Evaluation Forms

How to Design an Effective Employee Evaluation Form

An evaluation form is an essential part of any effective employee performance appraisal process. Evaluation forms—also known as appraisal forms—can range from simple one-page checklists to complex documents involving lengthy narratives and several types of measurements. The type of evaluation form you should use depends on your organization’s needs.

The first step in creating an evaluation form is to identify what you are trying to accomplish through performance evaluation. By using a methodical process to identify the needs of your organization, managers and supervisors, and employees, you can develop an appraisal form that will be genuinely effective and yield positive results for all concerned.

Creating the Evaluation Form

To design the evaluation form that will help your organization achieve its goals, include each of the following elements in your development process:

• Identification. Most employee evaluation forms are headed by the name of the organization and its logo; lines to fill in the employee’s name, job title, and department, and space to fill in the date of the evaluation and the performance period it covers.
• Instructions. It’s a good idea to print instructions on the evaluation form so that supervisors and managers will use it consistently.
• Measurement methodology. The evaluation form should include a description of the rating methodology to be used and what job elements will be measured—for example, duties and responsibilities, performance factors, goals of the job, and skills and knowledge needed to perform the job to the various rating levels. Rating scales are the most widely used technique for performance evaluation.
• Performance planning. It is a good idea to include on the evaluation form some space for establishing performance objectives for the next review period. You may also want to include a section on skill development, career steps, and coaching or training plans.
• Summary judgments. Evaluation forms often include an overall rating and space for comments on how this rating was derived.
• Employee input. The most effective appraisal forms allow space for employee input in the form of comments, self-evaluation, and development of future goals and performance plans.
• Employee signature. The Equal Employment Opportunity Commission (EEOC) stresses that performance evaluation be discussed with employees. A convenient place to document these discussions is on the evaluation form, so include space for employees to sign and date the form.
• Authorizations/approvals. Allow space on the appraisal form for the signature of the evaluator and others whose approval is required.
• Personnel actions. Evaluation forms can also include space for the recommendation of personnel actions such as merit increases, promotions, transfers, and discipline..