Conducting Performance Reviews

At the end of each semester, you should conduct a performance review with each of the members of your executive team. The purpose of this review is to discuss the results of the past semester, determine moving forward steps and to evaluate if the individual in that role should stay on. It is important to conduct these reviews in order to have a level of accountability regarding the work that your executives are doing.

You can download a Performance Review & Evaluation Template. The rest of this emanual will walk you through how to conduct this review, and deal with the outcome(s).

Starting a Performance Review
Before starting a performance review, it is important to set expectations and walk your VP through the review process. Expectations you set may include them being open and honest about how they feel the semester went, and being open to feedback and constructive criticism. You must also assure them that anything shared during the performance review will not be shared with the rest of the executive team, though it may be shared with Head Office. You must ask them if they have any expectations they’d like to set before you start.

Next, you should walk them through the process, and explain what you’re looking for in the review. For example, the “evaluating results” component will be very quantitative, based on results throughout the semester, whereas the “key successes & concerns” section will be much more qualitative.  Make sure to ask if your VP has any questions before proceeding.

Evaluating Results
Generally, its a good idea to start a review with talking about the quantitative aspects of performance. Quantitative results are very important, as it measures the outcome of the work done. With every single VP, you should be talking about Exam-AID revenue results to date, as compared to your goal. Regardless of what role they play in your team, everyone should feel responsible for the bottom line.

Depending on the functional area of your VP, there are different other metrics you can talk about. It is important to compare the results to established goals, rather than just talking about them as stand alone numbers. Below is a list of recommended metrics:

  • Logistics
    • Number of sessions offered
    • Number of cancelled sessions
    • Tutor ratings
    • Attendance at sessions
  • Marketing
    • Attendance at sessions
    • Applicants for volunteer positions
    • Applicants for outreach trip
    • Partnerships on campus (professors, clubs, etc)
  • Human Resources
    • Number of volunteers (compared to goal)
    • Volunteer socials held (number & turnout)
    • Volunteer retention
  • Finance
    • Reconciliations completed
    • Timeliness of deposits & reimbursements
  • Outreach
    • Applicants for outreach trip
    • Confirmed trip participants

Key Successes & Concerns
Once you’ve discussed the results of the semester, you should ask your VP about their key successes & concerns throughout the term, and why they think they went well or not so well. This is a transition to the more qualitative discussion of things that were tried, tested and done, and how your VP thinks they went. Once your VP has talked through their successes & concerns, its important that you bring up anything you think went well or poorly that was not mentioned by the VP. You want to make sure you discuss all positive and negative performances throughout the semester to get a good picture of where things stand.

Lessons Learned
This is basically the “moving forward” component of the performance review. Depending on what the conversation included, this part could involve talking about corrective action to address concerns, and/or how to leverage successes to continue and amplify growth. Without talking about moving forward, the performance review is of no real use.

Questions you can use to guide this part of the conversation include:

  1. Give some of the concerns you talked about, how can our team correct those in the next semester?
  2. How do you think we can use our successes to make next semester even stronger?
  3. Are there any concerns you think will carry forward into next semester?
  4. What changes do you want to make as a leader moving forward?

At the end of the review, you should have a lot of actions moving forward. If you walk away from the performance review with no changes or actions to take, then the review has not been done correctly.

End of Term Reviews
At the end of the school year, and VPs or Presidents that would like to continue in their role should go through a performance review to determine if they are the best fit moving forward. Applications for all positions must be opened to the entire chapter, and incumbents must also reapply to keep their role. Presidents looking to stay in their role must go through a Performance Review with Head Office.

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