How to Write an Employee Evaluation (Template)

• Creating an Employee Evaluation Form Part 1
• Template for an Employee Evaluation Form Part 2
• How to Identify Employees’ Strengths and Weaknesses Part 3
• Focus on Professional and Career Development Part 4
• Setting and Measuring Performance Goals Part 5
• Guidelines for Performance Review Process Part 6
• Importance of Communication in Evaluations Part 7
• The Role of Leadership in Employee Evaluations Part 8
• Recognition and Rewarding in Employee Evaluations Part 9
• Analyzing Feedback and Areas for Improvement Part 10
• Narrative Method of Performance Evaluation Part 11
• Narrative and Group Evaluation Form Template Part 12

Employee evaluations are an important tool for both employers and employees. These assessments can help measure your team members’ performance, identify areas for growth, and set achievable goals for improvement.

Employee evaluation forms serve as a standardized tool to guide the evaluation process and ensure consistency in measuring performance. These forms typically cover various aspects of an employee’s role, such as job knowledge, communication skills, teamwork, and problem-solving abilities.

Your goal with an employee evaluation is to improve their performance and drive their growth within the organization. By using a well-structured form, providing actionable feedback, and maintaining open communication, you’ll ensure a more effective and engaging performance review that benefits both you and your employees.

Part 1Creating an Employee Evaluation Form

A rating system is an essential part of an employee evaluation form. It allows you to assess an employee’s performance in various aspects of their job, making it easier to identify strengths and weaknesses.

There are several rating scales to choose from, such as numerical scales, letter grades, or descriptive levels. For example, you could use a scale of 1-5, where 1 is “poor performance” and 5 is “excellent performance”. Remember to keep your rating scale consistent across all areas of evaluation to ensure fairness and clarity.

In your evaluation form, include sections to rate various competencies relevant to the employee’s job description. This may include areas such as task performance, communication skills, teamwork, and problem-solving abilities. Ensure that each competency is clearly defined so that both the reviewer and employee understand the expectations and criteria for evaluation.

After you’ve chosen your rating system and identified key competencies, it’s time to add reviewer information and signatures to the form. This helps ensure that the evaluation process is transparent and holds both the reviewer and employee accountable for the information discussed during the review.

When designing your employee evaluation form, consider using formatting tools such as bullet points, bold text, and tables to help organize the information and make it easier for both the reviewer and employee to understand. Be sure to keep the form concise and focused on the most important aspects of the employee’s performance, while also allowing space for personalized feedback and discussion.

Part 2Template for an Employee Evaluation Form

Template 1

Employee Evaluation Form

Employee Information:
Name: ___________________________
Job Title: _________________________
Department: _______________________
Date of Hire: ______________________

Performance Evaluation Criteria:
Please rate the employee’s performance in the following areas on a scale of 1-5, with 1 being poor and 5 being excellent.

1. Job Knowledge and Skills:
___ Demonstrates a thorough understanding of job duties and responsibilities.
___ Possesses the necessary skills to perform job tasks effectively.
___ Continually seeks to improve skills and knowledge.

2. Quality of Work:
___ Consistently produces high-quality work.
___ Pays attention to detail and accuracy.
___ Meets or exceeds established standards.

3. Productivity:
___ Completes work assignments in a timely manner.
___ Manages time effectively.
___ Works efficiently and effectively.

4. Communication:
___ Communicates effectively with colleagues and supervisors.
___ Listens actively and responds appropriately.
___ Conveys ideas and information clearly and concisely.

5. Teamwork:
___ Works collaboratively with others to achieve common goals.
___ Respects others’ opinions and ideas.
___ Contributes to a positive work environment.

Overall Performance Rating:
Please rate the employee’s overall performance based on the above criteria and any additional factors you deem relevant.

___ Excellent
___ Above Average
___ Satisfactory
___ Below Average
___ Poor

Comments:
Please provide any additional comments or feedback regarding the employee’s performance.

__________________________________________________________

Reviewer’s Signature: ________________________
Date: ________________________

 

Template 2

Employee Evaluation Form

Employee Information:
Name: ___________________________
Job Title: _________________________
Department: _______________________
Date of Hire: ______________________

Evaluation Period:
Start Date: _______________ End Date: _______________

Performance Standards:
Please review the following performance standards and rate the employee’s performance on a scale of 1-5, with 1 being ‘Below Expectations’ and 5 being ‘Exceeds Expectations’.

1. Quality of Work:
___ Produces high-quality work that meets or exceeds expectations.
___ Pays attention to detail and accuracy.
___ Consistently meets established standards.

