Performance Appraisal Training: Help Your Managers Help Employees

Key Takeaways

Training Managers: The Secret Sauce: Performance appraisal training equips managers with essential skills to evaluate employees fairly, fostering trust, growth, and aligning with organizational goals.

Sharpening Managerial Skills: Training helps enhance managers' confidence and effectiveness in conducting appraisals, ensuring a constructive and growth-oriented process.

Fairness: The Name of the Game: Standardizing appraisals across teams reduces bias, ensuring fair evaluations and benefiting the entire organization.

Performance appraisals can be a double-edged sword. When done poorly, they lead to frustration, disengagement, and confusion. When executed effectively, they become powerful tools for employee growth, team cohesion, and organizational success. At the heart of effective appraisals is well-trained management.

In this guide, I’m going to dive into the essentials of performance appraisal training for managers, equipping them with the skills to evaluate employees fairly, provide constructive feedback, and drive growth-oriented conversations.

Understanding Performance Appraisal Training

Performance appraisal training teaches managers how to evaluate employee performance systematically and constructively. Its primary purpose is to align individual performance with organizational goals while fostering an environment of trust and growth.

Some goals you likely have if you’re looking at doing performance appraisal training might include things like:

1. Improve Manager Skills: You see a need to enhance managers' ability to conduct appraisals confidently and effectively.
2. Better Employee Development: You’re already seeing that employees engage more when appraisals focus on growth and fairness.
3. Consistency Across Teams: You’re looking for a standardized process to reduce bias and ensure fair evaluations across departments.
4. Legal and Compliance Protection: Proper training minimizes legal risks and ensures adherence to labor laws.

While there are performance management tools out there that can help you make the performance appraisal process easier for managers to understand and execute, it’s ultimately a human process that requires a fair amount of soft skills and managerial technique. 

Benefits Of Performance Appraisal Training

So what can you expect from performance appraisal training when it comes to making your managers better at delivering them and how does performance appraisal plug into your performance management goals? 

• Increased Productivity: Manager aligns performance with business objectives for better results.
• Consistency Across Teams: Ensures fair evaluations and calibrated ratings.
• Legal and Compliance Protection: Prevents discriminatory practices and mitigates legal risks.
• Reduced Bias: Encourages objective assessments through 360 feedback and data-driven evaluations.

Scenarios where performance appraisal training is beneficial

A manager trained to provide actionable feedback might say, “Your report was comprehensive and well-structured. To improve efficiency, try using templates for recurring sections.”

This approach promotes improvement without discouragement.

Components of Effective Performance Appraisal Training

At this point, you’re probably starting to wonder what this training looks like and how you’ll go about providing it. Let’s take a look at the key elements that make up a good performance appraisal training program. 

Setting clear objectives

Define appraisal goals that align with both employee growth and company objectives. For instance, set a clear expectation for evaluating not just what employees achieve but also how they achieve it.

This will help you align both the performance appraisal itself and the employee goals with company values and cultural norms. 

Developing standardized evaluation criteria

Ensure consistency by using defined metrics such as:

• Quality of Work: Meeting deadlines with minimal errors.
• Communication Skills: Clear and collaborative communication with peers and clients.
• Teamwork: Contributions to group success.

How Do You Rate?

Use a rating scale with detailed descriptions for each level to eliminate ambiguity. This can be as detailed as you like, but needs to at least provide a base amount of insight into performance to tell a story about how the employee is doing. This format can vary widely depending on the complexity of the work and what will best help managers provide constructive and detailed feedback.

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Training on providing constructive feedback

Everyone has had their confidence damaged by teachers, coaches or managers whose feedback felt harsh or even unnecessary at some point in their lives. But even with that experience, keeping feedback constructive isn’t something that comes easy to all managers. 

Teach managers to deliver balanced feedback by helping them focus on things that are:

• Specific: Address particular behaviors or outcomes.
• Actionable: Provide clear next steps for improvement.

Example: “You consistently meet deadlines, but refining your email communication will enhance client satisfaction.”

Legal and ethical considerations

A poorly delivered performance appraisal can veer into areas where the employee sees the feedback as unprofessional, a personal affront or worse, discriminatory. 

Ensure managers understand anti-discrimination laws and proper documentation practices to steer clear of any issues.

