When it comes to building process maps and automated workflows, simple is good. Processes can easily become bloated and laborious if you aren’t careful, so it’s a good idea to try and make them as basic as possible.
As simple as it gets
One of our favorite flows is the 3-Step Quarterly Review. This process is about as simple as it gets.
Performance reviews are a great place to start with process change. They are an essential part of how a company functions. The review process has a dramatic impact on employee morale. It also sets the role of professional development and formalizes a continuous feedback loop.
By limiting the review process to 3 steps, you can ensure that staff complete their reviews nice and quickly, with minimal stress.
Our 3-Step Quarterly Review consists of the following:
Start with the employee. This is going to be different for every organization, however you could include questions such as “What are you most proud of over the last 6 months?”, “Do you feel your role has changed since your last review?” or “What areas would you like to improve in?”. If you have formal KPIs, this is a great place to put them. Remember that the purpose of a review is both to evaluate performance and identify development opportunities. Your questions should reflect this.
When it comes to evaluating employee performance, you are looking at the measures of success (e.g. KPIs), patterns in performance and distinct behaviors. The questions in this section should be the same as the questions posed to the employee. That way you are both evaluating the same thing, and you can easily discuss disparities.
The meeting should always start with the manager outlining the purpose and agenda of the meeting. From there, the employee will have a chance to walk through their responses, expanding on why they felt a certain way. Once the manager has shared their notes on performance, any disparities between the two can be clarified and discussed. The employee should then be given a chance to provide feedback on the manager. Lastly, goals should be set and an ongoing development plan put in place to assist with the employee’s goals.
Is that all?
That’s all there is to it. You could make this process a whole lot more complex. Most companies do. That’s why a lot of review processes drag on over 1-2 months and end up with everyone resenting it.
We found that by moving to a much more simple review process we could shift from an annual to a quarterly review system. This made the reviews easier for both managers and staff, shifting the process from a necessary evil to a genuine feedback system.
Build it yourself
Feel free to use the 3-Step Quarterly Review for your own team.
The simpler, the better. Breaking processes down to a few simple steps is the best way to ensure compliance and ease of use. The biggest challenge you will find in process improvement is resistance to change. So make it as easy as possible for those involved. Without all the excess, they’ll love how easy your new processes are and will quickly become supporters of the change.
If you’d like to learn more about how Flowingly can help you on your process improvement journey, get a demo today!