Establishing a Performance Management Calendar

Building a Performance Management Calendar drives consistent employee development. By following a program of practical activities, the team will regularly discuss career trajectory, give and receive feedback, and grow towards their goals! 

Setting Expectations Around 1:1 Meetings

If team members are only asked to think about performance once or twice per year, they will lose sight of improvement areas and growth opportunities. 1:1 Meetings are a sustainable practice that builds the foundation of a high-performance culture. These regular meetings between supervisor and report provide opportunities to check in about progress on goals, give two-way feedback, and discuss growth aspirations.

If your company culture lacks clear expectations around 1:1s, busy teams may put this practice on the backburner. Therefore, communicate guidance on how often and in what way these meetings should be held.

Suggested guidelines:

• Supervisors conduct a 1:1 Meeting with each direct report at least once per month

• 1:1s follow the Rhythm Best Practice agenda
• Every 1:1 is documented in Rhythm (Performance Management Admins can see the date of each individual’s most recent 1:1 Meeting in the Team Job Scorecard screen)

Getting your team into a rhythm of regular 1:1 Meetings will help them feel more prepared for Performance Reviews, since they already discuss their progress with their supervisor on a regular basis.

Creating & Maintaining Job Scorecards

To clarify role expectations and responsibilities, ensure that every team member receives a Job Scorecard shortly after joining the company. Once Scorecards are established, they should be regularly maintained; roles evolve, and the goals most essential to each employee’s performance can change quarterly. Again, communicate clear guidelines around creating and maintaining Job Scorecards.

Suggested guidelines:

• Supervisors assign new reports Job Scorecards within 30 days of the employee’s start date
• Supervisors review and update their reports’ Job Scorecards once per quarter

Active, accurate Job Scorecards help employees understand where to focus their energy. When they know what is expected of them, they can work towards meeting and exceeding expectations!

Determining a Cadence for Performance Reviews

Performance Reviews are the most thorough and structured evaluation of employee performance. They provide a dedicated platform for celebrating key achievements, identifying opportunities for improvement, and setting goals for future growth.

Because of the legwork required to run a Review cycle, many teams choose to conduct them once or twice per year. Other teams conduct them quarterly. Consider the quantity of employees included and the resources available—particularly on the HR/People Team—to support a successful Review Cycle.

Suggested guidelines:

• Performance Reviews are held for all employees twice per year
• A designated HR/People Team Member sets up all Performance Reviews in Rhythm
• Supervisors communicate about Reviews with their reports ahead of time

Communication needs and approaches can vary widely depending on the size and complexity of your organization. Align with the Exec Team to determine the proper owner, channel, and timing. Accurate, clear, uniform messaging drives the right behaviors!

Making Post-Review Adjustments

Your team may choose to use the data from Performance Reviews to influence compensation adjustments and promotions. If this is a desired outcome of your Review cycle, consider what the Post-Review Adjustment Process will entail and how long it will take. Stay up-to-date on any deadlines the business may have for making changes to the budget and org chart.

Suggested guidelines:

• Download Review data within two weeks of the Review completion deadline

• Use data to make decisions on compensation and role adjustments within four weeks of the completion deadline (+ receive approval from stakeholders)
• Communicate adjustments to employees within six weeks of the completion deadline

Your internal processes for adjusting compensation and titles may be complex. Align with Finance and the HR / People Team ahead of time to ensure this process runs smoothly.

Example Performance Management Calendar

Here’s an example of a simple Performance Management Calendar for a company that utilizes the calendar year. If your fiscal year is different, adjust accordingly.

1:1 Meetings

• Held once a month for every employee, 12 months of the year
• Reminders are sent to supervisors twice per year to encourage best practices

Job Scorecard Setup

• Done by the supervisor within the first 30 days of a new employee’s tenure
• Reminder sent to the supervisor at least one week prior to the new employee’s start date

Job Scorecard Updates

• Done by the supervisor for all their reports once per quarter
• Reminders sent quarterly, at least one month prior to the completion deadline

Performance Reviews

• Held twice a year in January and July
• Communication sent to all participants at least two weeks prior to launch

Post-Review Adjustments

• Determined once a year in February
• Communication sent to impacted employees by end of March

Your organization’s calendar may look different depending on unique needs and considerations. The key is to create a calendar that is sustainable for employees and provides consistent growth opportunities.

Always map out the steps of each event and be realistic about timeframes and resources. Establishing an unachievable calendar will cause unnecessary stress and create a negative mindset around performance activities.

Sharing the Calendar 

Like your company’s Planning Calendar, the Performance Management Calendar should be clear and accessible. Publish it in your employee intranet, on a team-wide Google or Outlook Calendar, or in a high-traffic area of the office. Let the team know what it is, where they can find it, and if there are any significant changes to it throughout the year.

Prior to each major event, send an email to all participants. Highlight the what, why, and when. Make responsibilities clear, and set definite completion deadlines.

If any team members need coaching to support these processes, explore Rhythm resources or reach out to your Success Coach.

Next Steps 

1. Set guidelines around 1:1 Meetings, Job Scorecards, and Performance Reviews, and communicate these to the team.

2. Commit to specific dates (or, at a minimum, time frames) for Reviews and Post-Review Adjustments to take place. Do this for the entire year ahead.

3. Publish the Performance Management Calendar in a format that is visible and easily accessible to the team. (If you have a Rhythm Success Coach or Consultant, share it with them as well!). Let the team know what this calendar is and where they can access it.

High-performing teams have a Champion invested in their growth. The general Rhythm Champion and the Performance Management Champion may be different individuals. Consider who may be best suited to perform the functions of each role.