7 Step Guide To Performance Appraisal Training

Alright, it’s time to set up your training for managers before they go through performance appraisals. Let’s take a look at the foundation you’re looking to establish with them in this process.

Step 1. Set the rating scale 

Develop a clear rating scale that employees can understand with ease. Think about the user experience as you do it. In this case, the experience of your managers and employees navigating a performance appraisal. 

Here are a couple of examples of what a rating scale might look like and how you can make it clear for everyone involved what the information within it means. 

Example 1: Numeric Rating Scale

Scale: 1-5 (with descriptions for each level)

• 5 – Outstanding: Consistently exceeds all expectations and delivers exceptional results that significantly surpass performance standards.
• 4 – Exceeds Expectations: Frequently exceeds performance expectations and delivers results above standard requirements.
• 3 – Meets Expectations: Consistently meets performance expectations and fulfills job responsibilities effectively.
• 2 – Needs Improvement: Occasionally meets expectations but shows gaps in performance requiring improvement.
• 1 – Unsatisfactory: Consistently fails to meet performance expectations; requires immediate improvement.

Example 2: Behavioral Anchored Rating Scale (BARS)

Scale: Focuses on specific behaviors with anchors tied to performance levels.

Example: Teamwork

• 5 – Outstanding: Always fosters collaboration, proactively resolves conflicts, and inspires team members to work together effectively.
• 4 – Exceeds Expectations: Regularly encourages team cohesion and effectively manages group tasks with minimal supervision.
• 3 – Meets Expectations: Participates constructively in team activities and contributes to group goals as required.
• 2 – Needs Improvement: Sometimes struggles to collaborate or contribute meaningfully to team efforts.
• 1 – Unsatisfactory: Frequently disrupts team dynamics or fails to support group objectives.

Both scales provide clarity and help standardize performance evaluations across teams, reducing bias and promoting consistency. You’ll also want to establish how evaluations will be documented.

2. Align manager expectations on what performance looks like

Define behaviors for each rating level and make it correspond to an employee’s job level. This ties goals to performance and keeps managers focused on results rather than things that can drive biased evaluation.

How to set expectations

1. Define Behaviors for Each Rating Level
   Create detailed definitions for each level of performance (e.g., 1-5 or Below Expectations to Exceeds Expectations) tailored to specific competencies like teamwork, problem-solving, and leadership. These definitions should align with company goals and provide clear criteria for evaluation.
   • Example: A “5” in problem-solving might require identifying and implementing a creative solution that saves the company significant time or resources. A “3” might indicate solving standard problems effectively but without an innovative or creative approach.
2. Tailor Ratings to Job Levels
   Ratings should reflect the complexity of tasks appropriate to the employee’s role. For instance, a junior employee’s “5” in project execution might involve the timely delivery of assigned tasks, while a senior employee’s “5” might include leading and managing the project to completion.
   • Example: For a software engineer, a “5” in innovation might involve developing a feature that enhances product value significantly. For a senior software engineer, it could mean spearheading a project to implement a new technology stack.

Practical training tips for managers

1. Provide Examples and Scenarios
   Have managers complete sample evaluations to help them practice applying the rating scale to real-world situations and evaluate their implementation of it.
   • Scenario Example: “An employee consistently completes their tasks but struggles to collaborate during brainstorming sessions. What rating would you assign for teamwork, and how would you justify it?”
2. Use Calibration Sessions
   Conduct regular calibration meetings where managers discuss ratings to ensure consistency across teams and departments. Align what constitutes a “3” in teamwork for one department with similar expectations in others.

Focus on Behaviors

Ratings for things like teamwork, impact, or customer satisfaction aren’t going to automatically align from team to team. What you’re looking to align around is the behavior that drives the work and therefore the end result of that work. Did they take the time to consider their options? Did they incorporate the views of other team members? Did they work with other stakeholders to identify gaps in the current project, product or process? Each level in your rating is a check box of sorts.

3. Incorporate Job-Level Specific Guides
Provide managers with job-specific evaluation guides to help them align expectations with each role’s unique responsibilities.

• Example: A guide for evaluating customer service reps might focus on metrics like average resolution time and customer satisfaction scores, while a guide for project managers might emphasize leadership and budget adherence.

4. Leverage Performance Data
Train managers to use data and measurable outcomes to support their ratings, reducing subjectivity and potential bias.

• Example: A “5” in productivity could be supported by metrics like exceeding output quotas by 15% while maintaining quality standards.

