Performance reviews are a two-way conversation. They’re an opportunity for managers and employees to communicate, check in, and exchange feedback. Preparing for the performance review conversation helps the communication stay constructive and efficient. Without a solid plan, it’s easy to get off track and miss opportunities for growth.

10 performance review preparation strategies

If you're an employee gearing up for your next performance review, these tips will help you feel prepared and confident. Wondering how to stand out? Learn how to showcase your achievements and make the most of the feedback process.

Performance review preparation strategies:

1. Understand the review process
2. Review the job description
3. Determine what questions you’ll ask
4. Highlight any accomplishments or areas of improvement
5. Be prepared to accept constructive feedback
6. Come with data to back up your performance
7. Take peer feedback seriously
8. Prepare solutions for challenges
9. Identify long-term (5+ years) goals
10. Strategize achieving future milestones
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1. Understand the review process

As an employee, familiarize yourself with the organization’s review process, including the timeline, format, and any specific guidelines to follow.

For example, does the organization do an annual performance review, or do you meet with the supervisor biweekly for a more casual one-on-one? How will the follow-up process work? If there’s any confusion or ambiguity, seek clarification from your manager or the human resources (HR) department.

2. Review the job description

The next step is to review your job description. This involves an honest self-assessment of your performance, role, and responsibilities against expectations.

This can help you identify areas where you’ve excelled and areas you need to improve. This step is also important if you’ve taken on new responsibilities or learned new skills since your last performance appraisal. By doing this, you can showcase growth and development.

3. Determine what questions you’ll ask

Maybe you’ve been interviewed and asked, “Do you have any questions?” When you have nothing prepared, you can feel awkward and begin to fumble, looking for something to ask or say. The same goes for your performance review. When it’s your turn, you want to have some meaningful and relevant questions prepared.

Asking questions shows you’re engaged and you care about growth and development in your position. Your questions should be focused on understanding your performance, identifying areas for improvement, and setting goals for the future.

Some questions you might ask during the performance review include:

• What specific actions can I take to improve my performance in areas where I struggle?
• What are the company’s goals for the coming year, and how can I contribute to achieving them?
• What next steps can I take to advance my career within the organization?

4. Highlight any accomplishments or areas of improvement

As an employee, showcasing your accomplishments during the performance review is important. Collecting evidence of your achievements—such as feedback from team members, direct reports, and other departments—is a great way to do this. By highlighting your accomplishments, you can demonstrate your value to the organization and show how you’ve contributed to its success.

At the same time, identify areas where you need to improve. Being honest and transparent about your areas of improvement shows you’re committed to your growth and development. Collecting feedback from others can also help you identify blind spots and areas for improvement that you may not have been aware of.

5. Be prepared to accept constructive feedback

Hearing about your weaknesses or failings can be difficult. But, during the performance review, you need to be open to constructive feedback. This feedback is an opportunity to learn and grow in your role and identify areas where you can improve your performance. Feeling uncomfortable when receiving feedback is natural, but it’s important to remain open-minded and professional while practicing active listening.

Taking note of the feedback and using it to improve your future performance is a great way to show your commitment to your role. Consider the feedback you receive as an opportunity to set new goals and make positive changes in your work habits.

Without being defensive, ask questions to clarify any points you don’t understand and discuss specific actions you can take to address any areas of concern. Remember, constructive criticism isn’t intended to discourage you or criticize you personally, but rather to help you reach your full potential in your role.

6. Come with data to back up your performance

Supporting your achievements with data can make a stronger case during your review. Bring measurable results like sales figures, completed projects, or efficiency improvements that clearly show your impact. This evidence-based approach not only reinforces your contributions but also makes it easier for your manager to recognize the tangible value you bring to the team.

7. Take peer feedback seriously

Peer feedback can provide valuable insight into how you collaborate and contribute to the team. Some companies include peer review as a part of the performance review process, while others encourage employees to check in with each other more informally but regularly. A peer’s perspective can highlight strengths you might overlook and areas where you can improve. Showing that you’ve actively sought peer input demonstrates self-awareness and a willingness to improve.

8. Prepare solutions for challenges

If you’ve faced challenges or obstacles in your role, be ready to discuss them with a focus on solutions. Acknowledge the difficulties, but also explain how you’ve taken steps to address them or plan to improve.

For example, if you’ve struggled with managing a heavy workload, you could mention how you’ve started using task management tools or prioritized tasks more effectively to meet deadlines. Highlighting these solutions shows that you’re proactive and committed to overcoming challenges, rather than simply pointing them out.

9. Identify long-term (5+ years) goals

Performance reviews aren’t just about the here and now; they’re a great opportunity to look ahead. Think about your long-term career development goals, both within the company and beyond.

• Where do you see yourself in five years?
• What skills or experiences do you need to get there?
• How does that growth align with company objectives?
  

Be specific about the areas where you want to grow, whether it's leadership skills, technical expertise, or broader business knowledge. Bring these goals into the conversation to demonstrate your commitment to growth and allow your manager to provide support for your career path.

10. Strategize achieving future milestones

Use your performance review to strategize how you can improve your time with your manager. Discuss specific milestones you’d like to achieve and outline key areas for future discussions. By identifying these in advance, you help your manager prepare to support your goals effectively and ensure that both of you are aligned on future priorities. For example, if you’re planning to take on a new project or develop a new skill, mention this and set up follow-up meetings to track progress.

Preparing for a review as a manager

Performance management can be challenging for a manager, especially when giving constructive feedback and evaluating someone’s performance during the past year. One thing that can help make it easier is preparation.

We cover some steps on how to prepare for a performance review as a manager.