2. Communication Skills:
___ Communicates effectively with colleagues and supervisors.
___ Listens actively and responds appropriately.
___ Conveys ideas and information clearly and concisely.

3. Time Management:
___ Manages time effectively and prioritizes tasks appropriately.
___ Meets deadlines and completes work assignments in a timely manner.
___ Demonstrates the ability to multitask and handle competing priorities.

4. Teamwork and Collaboration:
___ Works collaboratively with others to achieve common goals.
___ Respects others’ opinions and ideas.
___ Contributes to a positive work environment.

5. Leadership and Initiative:
___ Demonstrates leadership skills and takes initiative to improve processes and procedures.
___ Proactively seeks opportunities to improve work performance.
___ Motivates and inspires others to achieve their goals.

Areas for Improvement and Development:
Please identify areas where the employee could improve their performance and suggest specific actions or training that could help them develop.

Goals and Objectives:
Please set specific goals and objectives for the employee to achieve during the next review period.

General Comments and Feedback:
Please provide any additional comments or feedback regarding the employee’s performance.

Employee Signature: ________________________ Date: ________________________

Evaluator Signature: ________________________ Date: ________________________

Part 3How to Identify Employees’ Strengths and Weaknesses

When evaluating your employees, it’s important to recognize their strengths and weaknesses. Look closely at the employees’ work performance, observe their communication and problem-solving skills, and take note of their ability to meet deadlines.

• To determine employee strengths, you may consider factors like their creativity, adaptability, or leadership qualities. Focus on the areas where they excel and contribute positively to the company. For instance, you might observe that an employee is particularly skilled at managing projects, keeping teams on track, and achieving goals within the given time frame.
• On the other hand, spotting weaknesses requires you to identify any areas where the employee might be struggling or needs improvement. This could include poor time management, difficulty working with others, or a lack of understanding of specific job tasks. Pay attention to patterns in behavior, missed deadlines, or low-quality work that might indicate room for improvement.
• After recognizing the strengths and weaknesses of your employees, you can create a template that outlines this information in a clear and organized manner. You can either use a simple table format or opt for bullet points to present the results. By doing so, you develop a comprehensive understanding of each employee’s professional competencies and make informed decisions regarding their growth and development.

Here are some questions you can ask yourself to help identify an employee’s strengths and weaknesses:

• What are their job responsibilities and how well do they perform them?
• What are their technical skills and abilities?
• How well do they communicate with their colleagues and supervisors?
• How do they handle stress and pressure?
• How well do they work with others and collaborate on projects?
• What are their leadership abilities and potential?
• How well do they adapt to change and new situations?
• What is their level of initiative and motivation?
• How well do they manage their time and prioritize tasks?
• What is their overall attitude and work ethic?

By answering these questions, you can gain a better understanding of the employee’s strengths and weaknesses, which can help you provide more specific and targeted feedback during the evaluation process.

It’s vital to provide constructive feedback to your employees, as this not only helps them understand their performance but also encourages growth and improvement. Be honest and clear about the identified strengths and weaknesses, and offer guidance on how they can enhance their skills and overcome challenges.

Part 4Focus on Professional and Career Development

Encouraging professional and career development is an important aspect of employee evaluations. Providing feedback on an employee’s career goals, as well as offering support for employee training and development, can boost morale and improve job satisfaction.

• When evaluating an employee, discuss their professional development and ask about their goals and aspirations. This conversation offers a chance to provide guidance and suggestions for achieving their career objectives. Be sure to focus on their strengths and areas for improvement, and how these relate to their long-term goals.
• Related: Leadership Feedback Examples (Strengths & Areas of Improvement)
• Related: 60 Self-Performance Review Goals Examples
• Consider creating opportunities for employee training, either in-house or through external resources, as part of the evaluation process. Offering training sessions and workshops that align with an employee’s goals can help them grow in their current role and prepare for future positions. For example, if they show an interest in leadership, provide training on management skills and team building.
• As you develop a plan for an employee’s professional growth, it’s important to set realistic expectations and measurable goals. Establishing clear objectives, timelines, and resources will help keep both you and the employee accountable for their progress. Following up on these goals during future evaluations ensures that the employee receives ongoing support in their career development journey.
• Related: How to Write a Performance Improvement Plan (PIP)
• Related: Individual Development Plan [Examples & Templates]

Part 5Setting and Measuring Performance Goals

When setting performance goals for your employees, it’s important to create clear and achievable objectives. One approach is to use SMART goals, which stands for Specific, Measurable, Attainable, Relevant, and Time-bound. This ensures that the goals are well-defined and can be easily tracked.

