Master your annual performance review with year-round tracking, strategic documentation, and proactive feedback collection. Learn practical tools and a comprehensive checklist to build a compelling record of accomplishments and secure favorable outcomes.
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The reward isn't always just what you receive at the end, the journey itself is valuable. Never give up. Keep the finish line in sight.
Rachel Hobbins · In Her Own Words
Her Story
About Rachel
Rachel Hobbins is a Senior Clinical Trial Associate/Senior Clinical Trial Coordinator with PPD, part of Thermo Fisher Scientific, bringing more than 35 years of combined experience across the pharmaceutical and clinical research organization industries. Her career began in 1989 with GlaxoSmithKline, where she spent more than 27 years progressing through diverse roles spanning medical literature research, marketing administration, data and budget management, and application support. She currently supports clinical research operations and serves as a subject matter expert, with experience in procurement systems, clinical trial coordination, electronic Trial Master File (eTMF) management, vendor interactions, process improvement, and cross-functional project support.
Throughout her career, Rachel has developed broad expertise in clinical research operations, project coordination, data management, procurement, document management, training, and business process improvement. At GlaxoSmithKline, she managed a data budget exceeding $30 million for more than a decade while working with numerous vendors and achieving annual savings. She also facilitated Data University orientation training across two state sites for more than eight years. Her professional accomplishments have been recognized through multiple awards and honors, including a High 5 Award for business improvements, a Spirit Award for a Vaccines Project, a Certificate of Excellence for customer experience improvement, and recognition for contributions to workplace initiatives. She holds a CPS certification as a Certified Professional Secretary, a Microsoft Office User Specialist certification, and has completed professional training through PPD and additional coursework at Durham Technical Community College.
Rachel describes herself as passionate about people, and that philosophy extends beyond her professional work. She has volunteered in support of seniors, children affected by cancer, and people who are less fortunate, while also contributing to educational initiatives and providing free home Bible studies. She has served as a caregiver for three members of her family, an experience she says has taught her patience, compassion, strength, and perseverance. She attributes her professional success to her inner motivation, desire for continuous self-improvement, faith, and genuine commitment to people. Rachel encourages the next generation—particularly young women—to pursue work that inspires them, remain adaptable through inevitable change, and stay true to their goals, standards, and beliefs.
Her Interview
Ten minutes with Rachel
01What do you attribute your success to?
I attribute my success to a strong inner motivation and an ongoing desire to challenge myself and reach my full potential. I do not compete with other people; I compete with myself and continually strive to become the best version of myself. My faith and strong relationship with God have also been an important source of strength, helping me navigate challenges in both my professional and personal life. Most importantly, I genuinely enjoy working with and helping people, which has been a meaningful part of my career in the pharmaceutical and CRO industries.
Working in an industry that is constantly evolving has taught me the importance of being resilient, adaptable, and open to change. Over the years, I have embraced new technologies, evolving processes, and, most recently, the rapidly changing world of AI. Rather than being intimidated by change, I have viewed it as an opportunity to learn, grow, and continue finding new ways to contribute.
02What’s the best career advice you’ve ever received?
Don't burn your bridges with difficult people; learn from the experience and control your reaction, as you will encounter difficult people in every job.
03What advice would you give to young women entering your industry?
I would encourage young women to focus on what they are passionate about and identify the type of role and career that genuinely motivates them. Once they know what they want, they should work consistently toward that goal while understanding that there will inevitably be challenges and changes along the way. Corporate environments and careers can change, so adaptability and flexibility are essential. Stay true to your goals, personal standards, and beliefs, and remember that change is inevitable—it is how you respond to it that matters. With passion, resilience, adaptability, and commitment to your values, you can build a successful and fulfilling career.
04What are the biggest challenges or opportunities in your field right now?
Lack of new medicine in the pipeline-biggest challenges for resourcing and roles.
Biggest opportunities are there is no lack of corporate companies looking for those who have experience and skills in the industry for those who want to move up in their career.
05What values are most important to you in your work and personal life?
The values that are most important to me are integrity, loyalty, transparency, honesty, continuous learning and growth, compassion, and devotion. I believe these values shape how I approach both my professional responsibilities and my relationships with others. They guide me in maintaining trust, treating people with compassion and respect, continuing to learn, and remaining committed to the people and responsibilities that matter most to me.
Her Content Hub
Articles by Rachel
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.
Master the art of prioritization and time management through practical strategies refined over 35 years in pharmaceutical research. Learn how to distinguish urgent tasks, plan effectively, adapt to change, and leverage your strengths for maximum productivity.
Discover your Strengths in Managing Your Time
Master Your Time: Essential Lessons in Priority Management and Organizational Excellence from a 35-Year Career
One of the biggest lessons I have learned is that everything cannot be a priority. Throughout my career, there have been times when I have had multiple clinical studies, projects, meetings, and responsibilities competing for my attention. I learned that I have to step back, determine what is truly urgent and important, and then focus my energy accordingly.
