7 Tips for Better Virtual Reviews

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Most managers have a hard enough time communicating with their team members. And doing so virtually is even harder. But there’s still good news for delivering that performance review virtually. A few basic techniques will go a long way to easing the difficulty.

Just like in-person reviews, the key to successful virtual reviews is to focus on the conversation.  It should be a dialogue between you and your team member that is focused on helping this individual perform at the highest level possible, to build on their strengths and support their development.  Here are 7 tips to make your virtual reviews effective.

1. Provide the review ahead of time. Give the person at least an hour or two to look at it prior to your conversation. That provides enough time for them to process the information and get beyond any initial reactions. They can “walk into” the meeting more composed, with thoughts and questions more fully formed.

2. Set the stage. Put aside your Zoom fatigue and use video (not the phone) so that the conversation feels as much like in-person as possible. If you usually rely on others to manage video calls, do a dry run so you’re able to focus on the discussion, not the technology. Know what you’re doing to do if there are connection issues. Reschedule as a video call, not a phone call.

3. Start with empathy. Begin the conversation by recognizing 2020 has been challenging and talk about specific challenges the individual has faced. Ask how they are doing (yes, even if you asked them that last week – you want to build empathy as part of the virtual conversation). 96% of employees believe showing empathy is an important way to advance employee retention. 92% believe it remains undervalued. Empathy will make a virtual conversation go more smoothly.

4. Focus on strengths.  Recognize their hard work. A great deal of research shows that managers and organizations should focus the majority of their feedback on a person’s strengths. The 80/20 rule on the ratio of positive to “corrective” feedback might look more like 90/10 this year. Of course, poor performers will require a higher ratio of “corrective” feedback. But if you go a bit easier on most people’s performance than you might normally, it will pay off in 2021.

5. Listen carefully. Active listening is harder on a zoom call. But it builds trust and shows respect. Employees who feel their voice is heard are 4.6 times more likely to feel empowered to perform their best work. Don’t interrupt. Allow the other person time to respond. Remember there can be video delay.

6. Don’t shortchange the review. We’re all tired of endless video calls. For many, they’re more taxing than face-to-face meetings. It will be tempting to create a shorter than normal agenda or rush through the meeting. Resist that temptation. Especially in a year that requires a little more managerial TLC.

7. Beware of an office bias. If you have a split office/remote team, remember that many managers still have a bias toward people who work on site. In a year where many people don’t have a choice, it’s important to not penalize people for their work arrangements.