Accomplishing Successful Performance Reviews to Thrive in the Workplace
Master Your Annual Performance Review with Year-Round Tracking and Strategic Planning.
The Dreaded Annual Performance Reviews! We have all experienced them!
What has helped me achieve successful annual performance review meetings with my manager has been laying the foundation for my objectives through proper tracking and monitoring of what I have achieved throughout the year, rather than waiting until the very end of the year. One tool that I have used and really like for tracking is OneNote https://onenote.cloud.microsoft/en-us/ because you can create different folders and color-code tasks. I have used it throughout the year to track my performance objectives using concrete data, adding finite information such as charts and numbers to show how I achieved a certain objective.
- Showing concrete numbers goes a long way with management, and it also shows them the level of detail you took to achieve that objective. Another important part of the foundation to be laid before you have your meeting with your manager is getting effective feedback. It is best to solicit feedback from other managers or people you worked closely with, other colleagues, and key employees with whom you collaborated on various projects.
- One practice that I utilized that was helpful was creating a Google Form https://docs.google.com/forms/u/0/create, adding three or four basic questions requesting specific feedback on certain aspects of my job, what skills I used to complete the task, and any areas for improvement. I would send that form throughout the year, usually at mid-year, to obtain that information and feedback. Towards the end of the year, I would send out another form for feedback at least 60–90 days prior to my annual review meeting with my manager. This alleviates the need to rush around at the last minute trying to add or request feedback and also decreases your stress level. This feedback was based on very carefully worded questions I included in the Google Form about specific tasks or projects, so there was specific information that related back to my annual objectives. Completing these tasks gradually was beneficial in the interim.
- There are many other tools and systems available that you can use. There's AI, and ChatGPT https://chatgpt.com/auth/login is a great tool for capturing and summarizing your thoughts and actions by text or recording audio that I have also utilized. Microsoft OneNote tracks documents, attachments, internet links, and other time-dated information that can be incorporated into your annual performance review. Communicating with your manager at the beginning of the year regarding your development goals and future career goals is advantageous because it allows you to be proactive during the year. This could also be part of your conversation with your manager: discussing your future goals and asking your manager how he or she can help you achieve those future goals. By doing that, you're also letting your manager know that you are proactive in your career and that you're constantly looking to grow and learn within your career. This may be helpful for any future promotions, roles, or changes that you want to make in your career. The other things that really helped me with either my mid-year performance review or my end-of-year performance review are creating tracking documents or spreadsheets to track specific projects. Specifically, it might be budget-related if part of your role is working on budgets, procurement, and financial items. This has also been helpful to me in the work I do with clinical trials.
- One of the big areas that is part of my objectives and performance reviews is eTMF filing, trial management filing, which is probably one of the most crucial tasks that you can do related to a clinical drug trial. Recently, I had an example where I had to file large volumes of backdated documents in the eTMF, which ended up amounting to hundreds of documents being filed. I created a tracker to document these in much detail. Then I was also able to provide that to my manager for the end-of-year performance review, in addition to sending that update to my other managers for the project. It shows the level of detail, and it also captures all of the specific details that are required and, if necessary, can be used if a future audit becomes necessary. So, creating various trackers—whether it is a Microsoft Excel spreadsheet, a Google Sheet, a Gantt chart, or Microsoft Project if you want to also reflect timelines—can be helpful. There are all kinds of different free tools that you can use within the Microsoft or Google suites that can help you capture how you achieved your goals and the steps that you took to achieve those goals. That also shows your manager that you're very serious about achieving your annual goals consistently throughout the year, and you can provide something tangible at the end-of-year performance review, which will help your manager make the best decision in favor of your performance review and, ultimately, any raises or increases based on your performance review. So, these things really have helped me down through the years. I've been doing performance reviews for over 30 years, and these are just some of the skills and tools that have helped me achieve annual performance reviews with little to no surprises. Find what works best for you and use it to your advantage.
Practical Year-Round Annual Performance Review Checklist
One of the most practical ways I have found to make the annual performance review process easier is to break it down into manageable activities throughout the year. Rather than treating the review as one event that happens at the end of the year, treat it as an ongoing process of setting goals, tracking accomplishments, gathering feedback, and communicating with my manager.
Beginning of the Year — Establish the Foundation
☐ Review each annual objective with my manager and make sure I clearly understand what is expected.
☐ Identify how each objective will be measured and determine what success will look like.
☐ Discuss my development goals and future career goals with my manager.
☐ Ask my manager what support, training, experiences, or opportunities could help me achieve those goals.
☐ Create my tracking system in OneNote, Excel, Google Sheets, or another tool that works for me.