- Trying to treat everything as a top priority can actually make it more difficult to accomplish anything effectively.
The importance of planning ahead cannot be emphasized enough. Taking a few minutes at the beginning of the day—or even the day before—to look at what needs to be accomplished helps me start the day with a plan rather than simply reacting to whatever comes my way. I like to know what absolutely has to get done, what I would like to accomplish, and what can wait if the day becomes unexpectedly busy.
Another important lesson is to leave room for the unexpected. In the pharmaceutical and clinical research environment, priorities can change quickly. A meeting may be added, an urgent request may come from a study team, or something may require immediate attention. A good time-management plan needs to be flexible. Being organized does not mean that everything will go exactly according to plan; it means that you have a system that allows you to adjust when things change.
- Being able to protect your most precious asset—your productive time—is crucial.
When I know I have an important task that requires concentration, I try to block time on my calendar and minimize interruptions. This has become increasingly important as our work environments have become more dependent on virtual meetings, email, instant messaging, and other digital communications. Being constantly available does not necessarily mean being productive.
Another key skill to master is that being organized reduces stress. When I write things down, keep track of my responsibilities, and have a clear system for following up, I do not have to rely on memory alone. Having a trusted organizational system gives me confidence that important tasks will not be forgotten.
Another beneficial goal is the importance of finishing what I can rather than constantly carrying tasks forward. There will always be more work to do, but completing important tasks gives me a sense of accomplishment and keeps my workload from becoming overwhelming. At the same time, I have learned not to feel guilty when something legitimately needs to roll over to the next day.
- Good time management is not about completing everything; it is about completing the right things.
Technology has also taught me to keep learning and adapting. Over my 35-year career, the tools I use to manage my time have changed dramatically. I have gone from more traditional ways of organizing information to using Outlook, digital calendars, OneNote, electronic task lists, and now AI-powered tools. I have learned that embracing new technology, such as AI, can save time and improve organization, but the tool itself is not the answer. The important thing is learning how to use the technology effectively to your advantage in your role.
Finally, I have learned that time management is ultimately about making choices. We all have the same number of hours in a day, but how we choose to use those hours makes a difference. Throughout my career, I have tried to focus my time on the responsibilities, people, and priorities that matter most.
After 35 years, and looking back on my career choices, being organized does not mean having a perfectly controlled day. It means having a system that helps me stay focused, adjust when circumstances change, and make sure that the things that truly matter get my time and attention.
The tools may change, the technology may change, and our responsibilities may change—but the ability to prioritize, plan, adapt, and take control of our time remains essential.
One key resource I found and applied in my career was identifying my individual strengths through CliftonStrengths.
CliftonStrengths Explains How You Are Uniquely Powerful
Invented by Don Clifton, the CliftonStrengths assessment uncovers your unique rank order of 34 CliftonStrengths themes.
If you are interested in knowing your specific strengths and how to apply them in your role, go to the link below to complete the assessment test, sponsored by Gallup. You can also purchase the book on Amazon, Now, Discover Your Strengths, to learn more. https://a.co/d/06oUton8
https://www.gallup.com/cliftonstrengths/en/254033/strengthsfinder.aspx
A 35-year pharmaceutical career journey reflecting on purpose, compassion, and the meaningful impact of contributing to life-saving medicines and clinical research that improves patients' lives worldwide.
Passionate About People
A 35-Year Journey of Purpose: How One Career in Pharmaceuticals Made a Difference in Patients' Lives
Thirty-five years ago, when I chose to enter the pharmaceutical industry, I never imagined that this decision would become such a defining part of my life. I have always cared deeply about people, even from a young age, but choosing a career in the pharmaceutical and CRO industries gave that passion a greater purpose. I knew that, in some small way, I could contribute to helping people live healthier and better-quality lives through medicines and treatments for the challenges they faced.
That purpose is what kept me in the industry for 35 years. The work was challenging, and there were certainly ups and downs, changes, and difficult times throughout my career. However, the work was also incredibly rewarding. I found meaning in knowing that, even if my contribution was just one small piece of a much larger process, I was helping bring new medicines and treatments to patients who needed them.
Those patients were people I would probably never meet. I would never know their names or hear their stories. Yet I knew that somewhere down the road, a person might receive a medicine that I had played a small part in helping to develop through clinical research. Knowing that gave my work a deeper meaning.
That perspective became my measuring stick throughout my career. Whenever I faced challenges, changes, uncertainty, or difficult periods, I would remind myself of why I was doing the work in the first place. Staying connected to that purpose helped me navigate the difficult times and remain committed to the industry.
Looking back over 35 years, I realize that my career was about much more than a job. It was about purpose, compassion, and people. It allowed me to combine something that has always been important to me—caring about others—with meaningful work that had the potential to improve someone's life.
I may never know exactly whose life was touched by the work I contributed to, and I may never know the full impact of the clinical studies I worked on. But knowing that I played even a small part in helping bring better treatments to patients is something I will always be proud of.
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