3. Teach managers how to deliver feedback

Use role-playing exercises to practice feedback delivery. Simulate scenarios like addressing underperformance or praising achievements and help managers understand which data they’ll be looking at to make these assessments. 

Make the conversations challenging so that managers have an opportunity to work on their responses to an employee who is difficult or combative. Role play is more valuable and more fun for all involved if it feels real and in the end, it will help your performance appraisals avoid being overly mechanical. 

You can start with a cue for roleplay like the one below. 

Scenario: You are conducting a performance appraisal for an employee who has consistently met deadlines but struggles with collaboration on team projects. Your goal is to recognize their strengths and address areas for improvement constructively.

Cue to Begin Role-Play:
"As you know, today’s discussion is part of our regular performance review process. First, I want to highlight some of the great work you've done this quarter, particularly your ability to consistently meet deadlines under pressure. However, I’ve noticed some challenges around collaboration on team projects. Let’s talk about how we can work together to address this and support your growth in this area. How do you feel about your performance in teamwork, and what challenges have you faced?”

4. Encourage frequent communication with employees

Train managers to schedule regular check-ins. These informal discussions reduce appraisal anxiety and foster growth as part of a continuous performance management approach. 

Recent data from Peoplebox shows 76% of companies still only rate employees once per year. This is likely why one recent poll showed that only 2% of employers felt their performance management techniques had “outstanding value”.

It’s also an important factor in staying in touch with what the employee has going on in their personal lives, and how their aspirations or personal goals may be shifting. Doing this establishes trust and increases engagement with their role.

5. Provide conflict resolution techniques

Applying conflict resolution techniques helps managers navigate challenging performance appraisal discussions. Employees may react defensively, disagree with feedback, or feel undervalued, which can escalate tension if not handled properly. 

Training managers in conflict resolution equips them with the tools to manage these situations constructively and maintain trust.

Techniques for conflict resolution

1. Active Listening
   Managers must focus on truly understanding the employee’s perspective without interrupting or forming judgments prematurely.

How to Implement:

• Paraphrase what the employee says to confirm understanding (e.g., “So you’re saying you feel the workload allocation has been unfair?”).
• Use nonverbal cues like nodding and maintaining eye contact to demonstrate attention.

Example: During a performance review, an employee disputes their rating for teamwork. Instead of dismissing their frustration, the manager listens carefully and uncovers a misunderstanding about how collaboration is assessed.

2. Empathy-Driven Dialogue
   Empathy involves recognizing and validating the employee’s emotions, even if the manager doesn’t agree with their perspective.

How to Implement:

• Use empathetic statements to acknowledge feelings (e.g., “I can see why you’re frustrated about this feedback, and I appreciate you sharing your concerns.”).
• Focus on problem-solving rather than blame, emphasizing shared goals and solutions.

Example: An employee becomes upset when told they need to improve their communication skills. The manager acknowledges their efforts and works collaboratively to identify actionable steps for improvement.

3. De-escalation Strategies
   Managers should know how to diffuse tense situations before they escalate further.

How to Implement:

• Remain calm and neutral, avoiding defensive or aggressive responses.
• Pause the conversation if emotions run too high, suggesting a follow-up discussion once cooler heads prevail.

Example: An employee reacts angrily to constructive feedback. The manager calmly states, “Let’s take a break and revisit this later to ensure we approach it productively.”

4. Reframing the Narrative
   Help employees view feedback as an opportunity for growth rather than criticism.

How to Implement:

• Frame performance gaps as areas of potential development (e.g., “This is a chance to enhance your leadership skills, which will open doors for you down the road.”).
• Highlight strengths alongside constructive feedback to keep your performance review conversations balanced.

Example: A manager reframes a conversation about missed deadlines, saying, “You’ve consistently delivered quality work, but meeting deadlines is the next step to take your performance to the next level.”

5. Using Neutral, Specific Language
   The language and phrases used in performance management settings are important. Avoid emotional or vague statements that can exacerbate defensiveness.

How to Implement:

• Base feedback on observable behaviors or measurable outcomes (e.g., “The project was delayed by two weeks due to incomplete data entry.”).
• Avoid subjective language like “You always do this” or “I think you’re not trying hard enough.”

Example: Instead of saying, “You’re not a team player,” the manager states, “I noticed you haven’t contributed to team brainstorming sessions, which are critical for project success.”

