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annual review checklist
I. Preparation
Gather all relevant documents and materials from the past year
Compile performance reports, project summaries, and meeting notes.
Organize documents by category for easy access during the review.
Include any relevant correspondence or communications from the year.
Ensure all documents are up-to-date and accurately reflect your work.
Review previous year’s goals and performance metrics
Locate last year’s goals and associated performance metrics.
Analyze achieved goals versus unmet goals for insights.
Identify trends or patterns in performance data.
Note any factors that influenced performance outcomes.
Schedule a meeting time with all relevant parties
Consult calendars of all participants to find common availability.
Use scheduling tools to send out invites.
Confirm the meeting time and location or virtual platform.
Provide a reminder a few days prior to the meeting.
Set an agenda for the review meeting
Outline key topics to be discussed, including accomplishments and challenges.
Allocate time for each agenda item to keep the meeting focused.
Share the agenda with all participants ahead of time.
Encourage input on any additional topics from participants.
Here are some additional steps you could include in the "I. Preparation" section of the annual review checklist
Identify key accomplishments and challenges from the past year
List significant projects completed and their outcomes.
Highlight any challenges faced and how they were overcome.
Consider feedback from others in identifying accomplishments.
Document any lessons learned from challenges.
Collect feedback from peers, supervisors, and stakeholders
Create a feedback request template for consistency.
Reach out to colleagues and supervisors for their insights.
Set a deadline for collecting feedback to allow for review.
Summarize the feedback for discussion during the meeting.
Prepare a list of strengths and areas for improvement
Reflect on personal skills and competencies you've demonstrated.
Identify areas where growth is needed or desired.
Discuss strengths with peers for validation.
Prioritize areas for improvement to focus on during the review.
Reflect on personal development and any changes in job responsibilities
Review any training or professional development undertaken.
Consider changes in roles or responsibilities over the past year.
Note new skills acquired and their applications.
Assess how these changes impact future goals.
Research industry trends or benchmarks relevant to performance evaluation
Identify key trends in your industry that may affect your role.
Gather data on performance benchmarks from reputable sources.
Analyze how these trends compare to your performance.
Prepare insights to discuss how industry standards can be met.
Draft an outline of points to discuss during the meeting
List primary discussion points, including achievements and feedback.
Organize points logically for a smooth flow in conversation.
Include any questions or concerns to be addressed.
Review the outline to ensure clarity and completeness.
Consider any changes in team dynamics or organizational structure that may impact the review
Identify any recent team changes, such as new members or roles.
Assess how these changes affect collaboration and performance.
Consider organizational updates that may influence goals.
Prepare to discuss how to navigate these dynamics.
Review organizational policies or guidelines related to performance reviews
Familiarize yourself with any updated performance review policies.
Check for guidelines on feedback, documentation, and evaluations.
Ensure compliance with organizational standards during the review.
Prepare to discuss any policy implications during the meeting.
Ensure all technological tools and resources needed for the meeting are set up and functioning properly
Test all necessary technology, including video conferencing tools.
Ensure documents are accessible, either digitally or in print.
Check audio and visual equipment for clarity and functionality.
Have backup options ready in case of technical issues.
II. Performance Evaluation
Assess individual performance against set goals
Review the established goals for the evaluation period.
Evaluate performance metrics related to each goal.
Determine if goals were met, exceeded, or not achieved.
Document specific examples that demonstrate performance levels.
Collect feedback from peers, supervisors, and subordinates
Create a feedback form for anonymous responses.
Identify key stakeholders for input.
Schedule a time to collect and review feedback.
Summarize findings to highlight common themes.
Identify strengths and accomplishments
List notable achievements during the evaluation period.
Highlight skills that contributed to success.
Consider feedback to validate strengths.
Document specific instances of excellence.
Note areas for improvement and challenges faced
Identify performance gaps based on goals.
Reflect on challenges encountered during the period.
Gather feedback to support identified areas for growth.
Document challenges along with potential solutions.
Here are some additional steps you could include in the II. Performance Evaluation section of your annual review checklist
Review job description and responsibilities to ensure alignment with performance assessment
Compare current performance with job responsibilities.
Identify any discrepancies or changes in job scope.
Ensure performance expectations align with job duties.
Document findings for discussion.
Compare current performance against previous evaluations to track progress over time
Gather previous performance reviews for reference.
Identify trends in performance over time.
Highlight improvements or declines in specific areas.
Document observations to inform the current evaluation.
Analyze performance metrics and data to support evaluations with quantitative evidence
Collect relevant performance data and metrics.
Analyze data trends to support qualitative assessments.
Ensure metrics align with set goals and objectives.