☐ Create a separate section or tracker for each major objective or project.
☐ Identify the types of documentation and measurable results I should capture throughout the year.
Weekly — Track My Progress
☐ Spend a few minutes each week documenting what I accomplished.
☐ Record completed tasks, milestones, projects, and important contributions.
☐ Capture specific numbers and measurable results whenever possible.
☐ Document challenges I encountered and how I resolved them.
☐ Record positive comments, recognition, emails, or feedback I receive.
☐ Save supporting documentation, attachments, charts, links, and other evidence.
☐ Update project-specific trackers as work is completed.
☐ Note accomplishments that may not have been part of my original objectives but demonstrate additional value.
Monthly — Review and Organize
☐ Review my objectives and determine whether I am on track.
☐ Update my OneNote or other tracking system.
☐ Review project trackers and make sure information is accurate and current.
☐ Identify accomplishments that can be expressed with concrete data.
☐ Look for areas where I may need additional support or resources.
☐ Communicate important accomplishments or concerns to my manager rather than waiting for the formal review.
Mid-Year — Checkpoint and Feedback
☐ Review my progress against each annual objective.
☐ Identify objectives that have been completed, are in progress, or need additional attention.
☐ Gather feedback from managers, colleagues, project team members, and other key people I work with.
☐ Use specific, carefully worded questions when requesting feedback.
☐ Consider using a Google Form or similar tool to make collecting feedback easier.
☐ Ask: What did I do well?
☐ Ask: What skills did I demonstrate?
☐ Ask: How did my work contribute to the project or team?
☐ Ask: What could I improve or do differently?
☐ Incorporate meaningful feedback into my performance documentation.
☐ Meet with my manager to discuss progress, accomplishments, challenges, and development goals.
☐ Adjust my priorities if business needs or objectives have changed.
Throughout the Second Half of the Year — Continue Building the Record
☐ Continue weekly accomplishment tracking.
☐ Continue updating project-specific spreadsheets and trackers.
☐ Capture measurable results and supporting documentation.
☐ Continue seeking meaningful feedback rather than waiting until year-end.
☐ Document examples of teamwork, leadership, problem-solving, adaptability, innovation, and other skills demonstrated through my work.
☐ Keep track of new responsibilities or projects that demonstrate growth beyond my original objectives.
☐ Identify accomplishments that could support future career opportunities or promotions.
60–90 Days Before the Annual Review — Begin Preparing
☐ Review everything I have documented throughout the year.
☐ Organize accomplishments according to each annual objective.
☐ Identify my strongest accomplishments and the measurable results associated with them.
☐ Select specific examples that demonstrate what I accomplished and how I accomplished it.
☐ Review feedback collected throughout the year.
☐ Identify any remaining feedback I need to obtain.
☐ Update charts, spreadsheets, trackers, or other supporting documentation.
☐ Identify accomplishments that had a significant impact on my team, project, department, or organization.
☐ Review my development goals and document progress I made toward them.
☐ Identify areas where I would like to continue developing.
Final Preparation — Tell the Story
☐ Organize my accomplishments into a clear and logical story.
☐ Connect each accomplishment directly to an annual objective.
☐ Use concrete numbers, data, and examples whenever possible.
☐ Explain not only what I did, but how I did it and what the result was.
☐ Include relevant feedback from colleagues and managers.
☐ Highlight challenges I encountered and how I successfully addressed them.
☐ Identify examples of going above and beyond my normal responsibilities.
☐ Prepare a concise summary of my most significant accomplishments.
☐ Prepare specific examples of my development and growth.
☐ Identify my future career goals and the opportunities I would like to pursue.
☐ Prepare thoughtful questions for my manager about my performance, development, and future opportunities.
After the Review — Keep the Momentum Going
☐ Review the feedback I received from my manager.
☐ Document the key takeaways from the meeting.
☐ Identify areas for continued development.
☐ Incorporate my manager's feedback into my objectives for the coming year.
☐ Update my career-development goals.
☐ Carry forward the tracking system and begin documenting accomplishments for the new year.
My Simple Rule
The most important thing I have learned is that I should never have to start preparing for my annual performance review from scratch.
If I have been tracking my accomplishments every week, collecting feedback throughout the year, maintaining my supporting documentation, and communicating regularly with my manager, then the annual review becomes a summary of a year's worth of work rather than a last-minute effort to remember everything I accomplished.
For me, the process can be summarized simply:
Set the objectives → Track the work → Measure the results → Gather feedback → Document the evidence → Communicate throughout the year → Review and prepare → Discuss the results and future goals.
That approach has helped me turn the annual performance review from something I have to prepare for at the last minute into an ongoing process that I manage throughout the entire year.