Role-Playing Scenarios for Conflict Resolution Training

To prepare managers for real-life situations, use the following prompts in your role-play exercises with them:

1. The Defensive Employee: An employee disagrees with their performance rating and interrupts repeatedly.
2. The Emotional Reaction: An employee becomes visibly upset when receiving constructive feedback.
3. The Blame Game: An employee attributes their underperformance to external factors or other team members.

6. Train Managers to Create Development Plans

Development plans serve as actionable roadmaps that guide employees in acquiring new skills, improving performance, and advancing their careers. These can be focused in two key areas:

Employee aspirations

Development plans should reflect the employee’s career goals and interests, fostering a sense of ownership and motivation.

How to Implement:

Begin with a one-on-one discussion to understand the employee’s long-term career ambitions (e.g., “I’d like to become a team leader within the next two years”).

Identify skills or experiences the employee needs to achieve their goals, such as leadership training or cross-functional project experience.

Example: An employee aiming for a leadership role could focus on developing skills in conflict resolution and decision-making through mentorship and training programs.

Organizational needs

Align employee development with the company’s strategic objectives to ensure that efforts contribute to broader business success.

How to Implement:

Map individual goals to organizational needs, such as preparing employees for roles in areas of growth or addressing skill gaps.

Identify competencies critical for the company’s success, such as a technical proficiency, innovation, or customer service management, and incorporate them into development plans.

Example: An organization expanding into new markets might include language training or cultural awareness workshops in development plans for sales staff.

7. Using Performance Appraisal Software and Tools

There are a good variety of platforms designed to help you with employee evaluation. Run hands-on sessions to build manager confidence in using the technology for goal tracking and feedback.

Some areas this technology can prove beneficial include: 

• Tracking Goal Progress - Monitor employee performance against set objectives, milestones, and KPIs in real time.
• Analyzing Performance Data - Use dashboards and reports to identify trends, strengths, and areas for improvement in an employee’s performance.
• Automating Feedback Collection - Collect 360-degree feedback from peers, subordinates, and supervisors efficiently.
• Standardizing Evaluation Criteria - Leverage pre-built templates and rating scales to ensure consistent and fair assessments across the team.
• Documenting Performance History - Access past appraisals and performance records to provide context and track progress over time.
• Facilitating Continuous Feedback - Schedule and document regular check-ins, using software to store notes and action items.
• Integrating Development Plans - Tie appraisal outcomes to personalized development plans, aligning growth opportunities with performance results.

Resources For Performance Appraisal Training

Online Courses and Certifications

Online learning platforms provide flexible, comprehensive courses on performance management and appraisal techniques. These are perfect for managers looking to upskill on their own schedule.

• LinkedIn Learning
  • Offers courses such as "Performance Management: Setting Goals and Evaluating Performance" and "Providing Effective Feedback".
  • Includes video lessons, quizzes, and real-world scenarios to ensure practical learning.
• Coursera
  • Features programs like the "HR Fundamentals" course by the University of Minnesota, covering appraisal systems and feedback techniques.
  • Offers certifications that can be displayed on LinkedIn profiles, showcasing skills to the organization.
• Udemy
  • Courses such as "Performance Appraisal and Management" focus on actionable strategies for evaluating and motivating employees.
  • Includes lifetime access to resources, making it ideal for continuous learning.
• SHRM eLearning
  • The Society for Human Resource Management (SHRM) offers specialized training in performance management that’s aligned with industry standards.
  • Managers can earn credits toward SHRM certifications.

Internal training programs

Developing your own tailored training sessions allows you to build knowledge bases that are specific to your organization. Include within those the type of role-playing exercises to simulate real-world scenarios where employees can apply your cultural values.

Your internal manager training programs can take a variety of forms, but the key factor in shaping their impactfulness is a focus on usability. 

“When creating new manager training, think about how to increase the training’s usability as measured by how much it adds to the person’s cognitive load,” writes Una Japundza in a recent article on UX in HR. “Don’t write long manuals and training guides that you plan to deliver to managers, and hope they read them. Instead, think about the task you want new managers to complete, and how to make it easy and enjoyable for them to complete it. You might find that creating bite-sized pieces of information and content, and sending it to managers once a week for the first few months in their role might drive the training’s usability up and in turn, increase the performance of managers in the role.”

What’s Next? 

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