Employee reviews are an important part of running a successful business; omitting them can lead to poor retention as people need feedback to thrive. This month, we will discuss the 90-day review for new hires, which is a good time to evaluate their training progress, address potential challenges, and provide encouragement.
Why this review is important
By the 90-day mark, you should have a good feel for the employee’s strengths and whether they are a fit for your practice. If things are going well, utilize this time to give positive feedback and encourage continued growth. If there are areas of concern, make sure to relay these to the employee so that changes can be made before bad habits are engrained.
As with some teachers in school, I tend to reserve the 5s [in employee reviews] for rare occasions.
Performance categories
In my office, I review my employees on four categories: attendance, knowledge and performance of job responsibilities, interactions with patients, and team mentality/office pride. The expectations for each of these areas are stated along with the employee’s score in each (see below for the point system), followed by comments. We discuss each of these during the review, and I welcome any discussion or questions.
YEARLY INTERVIEWS
Yearly interviews provide a great opportunity to evaluate each employee’s growth and potential. This meeting is usually more relaxed and conversational than the first review, as any significant problems should be addressed as they happen. Like the 90-day review, we use the same categories of evaluation, highlighting areas of excellence and providing specific feedback on areas that need improvement. We also review employee goals and set new ones for the coming year.
I recommend scheduling an employee’s first yearly review around their hiring anniversary; after that, if it is easier for your clinic, you can schedule all employee reviews to occur around the same time frame.
I strongly encourage yearly wage increases at the employee’s review. Regular raises help to avoid your staff feeling overlooked, even if the raises aren’t large. I have a base yearly raise amount that is awarded for being with the company another year. If an employee has excelled at their position, I will increase that amount.
Performance scoring
I employ a point system for employee reviews. This method allows a straightforward categorization of the employee’s status and future with the practice. The review is broken down by each category listed above, and each scored out of a possible 5 points. The grading scale is as follows:
1. Unsatisfactory
2. Requires Improvement
3. Meets Standards with Room for Improvement
4. Exceeds Expectations
5. Outstanding
As with some teachers in school, I tend to reserve the 5’s for rare occasions. Most employees can always strive for improvement, especially when they have only been at the office for 3 months.
At the end of the review, scores are totaled and the employee’s next steps within the office are determined by the score. A total score of 12 or higher out of 20 must be achieved to move out of the probationary period. A score of 7 to 11 will result in the employee remaining in probationary period for up to an additional 60 days, with additional reviews scheduled as needed. A score of 6 or lower will result in termination.
Ask about goals, concerns
At the review’s conclusion, always ask the staff member about their goals and concerns. Doing so will ensure that the lines of communication are open and help the employee feel valued. Pay increases are optional at this time, and are usually reserved for exceptional cases.
Continued reviews, continued success
Of course, 90-day reviews are just one kind of review. Yearly reviews are important as well, to help your team continue to grow. (Strategies for annual reviews can be found in the sidebar.)
Regular reviews can also prevent you from falling out of touch with your employees. I recently heard a story about a company that lost its top performer after 10 years of employment; when asked why he was leaving, the employee said it was because he was never given help. His managers did not realize he needed help because they never asked. If open communication and regular reviews were performed, this would not have happened. Don’t be like that company. OM