1. To begin, you should identify the key areas of your employee’s job and determine which aspects need improvement or growth. For example, if your employee is responsible for client communication, a suitable goal might be to improve their response time to client inquiries.
2. Next, establish specific actions that your employee should take to achieve the assigned goals. In the example mentioned earlier, that could involve using a task management system to prioritize messages or setting reminders for follow-ups. Encourage your employee to pay close attention to detail in all aspects of their work, as this will greatly contribute to meeting and exceeding their objectives.
3. Regularly monitoring and measuring progress toward the goals is vital for both you and your employee. This can be achieved through periodic check-ins and progress reports, which will help keep them on track and address any potential issues. When monitoring progress, be sure to focus on the result achieved rather than just the action taken, as the ultimate goal is to meet the set objectives.
4. To ensure that performance goals are met, be prepared to provide support and resources for your employee. This could include training, mentorship, or additional tools. Collaborate with your employee to assess any ongoing challenges and discuss ways to overcome them.
5. Lastly, once the goals have been achieved, take the time to celebrate and acknowledge your employee’s success. This will not only boost their morale and motivation but also reaffirm your commitment to their growth within the company.

Part 6Guidelines for Performance Review Process

1. Set a Clear Time Frame

Establish a clear timeline for the review period. This can be done on a quarterly, biannual or annual basis. Make sure both you and the employee are aware of the review timeline. This will help you to evaluate their performance and set goals based on specific projects and tasks completed during the designated time frame.

2. Compile Performance Data

Gather all the necessary performance data required for the evaluation. This can include completed projects, achievements, statistics, and any relevant metrics. Use this information to measure your employee’s progress towards an established goal or benchmark.

3. Provide Specific Examples

Support your evaluation with specific examples of the employee’s work. When discussing areas of success or areas that need improvement, use these examples to illustrate your points. This will help the employee understand your feedback and make it actionable.

4. Use a Form and Template

Utilize a form and template to guide your employee evaluation. Templates can help create a structured approach to the performance review process. This will ensure that you cover all aspects of the employee’s job performance, provide consistent feedback, and make the process more efficient.

5. Customize the Template

Adapt the template to fit the needs of your company and the specific employee being evaluated. Include sections that address the employee’s specific job duties, achievements, and any areas of improvement. Tailoring the template to the individual ensures a thorough and relevant assessment.

6. Encourage Employee Input

Give the employee an opportunity to provide input during the evaluation process. They can share their accomplishments, discuss any challenges and set goals for the future. Engaging the employee in the process fosters open communication and can lead to a more productive and successful evaluation.

Part 7Importance of Communication in Evaluations

Effective communication plays a vital role in employee evaluations. Without clear and open communication, the feedback process may fall short, leaving employees feeling misunderstood or even undervalued. To ensure success during the evaluation process, you should focus on providing constructive feedback and constructive criticism.

When you offer constructive feedback, be specific in your comments and praise. Instead of using vague language like “great job” or “needs improvement,” mention detailed examples of what your employee did well or areas where they could grow. This will show that you’ve been paying attention to their work and are genuinely invested in their growth.

As you offer constructive criticism, focus on discussing areas where improvements can be made from a solution-oriented perspective. Instead of pointing out flaws, guide your employee towards the steps they can take to become more effective in their role. This approach not only demonstrates your commitment to their growth, but also exhibits a sense of empathy and understanding.

During the evaluation process, it is crucial to maintain an open line of communication. Encourage your employees to ask questions, seek clarification, or provide their thoughts about the feedback they receive. This open dialogue can lead to more effective evaluation meetings and fosters an environment where employees feel comfortable discussing their performance.

Part 8The Role of Leadership in Employee Evaluations

As a supervisor or member of leadership, you play a crucial role in conducting employee evaluations. Your perspective and guidance are valuable tools when assessing and helping employees improve their performance. Managing evaluations effectively can boost morale, enhance productivity and contribute to the overall success of your team.

One key aspect of evaluations is setting clear expectations for your employees’ work.

When you establish specific, measurable performance goals, you make it easier for your staff to understand what success looks like in their roles. It’s important to communicate these expectations early and check in regularly to provide support and monitor progress.

An essential part of your role as a leader is offering constructive feedback. When conducting evaluations, it’s vital that you provide concrete examples of areas where an employee can improve, as well as where they excel. Avoid generic statements and focus on specific behaviors and results. This tailored feedback helps create a roadmap for employees to enhance their skills and avoid future issues.

