Quick answer
A performance review process is a structured way for managers and employees to look at results against agreed goals, discuss strengths and gaps and plan development. A fair process uses clear criteria, ongoing feedback, written records and the same approach for everyone.
Key takeaways
- Agree on goals and standards up front.
- Give feedback during the year, not only at review time.
- Keep notes and examples.
- Treat everyone consistently.
What are the steps?
- Set clear goals and expectations at the start.
- Hold regular check-ins.
- Ask the employee to reflect on their own performance.
- Prepare using notes and examples.
- Hold a two-way conversation.
- Agree actions and record them.
How do you give good feedback?
- Be specific, using real examples.
- Focus on behaviour and results.
- Balance strengths with areas to improve.
- Ask questions and listen.
- Agree on support the person needs.
What should you document?
| Item | Why |
|---|---|
| Goals | Shows what was agreed |
| Feedback given | Proves issues were raised |
| Support offered | Shows a fair process |
| Follow-up dates | Keeps things moving |
What if performance is a concern?
Raise it early and clearly, set reasonable timeframes and offer support. If the issue continues, follow a fair process, and get advice before any formal action.
The Fair Work Ombudsman and Fair Work Commission publish guidance on fair processes.
Common mistakes
- Surprising people with first-time criticism.
- Judging on recent events only.
- Mixing pay talks with development talks.
- Skipping reviews because things are busy.
A reliable performance review process fixes all four.
A simple agenda for the conversation
- Start with what went well.
- Review progress against goals.
- Discuss challenges and support needed.
- Set goals for the next period.
- Summarise and confirm in writing.
Share the agenda in advance so nobody feels ambushed. A predictable performance review process builds trust. Employees know what will be covered, and managers can prepare properly. Afterwards, send a short written summary so both sides remember what was agreed, and put the next check-in date in the calendar straight away.
Bottom line
A fair performance review process means no surprises: set clear goals, give feedback all year and keep honest records. A good review is a conversation, not a verdict.
Sources and further reading
Checked against the sources above and our own project experience. Last reviewed 7 October 2026.