Document findings with visual aids if necessary.
Conduct a self-assessment to gain insights into the employee's perception of their performance
Provide a self-assessment form for the employee.
Encourage honest reflection on performance and skills.
Review responses to identify alignment with management's view.
Document insights gained from the self-assessment.
Discuss performance in relation to team goals and organizational objectives
Review team goals and how the employee contributes.
Identify individual contributions to organizational success.
Discuss alignment with broader business objectives.
Document discussions for future reference.
Identify any skills gaps or training needs that arose during the evaluation period
Evaluate performance against necessary skills.
Solicit feedback on areas where training is needed.
Identify professional development opportunities.
Document skill gaps and proposed training solutions.
Solicit input on career aspirations and future role expectations from the employee
Schedule a one-on-one discussion about career goals.
Ask open-ended questions to gather insights.
Document employee aspirations for future planning.
Consider alignment with organizational needs.
Document specific examples and anecdotes that illustrate key performance points
Gather specific instances of performance from the evaluation period.
Use feedback and metrics to support examples.
Create a narrative around each key performance point.
Document all examples for the final review.
Establish a timeline for follow-up discussions regarding improvement plans and goals
Set specific dates for follow-up meetings.
Outline objectives for each follow-up discussion.
Document progress expectations for the employee.
Ensure clarity on the timeline and accountability.
Prepare a summary of key takeaways for discussion during the final review meeting
Compile all evaluation findings into a summary.
Highlight strengths, weaknesses, and development plans.
Ensure clarity and conciseness for discussion.
Distribute summary prior to the final review meeting.
III. Goal Setting
Discuss and define new goals for the upcoming year
Ensure goals are SMART (Specific, Measurable, Achievable, Relevant, Time-bound)
Align personal goals with team and organizational objectives
Document agreed-upon goals and expectations
Here are some additional steps that could be included in the III. Goal Setting section
Review previous year's goals and assess progress and outcomes
Identify potential challenges or obstacles in achieving the new goals
Involve team members or colleagues for input on goal-setting to encourage collaboration
Prioritize goals based on their importance and impact on performance
Establish key performance indicators (KPIs) to measure success
Create an action plan outlining the steps needed to achieve each goal
Schedule regular check-ins to monitor progress towards goals throughout the year
Ensure flexibility in goals to adapt to changing circumstances or priorities
Encourage open communication about goals and solicit feedback for continuous improvement
Celebrate milestones and achievements related to goal progress to maintain motivation
IV. Professional Development
Identify opportunities for training and skill development
Review current job responsibilities and requirements.
Consult with supervisors and colleagues for suggestions.
Explore online platforms and local training programs.
Consider both technical and soft skills development.
Document potential opportunities in a list.
Discuss career aspirations and growth paths
Schedule a dedicated meeting with a mentor or supervisor.
Prepare a list of personal career goals and interests.
Be open to feedback and alternative paths.
Explore potential roles and opportunities in the organization.
Take notes on the discussion for future reference.
Set a plan for mentorship or coaching if needed
Identify potential mentors within the organization.
Outline specific areas where guidance is needed.
Reach out and propose a mentorship arrangement.
Set expectations for frequency and format of meetings.
Document the mentorship plan and goals.
Schedule regular check-ins for progress on development
Determine a frequency for check-ins (monthly, quarterly).
Create a calendar invite for all parties involved.
Prepare agenda items to discuss during each meeting.
Review progress on previously set goals.
Adjust the development plan based on discussions.
Here are some additional steps that could be included in the IV. Professional Development section of the annual review checklist
Assess current skills and identify gaps related to career goals
List all skills relevant to current and future roles.
Rate each skill based on proficiency (e.g., scale of 1-5).
Identify skills that require improvement or development.
Consult job descriptions for desired skills in future roles.
Document findings for reference in development planning.
Research and recommend relevant certifications or courses
Identify key areas for professional growth.
Search for certifications or courses offered online.
Evaluate course content, duration, and costs.
Compile a list of recommended programs and their benefits.
Present findings to a supervisor or mentor for approval.
Explore cross-training opportunities within the organization
Identify departments or roles that interest you.
Speak with colleagues about their job functions.
Request shadowing opportunities or short-term assignments.
Document skills learned from cross-training experiences.
Evaluate how these skills align with career aspirations.
Create a timeline for achieving professional development milestones
Break down development goals into smaller, actionable steps.
Set realistic deadlines for each milestone.
Use a calendar or project management tool to track progress.
Review the timeline regularly and adjust as necessary.
Share the timeline with relevant stakeholders for accountability.
Encourage networking opportunities within and outside the organization
Attend industry-related events, seminars, or meetups.
