reaperinvest Performance Review
When to Use This Skill
Use this skill when you need to:
- Create performance review templates for employees or contractors
- Design self-assessment and manager feedback sections
- Build goal-setting frameworks tied to performance outcomes
- Establish a review cadence with development planning
DO NOT use this skill for PIP templates (use pip-template), hiring scorecards, or compensation planning. This is for regular performance evaluation.
Core Principle
A PERFORMANCE REVIEW IS NOT A REPORT CARD — IT IS A STRUCTURED CONVERSATION THAT ALIGNS EXPECTATIONS, RECOGNIZES PROGRESS, AND SETS DIRECTION FOR GROWTH.
Phase 1: Review Design
Define the review structure and criteria.
Required Inputs
| Input | What to Ask | Default |
|---|---|---|
| Team size | "How many people will you be reviewing?" | 1-5 |
| Review frequency | "How often do you want to do reviews? (quarterly, biannual, annual)" | Quarterly |
| Roles | "What roles are being reviewed?" | No default |
| Current process | "Do you have any existing review process?" | None |
| Key metrics | "How do you measure success for these roles?" | No default |
| Rating system | "Preference: numbered scale, descriptive labels, or no ratings?" | Descriptive labels |
Rating System
## Performance Rating Scale
| Rating | Label | Definition |
|--------|-------|-----------|
| 5 | Exceptional | Consistently exceeds expectations. Top 10% performance. |
| 4 | Exceeds Expectations | Regularly goes above and beyond. Strong contributor. |
| 3 | Meets Expectations | Delivers what is asked reliably. Solid performance. |
| 2 | Needs Improvement | Falls short in some areas. Specific support needed. |
| 1 | Unsatisfactory | Significantly below standards. Immediate action required. |
GATE: Confirm review design before building templates.
Phase 2: Build Templates
Create the complete review document.
Self-Assessment Template
## Self-Assessment: [Name]
**Review period:** [Date range]
**Role:** [Title]
### Accomplishments
List your top 3-5 accomplishments this period. Include specific outcomes and metrics.
1.
2.
3.
### Goals Review
For each goal set last period, rate your progress:
| Goal | Target | Result | Self-Rating |
|------|--------|--------|-------------|
| [Goal 1] | [Target] | [Actual result] | [1-5] |
| [Goal 2] | [Target] | [Actual result] | [1-5] |
### Challenges
What obstacles did you face? What could have gone better?
### Development
What skills did you develop this period? What do you want to learn next?
### Feedback for Manager
What support or resources would help you be more effective?
Manager Review Template
## Performance Review: [Name]
**Review period:** [Date range]
**Reviewer:** [Manager name]
**Role:** [Title]
**Date:** [Date]
---
### Performance Summary
**Overall rating:** [1-5 with label]
### Core Competencies
| Competency | Rating | Evidence / Examples |
|-----------|--------|-------------------|
| Quality of work | [1-5] | [Specific examples] |
| Reliability / Deadlines | [1-5] | [Specific examples] |
| Communication | [1-5] | [Specific examples] |
| Initiative / Ownership | [1-5] | [Specific examples] |
| [Role-specific competency] | [1-5] | [Specific examples] |
### Goal Achievement
| Goal | Target | Result | Rating | Comments |
|------|--------|--------|--------|----------|
| [Goal 1] | [Target] | [Actual] | [1-5] | [Context] |
### Strengths
What this person does well — be specific with examples.
1.
2.
3.
### Areas for Growth
Where this person should focus development — be specific and constructive.
1.
2.
### Next Period Goals
| Goal | Success Metric | Target Date |
|------|---------------|-------------|
| [Goal 1] | [Measurable outcome] | [Date] |
| [Goal 2] | [Measurable outcome] | [Date] |
| [Goal 3] | [Measurable outcome] | [Date] |
### Development Plan
| Skill to Develop | Action | Support Needed | Timeline |
|-----------------|--------|---------------|----------|
| [Skill] | [Training, project, mentoring] | [Resources from manager] | [When] |
---
### Signatures
**Employee:** _______________ Date: ___
**Manager:** _______________ Date: ___
GATE: Present templates for review and customization.
Phase 3: Conversation Guide
Prepare for the review conversation.
Review Meeting Structure (45-60 minutes)
## Performance Review Meeting Agenda
1. **Opening (5 min):** Set a positive, constructive tone. Review the purpose.
2. **Self-assessment discussion (10 min):** Let the employee share their perspective first.
3. **Manager feedback (15 min):** Share ratings, strengths, and growth areas with examples.
4. **Goal review (10 min):** Discuss progress on previous goals.
5. **Goal setting (10 min):** Collaboratively set goals for next period.
6. **Development planning (5 min):** Agree on skill development actions.
7. **Close (5 min):** Summarize key points, confirm next steps.
Difficult Conversation Framework
For underperformance (rating 1-2):
- State the specific behavior or result (not character)
- Explain the impact on the business or team
- Listen to their perspective
- Collaboratively define what needs to change
- Set a clear improvement timeline with check-ins
- Confirm the consequences if improvement does not happen
Phase 4: Follow Through
Ensure reviews drive actual development.
Post-Review Actions
## Post-Review Checklist
- [ ] Finalize review document and file securely
- [ ] Send copy to the employee
- [ ] Schedule mid-period check-in (halfway to next review)
- [ ] Begin any agreed development actions (training, resources)
- [ ] Update compensation if tied to review cycle
Mid-Period Check-In Template
## Mid-Period Check-In: [Name] — [Date]
**Goals progress:**
| Goal | Status | On Track? |
|------|--------|-----------|
| [Goal] | [Update] | Yes / At Risk / No |
**Development progress:** [Update on skill development actions]
**Any blockers or support needed?**
**Feedback in either direction?**
Annual Review Cycle
## Review Calendar
| Month | Action |
|-------|--------|
| [Month 1] | Distribute self-assessment forms |
| [Month 1 + 1 week] | Self-assessments due |
| [Month 1 + 2 weeks] | Manager reviews completed |
| [Month 1 + 3 weeks] | Review meetings held |
| [Month 1 + 4 weeks] | Goals and development plans finalized |
| [Mid-period] | Mid-period check-ins |
Anti-Patterns
- Surprise feedback — nothing in a review should be news. Give feedback in real-time throughout the period.
- Recency bias — rating based on last 2 weeks instead of the full review period. Keep notes throughout.
- Vague feedback — "You need to communicate better" is useless. "You missed the deadline notification on the Smith project, which caused a 3-day delay" is actionable.
- All 3s — rating everyone "Meets Expectations" avoids hard conversations but helps no one. Differentiate honestly.
- No follow-through — a review without goal tracking and check-ins is a wasted hour.
Recovery
- User has never given a performance review: Start with a simple 3-question framework: What went well? What could improve? What are your goals next quarter?
- Employee disagrees with the rating: Listen. Ask for specific examples supporting their view. Adjust if warranted, explain if not.
- User only has contractors: Adapt to a project feedback model — review after each project or quarterly, focused on deliverable quality and collaboration.
- Reviews feel awkward: They get easier with practice. Use the conversation guide as a script the first few times.
- No metrics to evaluate against: Set metrics NOW for the next review period. For this review, use qualitative assessment with specific examples.