Taking the time to prepare for the evaluation meeting can make a significant difference in its effectiveness. Familiarize yourself with the employee’s work and achievements before the meeting, and gather any necessary materials such as performance reports. This preparation enables you to provide informed feedback and demonstrate your commitment to their success.

As a supervisor, you should foster an atmosphere of trust and respect, allowing your employees to openly express their concerns or challenges. Be receptive to their input, and show empathy towards their perspective. This open dialogue can help identify areas where further support or resources are needed.

Collaboration with your employees when crafting development plans is another significant aspect of leadership in evaluations. By working together to create actionable objectives and steps for improvement, you empower your employees to take charge of their growth. This collaborative process helps keep staff engaged and invested in their development.

 

Part 9Recognition and Rewarding in Employee Evaluations

Employees who feel appreciated and valued for their work are more likely to be motivated and contribute to the overall success of your company.

• Take time to acknowledge hard work, dedication, and achievements. Highlight specific accomplishments and provide examples of tasks or projects that stand out. This could be any milestones reached or instances where the employee went above and beyond their job responsibilities. For example, if someone completed a project ahead of schedule or helped a colleague meet a tight deadline, make sure to praise their efforts.
• Considering rewarding excellent performance is also a key element in an employee evaluation. Rewards can be monetary, like a bonus or a raise, or non-monetary, such as additional vacation time, flexible work hours, or even a new title. When discussing potential rewards, think about what might best motivate your employee and consider their preferences. For instance, offering a promotion might be the most appropriate reward for someone who is seeking career growth.
• Keep in mind that recognizing and rewarding employees should be fair and unbiased. Having a structured framework for assessing performance can help avoid any accusations of favoritism. Use predetermined benchmarks and criteria to determine recognition and rewards. This will also help ensure consistency and fairness across the board.

Part 10Analyzing Feedback and Areas for Improvement

• One of the key aspects of writing an effective employee evaluation is to analyze the feedback received from various sources, such as managers, co-workers, and clients. This helps you understand the employee’s strengths and weaknesses, as well as identifying areas for improvement.
• For instance, if the feedback indicates that an employee struggles with problem-solving, focus on providing specific examples of situations where their problem-solving skills fell short and provide suggestions on how they can improve. Encourage them to take training courses or workshops to hone their skills in this area, and set achievable goals to track their progress.
• Similarly, if you notice issues related to learning or adapting to new tasks, discuss these issues with the employee. Offer solutions, such as mentorship or additional resources, to help them overcome these challenges. Set measurable objectives so you can monitor their improvement over time.
• Addressing teamwork concerns is also important for fostering a healthy work environment. Highlight instances where better collaboration and communication could have improved a project’s outcome, and offer actionable steps they can take to strengthen their teamwork skills. Encouraging participation in team-building activities might be a great starting point.
• Related: 28 Essential Areas of Improvement for Employees [Examples]

Part 11Narrative Method of Performance Evaluation

When it comes to evaluating employees within a team, a narrative and group evaluation form can be incredibly helpful. This method allows you to provide detailed feedback on each team member’s performance, while also emphasizing the importance of collaboration and teamwork.

To get started, create a group evaluation form that includes a section for narrative feedback. This is where you’ll write specific comments about each employee’s strengths, areas for improvement, and any achievements they’ve made throughout the evaluation period. Be sure to keep your language neutral and clear so team members can easily understand their feedback.

Next, consider including questions that assess the collaborative and teamwork aspects of the team’s performance. For example, you might inquire about the team’s ability to communicate effectively, resolve conflicts, and support one another. Encourage team members to provide honest feedback on these aspects, as it will ultimately help the entire team grow.

The use of bullet points or tables can be beneficial in organizing the feedback and making it easy to digest. For instance, you can create a table that lists each team member’s name and their corresponding feedback in the narrative section. This allows team members to quickly see their own feedback as well as their colleagues’.

In addition to the narrative feedback, provide a template for employees to rate their own performance and that of their team members. This can be done using a simple numerical scale, for example from 1 to 5, or by choosing descriptive phrases like “exceeds expectations,” “meets expectations,” or “below expectations.” Encourage team members to be honest and objective in their self-assessments and peer evaluations.

Lastly, gather the completed group evaluation forms and compile the results. This information will give you valuable insights into the team’s performance and dynamics. Use the feedback to guide future training, development, and team-building efforts in order to foster a positive and productive work environment.

