How To Fill Out an Employee Evaluation Form

Performance form

Every good manager knows that an organization’s productivity is only as good as its workers’ performance. An effective employee evaluation is the anchor that grounds every sound performance management strategy. It provides employers a tool to optimize their workers’ abilities and promote over-all business productivity. When administered properly and periodically, it can foster constructive work-relations, enable target-driven performance and sustain a productive workforce.

Understand the goal and the process the evaluation. Make sure that you understand your organization’s employee evaluation process. If in doubt, seek a fellow supervisor or a human resource manager for guidance. Take the process seriously and do not conduct haphazard evaluations. Keep in mind that goal of the evaluation is to promote the institutional development of your organization, as well as the professional development of your workers. The results of the evaluation you will conduct impact not only your organization’s efficiency but also the employee’s rate of compensation, potential for promotion and continuation of employment.

Know the components being evaluated and the criteria for evaluation. Conducting an employee evaluation normally focuses on five key components – organizational competencies, job competencies, key responsibilities, goals and major projects and individual achievements and accomplishments. Take time to study each component and understand the metrics to be used in evaluation. Always remember to view each employee’s performance from the perspective of the organization’s objectives and the specific expectations of the job.

Gather all the necessary information you need to be able to make a sound judgment. Acquiring relevant documents will help you conduct an objective and grounded assessment of the employee’s performance. Take time to look into the employee’s job description, previous evaluations, attendance and leave logs, work outputs, awards received, training request and reports. If you have only a superficial knowledge of the employee’s work, try to obtain information from fellow managers and other employees who directly work with the employee being evaluated. Information acquired informally through other members of the organization can be a useful resource for your assessment.

Ask the employee to assess his/her performance before you evaluate.  If rules permit it, sit down with the employee and solicit his evaluation of her own performance. Ask the employee to list his goals, responsibilities, achievements and failures for the period being evaluated. Draw out the employee’s evaluation of his professional progress and contribution to the organization.  Do not forget to inquire about his expectation from the organization or what the organization can do for her. Obtaining these information will help provide structure once you sit down for formal discussion of the evaluation.

Be professional in your evaluation.  In filling out employee evaluation, always base your assessment on multiple, first hand observations. Never include gossip, guesswork and allegations in your evaluation. The assessment must focus solely on factors with direct impact to job performance. Do not sugarcoat necessary criticisms or beat around the bush. Remember, the goal of the evaluation is to inform the employee the quality of her performance. Using direct, specific and concise statements achieve the clarity needed to serve such purpose. 

As a final note, keep in mind that your assessments can shape the future of your employees’ careers. A properly done employee evaluation should bear the mark of responsibility of the evaluator. To be able to produce effective employee evaluations, every good manager must be objective, fair and honest in evaluating employees.


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