How to ask questions about review (or just don't do it!)

Submitted by Julia Miller
in
Career Management

Short & Sweet question:  How do you ask a question about a review without making it seem like you don't get it, are challenging the result, etc.?  Note that my boss gave little to no actionable feedback all year.  Several other peers have asked me if I had a clue about what score I'd get in my review because they didn't.

Basically, our reviews consist of sections that you get scored on.  All parts don't have equal weight.  In all the parts of my review, I got scored far exceeding, exceeding or meeting the goals or criteria.  The goals and criteria cover everything from business deliveries to managing a team to leadership skills.  I had no area scored as needing improvement.

BUT in the summary final score, I was scored as needing improvement.  There's a short paragraph of listing two points with no new information that wasn't listed somewhere else that was scored as meeting or exceeding expectations.

I agree with the points to work on but don't understand how in the detailed sections they can be scored one way and scored as not meeting expectations in a summary.  Is that even a reasonable assumption that they should?

I'd like to explain my dilemma to my boss but am concerned.  Peers have warned that I'll get slammed by my boss for even raising a question. 

Do I just let it go, find a new boss, ask HR for advice, ...?

Submitted by John Hack on Thursday February 18th, 2010 6:17 pm

Try this:  ask what you could do that would demonstrate improvement.  Tell him you want to be more effective, and if he's vague, try to elicit specific behaviors (you should call clients proactively, you should change the mopwater more frequently, you should get your batting average above .290).   You're trying to figure out how to improve (forward looking), rather than questioning your review (backward looking).   You want a great score; you simply want to know how to get it in 2010. 
Then during the course of the year, check in with him from time to time, to see if he agrees that you're doing the things you need to do.  Oh, and document all this. 
Of course, if you think he's not acting in good faith, then you might have to consider other opportunities. 
John Hack

Submitted by Jerel Bonner on Friday February 19th, 2010 5:46 am

First let me BLUF your question "How do you ask a question about a review without making it seem like you don't get it?"
Who say's everybody has to get it. Setup a meeting with your boss and say " I read my review over a few times, and I am unclear on two parts. Can you please help me understand how in this section I scored aa and here it is lower? I want to understand so that I can make an effective plan to improve."
Summarize the discussion with " Can I please come back to you in two weeks to review my improvement plan?" If the boss says no need for an improvement plan, then ask for HR's advise.
Then return to you boss with a list of how you are going to improve. Then recommend how often you would like to meet with your boss to ensure you are on track. (professional updates)
Hi boss,
I have made a plan on how to improve x, y and z, as written in my performance review.
If the boss does not like them, ask for what would be his recommendation. Make sure to bring him at least three options for each area to improve.
I agree with John's answer as well especially the document part.
Good luck
JHB "00"

Submitted by Julia Miller on Friday February 19th, 2010 3:18 pm

Thanks for the ideas.  Pulling them together I'd get:

  1. Ask for clarification so I can create an improvement plan.
  2. Ask for specific behaviors that would show improvement.  Ask to be able to come back with a plan for review.  Have a few ideas.  Pro-actively ask if my boss has any other ideas.
  3. KEY: During the year, check back to see if my boss thinks I'm on track for these AND if there is anything else.  I think this is key because I had worked out all my goals with my boss and tried to review them - somewhat unsuccessfully - during the year.  It seems clear to me now that there must be something I missed in my goals.
  4. Document everything.

I tend to believe the best in people and that most people mean well.  So, I'm not thinking my boss has some evil intent.  BUT I can't be naive either so documenting is a great idea.
 
Julia

Submitted by John Hack on Sunday February 21st, 2010 8:46 am

Documenting is not just for dealing with ill intent.  In fact, based on your postings, your boss probably means well, but isn't disciplined in doing reviews, and "goes by his gut" much of the time.  
Your documentation will be very useful when you write your own year end review (you do write one, even if you don't need to, right?).  Sharing that review with your boss can help them write yours (and remind them that you were on top of things all year long).
Good luck!
John Hack

Submitted by Julia Miller on Tuesday February 23rd, 2010 9:43 am

Having a mentor higher in the organization is critical!
I showed my review to my mentor who told me she knew exactly what had happened and why.  The details are too much to go into.  She also gave me some ideas for moving forward knowing the people in my management chain - their skills, focus, etc.  Unfortunately for me, she wasn't my mentor at this time last year.  But I'm moving on!
Key take-aways she raised that I can do (because I can't change my boss/organization/etc)

  1. Ask clearly and often during the year - "What are the most critical success factors you will be judging me on for my review?"
  2. If your boss isn't good at feedback, you have to be very pro-active.  My reviewing of progress, sharing concerns, raising issues I saw wasn't enough.  I needed to ask directly if I was meeting expectations and if not what is the 1 thing you want me to do.  Looking back, the things cited were mentioned but I somehow missed the emphasis if it was given.
  3. I should have followed MT's advice on pushing for quarterly reviews.  I asked to go over my goals and did that a few times.  But I should have asked clearer about how my boss would have rated me at given points when the responses were vague.  Then I could have adjusted during the year - or at least not be totally blown away!
  4. At the quarterly reviews or regular intervals, ask if there is anything not specified in my goals/objectives that you expect me to do.  (You can be great in your goals but that doesn't help if the end scoring is based on something that isn't there!)
  5. If you are ever given a team that is dis-functional, have lay-offs, etc. make sure you know what the expectations and time frames are.  Otherwise, you may be surprised to find out you "took too long"/"didn't do X"/... later!

I think Mark & Mike have raised these too.  SIGH!  I just had a clearer understanding with bosses previously. 
Painful lesson learned....