Part 12Narrative and Group Evaluation Form Template

Team Information:
Team Name: ___________________________
Team Leader: _________________________
Evaluation Period: ______________________

Instructions:
Please evaluate the performance of each team member based on the following criteria. Provide specific feedback on their strengths, areas for improvement, and any achievements they’ve made throughout the evaluation period. Use clear and neutral language so team members can easily understand their feedback.

Team Member 1:
Name: ___________________________
Job Title: _________________________
Narrative Feedback:

Team Member 2:
Name: ___________________________
Job Title: _________________________
Narrative Feedback:

Team Member 3:
Name: ___________________________
Job Title: _________________________
Narrative Feedback:

Team Member 4:
Name: ___________________________
Job Title: _________________________
Narrative Feedback:

Team Member 5:
Name: ___________________________
Job Title: _________________________
Narrative Feedback:

Overall Team Performance:
Please rate the team’s performance based on the following criteria:

1. Collaboration and Teamwork:
___ The team works collaboratively to achieve common goals.
___ The team communicates effectively and respectfully with each other.
___ The team members respect each other’s opinions and ideas.

2. Quality of Work:
___ The team produces high-quality work that meets or exceeds expectations.
___ The team pays attention to detail and accuracy.
___ The team consistently meets established standards.

3. Time Management:
___ The team manages time effectively and prioritizes tasks appropriately.
___ The team meets deadlines and completes work assignments in a timely manner.
___ The team demonstrates the ability to multitask and handle competing priorities.

4. Leadership and Initiative:
___ The team demonstrates leadership skills and takes initiative to improve processes and procedures.
___ The team proactively seeks opportunities to improve work performance.
___ The team motivates and inspires each other to achieve their goals.

Overall Team Performance Rating:
Please rate the team’s overall performance based on the above criteria.

___ Excellent
___ Above Average
___ Satisfactory
___ Below Average
___ Poor

Comments:
Please provide any additional comments or feedback regarding the team’s performance.

Team Leader Signature: ________________________ Date: ________________________

 

Frequently Asked Questions

What are the key components of an employee evaluation form?

An employee evaluation form typically has several key components to obtain a thorough assessment of an employee’s performance. These may include:

• Employee information (name, role, department, etc.)
• Evaluation period (start and end dates)
• Performance standards or expectations
• Ratings or grading scales (e.g., 1-5 or ‘Below Expectations’ to ‘Exceeds Expectations’)
• Specific competencies or skills to be evaluated (e.g., teamwork, communication, time management)
• Areas for improvement and development
• Goals and objectives for the next review period
• Space for general comments and feedback from the evaluator
• Signature fields for both the employee and evaluator

How can a template simplify the process of writing employee evaluations?

Using a template for employee evaluations can streamline the process, improve consistency, and save time. Templates provide a predefined structure, making it easier for managers to record their observations, ratings, and feedback about employee performance consistently. Additionally, templates can be customized to fit specific company culture, values, and performance metrics.

What are some examples of effective performance review phrases?

Effective performance review phrases should be specific, clear, and objective. Some examples include:

• “You consistently meet deadlines and communicate proactively about potential setbacks.”
• “Your ability to adapt to changing circumstances has led to successful project outcomes.”
• “Your leadership skills inspire and motivate your team to achieve their goals.”
• “Your attention to detail has greatly improved the quality of the team’s deliverables.”

How can you create a comprehensive employee evaluation checklist?

To create a comprehensive employee evaluation checklist, follow these steps:

1. Review your company’s mission, goals, and values.
2. List the job-specific expectations for each role under evaluation.
3. Categorize performance areas into competencies, skills, or behaviors.
4. Develop measurable KPIs or criteria for assessing performance.
5. Create a rating scale or a set of descriptive ratings for performance levels.
6. Design a clear format for capturing observations, examples, and feedback.
7. Include a section for goal-setting and areas for improvement.

What are some useful formats for employee evaluation templates, like Word or Excel?

Microsoft Word and Excel are popular formats for employee evaluation templates. Word templates allow for more flexibility in formatting, including adding text boxes and various formatting elements. Excel templates provide a more structured format and may facilitate easier comparisons and calculations between employees. Both formats are easily shared and accessible and can be tailored to fit your company’s needs.

How can you incorporate employee self-evaluation into the review process?

Incorporating employee self-evaluation into the review process encourages employees to reflect on their performance, strengths, and areas for development. Ask employees to complete a self-evaluation form with similar questions and rating scales as the manager’s evaluation form. During the review meeting, compare and discuss the employee’s self-assessment with the manager’s assessment. This can lead to productive conversations about performance, expectations, and opportunities for growth.