Performance review preparation steps:

1. Set clear expectations and goals
2. Collect evidence of employee performance
3. Prepare for potential questions
4. Identify areas of improvement
5. Prepare a brief agenda
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1. Set clear expectations and goals

As a manager, setting clear expectations and goals for your employees at the beginning of the review period is important. This helps your employees know what’s expected of them and how you’ll evaluate their performance. Setting clear goals and objectives can help employees focus on their priorities and stay motivated throughout the review period.

When setting expectations and goals, ensure they are specific, measurable, attainable, relevant, and time-bound (SMART). This means the goals should be clear, quantifiable, and achievable within a specific time frame.

Ensure employees understand the rationale behind each goal and how it relates to the organization’s objectives. By involving employees in setting goals, you can help them take ownership of their performance and feel more engaged.

2. Collect evidence of employee performance

To prepare for a performance review as a manager, collect evidence of the employee’s performance during the review period. This evidence can help support the feedback you provide to the employee and ensure your evaluation is based on objective data. Be sure to collect data throughout the evaluation period, not just in the last weeks leading up to the performance review.

Consider using several sources of evidence to evaluate employee performance. These might include:

• Feedback from team members and direct reports. Collecting feedback from those who work closely with the employee can provide valuable insights into their performance and work habits. This feedback might be gathered through surveys, one-on-one conversations, or other means.
• Key performance indicators (KPIs). KPIs help measure an employee’s performance in a specific area. For example, sales revenue might be a KPI for a salesperson, while customer satisfaction might be a KPI for a customer service representative.
• Other data. Other data sources, such as project timelines, self-assessments, or completion rates, can provide valuable insights into employee performance.

3. Prepare for potential questions

Be prepared to answer any employee questions during the performance review, including questions about their performance, career development, or pay raises. This might involve reviewing their performance, researching their role, and consulting with HR. Be ready to discuss sensitive topics and provide specific examples to make the review more constructive.

Examples of questions an employee might ask during the review include:

• What are my strengths and weaknesses in my current role, and how can I improve?
• Are there opportunities for career development or advancement within the organization? If so, what steps can I take to pursue these opportunities?
• What are the criteria for receiving a pay raise, and how can I work toward meeting those criteria?
• Can you provide feedback on my current compensation package and any opportunities for adjustments or enhancements?
• Can you provide specific feedback on my performance about the goals and objectives we set at the beginning of the year?

4. Identify areas of improvement

To prepare for a performance review as a manager, identify areas where the employee can improve and provide specific ideas on how to do so. Some common areas of improvement that a manager might identify during a performance review include:

• Time management. If the employee has difficulty meeting deadlines or managing their workload, you might suggest they prioritize their tasks, delegate responsibilities when appropriate, or develop a schedule to help them stay on track.
• Communication skills. If the employee has difficulty communicating with team members or clients, you might suggest they take a communication skills course or practice active listening techniques.
• Leadership skills. Suppose the employee is interested in a leadership role, or is already a leader on your team, and needs to improve their ability to motivate and guide their team. In that case, you might suggest they build relationships with their direct reports, seek feedback from team members, or attend leadership development training. Employees can focus on developing their emotional intelligence and other soft skills, which can help them understand and connect with their team.

Other areas for improvement might include problem-solving, attention to detail, or adaptability to change. In each case, provide specific suggestions and employee training for performance improvement tailored to the employee’s needs and goals.

5. Prepare a brief agenda

Create a brief agenda to outline the topics you’ll discuss during the review. This can help you stay on track and maximize your time. Share it with the employee before the review so they can review the topics and prepare any documentation or questions.

A sample agenda might include the following topics:

• Introductions and review purpose
• Employee’s self-assessment and goals
• Manager’s assessment of employee’s performance
• Feedback from colleagues and other sources
• Areas of improvement and specific suggestions for improvement
• Goal setting for the upcoming year
• Next steps

Tips for a successful performance review

We provide some tips for a successful performance review, whether you’re an employee or manager.

• Have a positive and professional tone. A positive and professional tone sets the right atmosphere for the performance review. It helps create a constructive environment where both parties can discuss performance and goals without feeling defensive or attacked.
• Focus on specific examples. Specific examples help make the performance review more objective. It’s easier to discuss performance when there are clear examples rather than generalizations.
• Use active listening. Active listening involves listening carefully to what the other person is saying without interrupting or making assumptions. It’s an important skill that helps both parties feel heard and understood.
• Provide constructive feedback. Constructive feedback focuses on helping employees improve their performance rather than criticizing or blaming them. You should provide specific suggestions for improvement and avoid making personal attacks.
• Create an action plan. An action plan helps the performance review be more than just a discussion—it’s a starting point for action. It should include specific goals, deadlines, and responsibilities for both parties.
• Avoid making assumptions. You’ll want to avoid making assumptions about an employee’s performance or motivations. Managers should stick to the facts and avoid jumping to conclusions or making unfounded accusations.‍
• Encourage feedback. A performance review should be a two-way conversation, with both the manager and employee providing feedback. Managers should encourage employees to provide feedback on their performance and the manager’s performance as well as the company’s culture and policies.‍
• Follow up. A performance review shouldn’t be a one-time event. Managers should follow up with employees to ensure they implement the action plan and provide ongoing feedback and support.

Prepare for your next performance review with help from Upwork

Preparing for a performance review makes the exchange more productive and effective. With the right prep work, both parties can clearly understand the employee’s performance, goals, and expectations.

A performance management specialist can provide additional guidance and support for performance management. From tips on preparing for a performance review to best practices for giving and receiving feedback, our freelance talent can help you confidently navigate the performance review process.

Our platform connects you with management consulting opportunities to help clients excel in their performance review processes, from preparation tips to feedback strategies. Sign up on Upwork today and start showcasing your skills as an independent professional. Or if you’re a business leader, find freelancers who can help you achieve your goals.