Supervisor'S Performance Review Handbook Page 16
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90WHEN & HOW TO DOCUMENT PERFORMANCE
EFFECTIVELY & EFFICIENTLY
Performance documentation is one or more written behavioral examples used to substantiate a
performance rating.
Sound behavioral examples are:
Specific
Relative to the performance category, dimension or performance goal
State or infer qualitative or quantitative measurement
Dated
Poor Example: Duty/Category: Handling/Servicing Incoming Phone Calls
“A caller was thankful for your continued assistance”
(Rating: Exceeds Expectations)
Sound Example: Duty/Category: Handling/Servicing Incoming Phone Calls
“On 3/10/05 Ms. Bartell, County Superintendent, acknowledged your persistence in
finding and supplying her with the accurate information about the next EPI Planning
Meeting” when Charlotte was not available. (Rating: Exceeds Expectations)
REMINDERS ABOUT DOCUMENTATION
COLLECT DOCUMENTATION (examples) THAT SUPPORT EXEMPLARY, EXCEEDS
EXPECATIONS OR UNSATISFACTORY PERFORMANCE RATINGS
o These should typify the agreed-upon Performance Indicators
o Do NOT spend time documenting examples of “Meets Expectations”
As stated above, collect examples of work performance throughout the performance
year from:
o Customer/clients/employees such as recommendations, verbal accolades,
written letters of commendation
o Work samples of errors, below expectations
o Work samples of above and beyond what was expected
Note: Talk to a few key people who routinely interface with the employee and inquire
about his/her performance in specific key areas – especially ones that you may not
witness.
Remember a behavioral example or documentation may pertain to more than one
duty/goal/objective. Any that connect or overlap to more than one duty/goal are very
valuable as they then “paint a broader picture” of the employee’s performance.
Supervisor’s Performance Review Handbook rev 7/5/12
Page 16
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