Join professional associations or online groups.
Engage with colleagues on projects to build relationships.
Utilize social media platforms for professional networking.
Document networking contacts and follow up regularly.
Review and update the personal development plan regularly
Set reminders for regular reviews (quarterly, bi-annually).
Assess progress against goals and milestones.
Update the plan based on new opportunities or feedback.
Involve a mentor or supervisor in the review process.
Document changes and rationale for future reference.
Seek feedback from peers or supervisors on areas for improvement
Identify specific skills or areas to request feedback on.
Schedule one-on-one meetings or send follow-up emails.
Be open to constructive criticism and suggestions.
Document feedback received for personal review.
Create an action plan to address areas needing improvement.
Participate in industry-related workshops or conferences
Research upcoming events relevant to your field.
Register early to secure a spot and avoid last-minute issues.
Plan to attend sessions that align with your development goals.
Network with other attendees during the event.
Share insights gained with colleagues after the event.
Set specific, measurable, achievable, relevant, and time-bound (SMART) goals for personal growth
Define clear objectives that align with career aspirations.
Ensure goals are measurable to track progress.
Check that goals are realistic given current resources.
Align goals with organizational objectives and personal interests.
Set deadlines to maintain accountability and focus.
Evaluate the effectiveness of completed training and development activities
Review outcomes of training against initial objectives.
Solicit feedback from participants on their experiences.
Assess improvements in job performance or skills gained.
Document lessons learned for future training decisions.
Share results with stakeholders to demonstrate impact.
Discuss potential projects or responsibilities that align with development goals
Identify projects that interest you and match your skills.
Prepare a proposal outlining your interest and potential contributions.
Discuss with your supervisor or manager for alignment.
Set goals related to these projects for professional growth.
Track progress and outcomes of your involvement.
Foster a culture of continuous learning by sharing knowledge with colleagues
Organize informal lunch-and-learn sessions or workshops.
Share resources and best practices with team members.
Encourage open discussions about lessons learned.
Document shared knowledge for future reference.
Recognize and celebrate contributions from colleagues.
V. Final Review and Documentation
Summarize key points from the review discussion
Identify main discussion topics.
Highlight key achievements and challenges.
Note any employee feedback received.
Create a concise summary for documentation.
Document performance evaluations and agreed-upon goals
Record performance ratings objectively.
List specific, measurable goals agreed upon.
Include timelines for goal achievement.
Ensure clarity in documentation for all parties.
Share the review summary with all relevant parties
Distribute the summary via email or shared drive.
Ensure all involved parties receive it.
Allow for questions or clarifications as needed.
Confirm receipt of the summary by all parties.
Set a timeline for the next review or follow-up meetings
Determine a suitable date for the next review.
Communicate the timeline to all participants.
Include follow-up meetings if necessary.
Document the agreed-upon schedule.
Here are some additional steps that could be included in the V. Final Review and Documentation section
Collect feedback from the employee on the review process
Schedule a time for feedback discussion.
Ask specific questions about the review process.
Document employee feedback for future reference.
Encourage open and honest communication.
Outline any necessary action items or follow-up tasks
List tasks that need to be completed post-review.
Assign responsibilities for each action item.
Set due dates for completion.
Document action items clearly.
Ensure that all documentation is stored securely and is accessible for future reference
Use a secure storage solution (e.g., encrypted folder).
Check access permissions for relevant parties.
Organize documents for easy retrieval.
Regularly back up important files.
Review and update job descriptions or responsibilities if necessary
Assess current job descriptions against duties.
Identify any updates needed based on performance.
Discuss potential changes with the employee.
Document any agreed-upon updates.
Confirm understanding and agreement on the documented summary with the employee
Review the summary together with the employee.
Address any questions or concerns.
Obtain the employee's signature if required.
Ensure mutual agreement on documented points.
Schedule a check-in to discuss progress on goals and performance after the review
Set a date for the check-in meeting.
Communicate the purpose of the check-in.
Document the agenda for the meeting.
Encourage ongoing dialogue about progress.
Evaluate any resources or support needed for goal achievement
Discuss resources currently available to the employee.
Identify any additional support needed.
Document specific resource requests.
Follow up on resource allocation.
Prepare a report or overview for upper management if required
Summarize key outcomes from the review.
Highlight employee achievements and areas for growth.
Include any resource needs or support requests.
Ensure clarity and professionalism in presentation.
Reflect on the review process to identify areas for improvement in future evaluations
Gather feedback from all participants.
Identify strengths and weaknesses of the process.
Document suggestions for future evaluations.
Plan to implement improvements next cycle.
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