Even though ResLife is focused and committee toward development, performance reviews can sometimes feel like a grueling process. They do not have to be; it’s all about how you, as a manager, can provide outstanding feedback connected to specific observations that help to develop the staff member. A well-crafted review fosters motivation, improves performance, and strengthens communication between a manager and their employee. Whether you’re a seasoned leader or conducting your first evaluation, this guide will help you walk you through the key elements of writing a great performance review.
Best Practices for Writing a Performance Review:
- Be Objective – Base evaluations on facts, not personal opinions. If you’re going to make a claim, positive or negative, use details to support your position.
- Keep It Balanced – Celebrate strengths while providing constructive feedback. Even the best employees need to grow and even the worst have redeeming qualities.
- Use Clear Language – Avoid vague statements or workplace jargon. Others outside the organization, like HR, should find it easy to follow and understand.
- Make It Collaborative – Encourage employee input and discussion. Have them complete a self-review and have them generate goals for the upcoming year.
Prepare Thoroughly
Before you start writing a performance review, gather the necessary information to provide a fair and comprehensive evaluation. Some useful elements include: an
- Position Description – Start with this document and go down each point to identify what the employee is doing well and what they need to improve on. Especially if they have been in this position for several years, it’s important to identify where continued growth is needed. This also helps identify when a position description needs to be revised, as an employee may pick up random tasks that have been integrated into the role.
- Employee Self-Review – Having the employee’s perspective on their own performance is a great way to gauge their connectedness to how they’ve done in the position. It’s also helpful to see what they feel their greatest strengths and accomplishments have been and how they line up with your observations.
- Feedback from Team-Members and Campus Partners – Oftentimes managers feel that this is inappropriate but use of comments you’ve received over a review period is a great way to support your observations. I think it’s okay to directly quote someone if it’s positive feedback. If it leans more negative, it’s best to keep them anonymous.
- Performance Metrics and Key Accomplishments – You should keep a list of the achievements of the employee throughout the year and add to it whenever something significant happens. It can be hard to recall all of the great ways the employee has shown up without it. This is also a great time to use the feedback and results from the Hall Feedback Survey, whether it’s conducted each semester or annually.
- Previous Reviews and Goal Progress – Staying aware of comments that have previously been made is helpful to identify patterns in performance, especially if they are behaviors negatively impacting how the employee is doing in the role. But don’t let positive or negative feedback bleed over from one year to the next: you should be conducting an evaluation primarily focused on performance within the review period. It’s a fine line to walk, so just be conscientious of this.
Each of these items can give a bit more information as to how the employee has shown up to the role over the past year. In order to write a strong review, you need to show up prepared.
Structure the Review Effectively
Unless you’re the Director, you likely won’t have a say in terms of how the review is structured. Most performance reviews include the following sections:
- A Positive Summary – Begin with an overview of the employee’s contributions and strengths. This sets a constructive tone for the discussion. Here’s an example:
- “This year, you have shown strong leadership among the Hall Director team by leading the Student Staff Selection Committee. This, in addition to the other responsibilities within your role, reflects that you have successfully managed multiple projects while maintaining excellent team collaboration. Your ability to adapt to challenges in an on-call capacity has been invaluable to our entire team.”
- Recognize Strengths and Achievements – A great review highlights specific accomplishments with measurable impact. Make sure to use the key accomplishments you found in the previous step here!
- “Your community development plan has been well received by the students of your residence hall. Root Beer Floats & Registration was your best attended event with over 40 residents coming to get advice on next semester. In addition, you’ve received some outstanding remarks from students in the Hall Feedback Survey. One resident went so far to say, “Arthur really cares about the residents of our hall and makes presence and accessibility a priority for students.” Community development is one of your strengths as a Hall Director.
- Provide Constructive Feedback for Improvement – Address your suggestions for improvement. As a reminder, you should always be discussing elements in this section prior to a performance review; nothing should come as a surprise to an employee.
- “Time management has been an ongoing challenge throughout this academic year. You have done well to attempt to use your calendar more frequently to block time for different tasks, such as processing conduct. As you continue into your next year as an RA, you’ll want to make sure to balance time more effectively with deadlines and to not overextend yourself.”
- Set Clear Goals for Future Growth – The review process should outline a roadmap for success. This is a helpful step to get the employee’s perspective and input on rather than prescribe goals. Have this be part of the conversation for the performance review and, after the meeting, add these into the document before it’s finalized.
- “Increase professional network by getting involved with UMR-ACUHO for the next academic year. You will be of great assistance to them in their conference planning.”
A well-written performance review goes beyond evaluation—it inspires, guides, and strengthens workplace relationships. ResLife is one characterized by student development and success; we must commit to the same for our employees, helping them grow and persevere. By recognizing achievements, addressing challenges constructively, and setting clear goals, you create an environment that fosters continuous improvement and success.
