Advertising

How to Give a Killer Evaluation

How to Give a Killer Evaluation
Advertising
Meeting Room

Ever gone into a performance review, had to deliver a speech or make a sales pitch and become more concerned about what the reviewer was going to say or write than what was in the presentation? It can be like going to the dentist for a root canal. This is a tough area, but it can be even more difficult for whoever is doing the evaluation.

Advertising

A badly done evaluation can cause the following undesirable outcomes:

Advertising

  • the person quits, leaves, walks out or throws coffee in your face.
  • the review becomes an demotivator for future presentations.
  • a friend becomes an enemy. An evaluation reflects on the evaluator as much as it does the person who is receiving it.

A good or great evaluation should do the following:

Advertising

  • inspire the person receiving it to new heights.
  • give the recipient specific information that can be used constructively.
  • encourage the person to seek additional input and evaluation.
  • maintain the person’s respect and build your relationship based on trust.

The “sandwich technique” is a simple strategy widely used in Toastmasters International, the world’s leading organization dedicated to helping people improve their communication and leadership skills. It can be used to give a killer evaluation that will leave the recipient in a positive state. The technique simply involves starting the evaluation by mentioning some positive aspects, followed by a couple of specific suggestions for improvement and ending with some positive comments. Better yet, end it with an positive overall impression. For example, “Betty, you had a great smile and engaged the audience well. People connected with you. I noticed though that you were taking too much time going into the discussion about product features, rather then the benefits they would be getting. But they got a lot from the customer examples you gave and the presentation didn’t get bogged down and run too long. Your passion came through great. Good luck on the closing session tomorrow.”

Advertising

As an evaluator, here are some tips that work well with evaluations:

Advertising

  • Know the objectives of the performance, whether it is a speech, sales presentation or job review.
  • Don’t be a critic. This isn’t a movie. This is part of a process of building up team members. Nor is it about passing or failing – leave that in school. Act like a coach, not like a judge.
  • It is not about you, it is about the person receiving the feedback. Sometimes, especially when evaluations are not done one on one, the evaluator can lose sight of the presenter and take tangents. Going off on an inspirational, preachy rant is not going to be as helpful as giving the presenter or team member specific constructive feedback.
  • Keep it simple. Figure out which areas to emphasize and which to leave out. The guts of the most evaluations can be broken into three areas: a) content, b) organization, c) delivery. For an after dinner speech, during drinks, content usually doesn’t matter since people just want to be entertained. Not true for a technical presentation. Organization becomes critical where time constraints are tight.
  • Prioritize and comment only on a couple main points. Like the farmer who has a truckload of feed for when the cows come home at night. If only one shows up, don’t give her the whole load!
  • Create a simple evaluation form. A blank sheet of paper works well in a pinch. A single sheet of notes broken into parts with the top third being some positive specific comments, the middle third being one or two specific suggestions for improvement and the bottom third for overall positive impression and maybe a closing comment. This can help focus the discussion and also can be something the person can take away from the review for later consideration. It does not need to be like those multi-point checkbox things they use for government inspections.
  • Do not give a “whitewash” evaluation. Avoiding candor hurts more than it helps. Being honest and direct adds value. If the presentation is a bomb or if you are going to fire the person, it does not help either party to give a falsely positive evaluation. There can still be positive aspects but if the overall outcome was below par, don’t hide that fact.
  • Practice, practice, practice. If you need a forum, an easy one is one of the local Toastmasters clubs. There are also courses available. An killer evaluation should not take a long time. Three to five minutes is enough for an evaluation of a stage performance and should be given as soon as possible after the performance ends. It should not come after things have been forgotten. For a sales presentation, it often becomes a little more involved depending on the particular circumstances. It can be done in a quick 5 to 10 minute session, or over a long lunch if the sale did not close after months of work on it. Job performance reviews should be done in a pre-determined amount of time that you stick with whether it be 15 minutes, an hour or whatever. The evaluation component should be a certain pre-determined percentage of if it. The remainder used for setting performance targets, etc.

If you are not sure how well you are doing in your evaluations, get an evaluator to evaluate your evaluation. Then ask yourself, would you want to go through that again? If you are consistently receiving bad evaluations from someone, print out this article, highlight the relevant portions and send it to the offender with a polite indication you are giving feedback because you care about the process. We would love to receive an evaluation on our evaluation article! Please post comments and share your experiences giving and receiving evaluations (the good, the bad and the ugly).

Peter Paul Roosen and Tatsuya Nakagawa are co-founders of Atomica Creative Group, a specialized strategic product marketing firm. Through leading edge insight and research, sound strategic planning and effective project management, Atomica helps companies achieve greater success in bringing new products to market and in improving their existing businesses. They have co-authored Overcoming Inventoritis: Happy About® Not flushing Away Your Innovation Dollars now available.

More by this author

Tatsuya Nakagawa

Tatsuya Nakagawa is the CEO of Castagra and a Podcaster.

How to Move Forward Once You Have Achieve a Big Goal The Golden Rule Of Referrals: Learn to Give a Perfect Referral Burn The Business Plan: Write a Book Instead How to Give a Killer Evaluation Increasing your Credibility in 30 days: How to Brag without Bragging

Trending in Featured

1 15 Tips to Restart the Exercise Habit (and How to Keep It) 2 8 Simple Ways to Be a Better Listener 3 The Art of Humble Confidence 4 How to Learn Something New Every Day and Stay Smart 5 How to Overcome Procrastination and Start Doing What Truly Matters

Read Next

Advertising
Advertising

Last Updated on November 18, 2020

15 Tips to Restart the Exercise Habit (and How to Keep It)

15 Tips to Restart the Exercise Habit (and How to Keep It)
Advertising

It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

  1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
  2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
  3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
  4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
  5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
  6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
  7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
  8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
  9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
  10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
  11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
  12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
  13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
  14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
  15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

Read Next