90 Day Review

Understanding the 90 Day Review: A Comprehensive Guide

In the realm of human resources and employee management, the 90 day review stands as a crucial milestone in the employee lifecycle. This comprehensive guide delves into the intricacies of the 90 day review process, its significance, and best practices for both employers and employees. Whether you're an HR professional, a manager, or a new hire, understanding the nuances of this evaluation period is essential for fostering a productive and harmonious work environment.

What is a 90 Day Review?

A 90 day review, also known as a probationary period review or new hire evaluation, is a formal assessment conducted approximately three months after an employee starts a new position. This evaluation serves as a checkpoint to gauge the new hire's progress, performance, and cultural fit within the organization. It's a two-way street, providing both the employer and the employee an opportunity to discuss expectations, challenges, and goals.

The 90 day mark is often considered a critical juncture in the employment relationship. By this time, the new employee should have had sufficient time to acclimate to their role, understand the company's processes, and begin contributing meaningfully to their team and the organization as a whole.

The Importance of the 90 Day Review

The significance of the 90 day review cannot be overstated. For employers, it serves as a valuable tool to assess whether the new hire is meeting expectations and if the onboarding process has been effective. For employees, it's an opportunity to receive feedback, clarify any uncertainties, and align their performance with the company's expectations.

Some key reasons why the 90 day review is crucial include:

• Performance Evaluation: It allows managers to formally assess the new hire's performance against predefined metrics and job responsibilities.
• Goal Setting: The review provides a platform to establish clear, achievable goals for the next phase of employment.
• Feedback Exchange: Both parties can share their thoughts on the first three months, addressing any concerns or highlighting successes.
• Cultural Fit Assessment: It helps determine how well the new employee is integrating into the company culture and team dynamics.
• Course Correction: If there are any issues or misalignments, the 90 day mark is an ideal time to address and correct them before they become more significant problems.

Preparing for the 90 Day Review

Proper preparation is key to a successful 90 day review. Both the employer and the employee should take steps to ensure the meeting is productive and meaningful.

For Employers:

• Review Job Description: Revisit the original job description to ensure it aligns with the actual responsibilities the employee has been handling.
• Gather Feedback: Collect input from colleagues and team members who have worked closely with the new hire.
• Analyze Performance Data: Review any available performance metrics or project outcomes related to the employee's work.
• Prepare Specific Examples: Have concrete examples ready to illustrate points about the employee's performance, both positive and areas for improvement.
• Set Clear Objectives: Outline clear, measurable goals for the next phase of employment.

For Employees:

• Self-Assessment: Reflect on your performance, achievements, and challenges faced during the first 90 days.
• Document Accomplishments: Prepare a list of your contributions and successes, no matter how small they may seem.
• Identify Areas for Improvement: Be honest with yourself about areas where you could enhance your performance.
• Prepare Questions: Have a list of questions ready about your role, the company, or your future within the organization.
• Set Personal Goals: Consider what you want to achieve in the next phase of your employment and be prepared to discuss these aspirations.

Conducting the 90 Day Review

The actual review meeting should be a structured yet conversational exchange between the manager and the employee. Here's a general outline of how the meeting might proceed:

1. Opening and Setting the Tone

The manager should begin by creating a comfortable atmosphere and explaining the purpose of the meeting. It's important to emphasize that this is a two-way discussion, not just a top-down evaluation.

2. Performance Review

The manager should provide a balanced assessment of the employee's performance, highlighting strengths and areas for improvement. Use specific examples to illustrate points and tie feedback to job responsibilities and company goals.

3. Employee Self-Assessment

Allow the employee to share their perspective on their performance, challenges faced, and achievements. This is also an opportunity for the employee to discuss any support or resources they need to perform better.

4. Goal Setting

Collaboratively set clear, measurable goals for the next period. These should align with both the employee's career aspirations and the company's objectives.

5. Addressing Concerns

Both parties should have the opportunity to address any concerns or questions. This could include clarification on job responsibilities, company policies, or career development opportunities.

6. Future Planning

Discuss the employee's future within the organization, including potential growth opportunities, training needs, and long-term career path.

7. Closing

Summarize the key points discussed, reaffirm expectations, and end on a positive note, regardless of the overall outcome of the review.

Common Pitfalls to Avoid in 90 Day Reviews

While 90 day reviews are invaluable tools, there are several common mistakes that can undermine their effectiveness:

• Lack of Preparation: Failing to adequately prepare for the review can lead to a superficial or unproductive discussion.
• One-Sided Conversation: The review should be a dialogue, not a monologue from the manager.
• Focusing Only on Negatives: While addressing areas for improvement is important, it's equally crucial to recognize and reinforce positive performance.
• Vague Feedback: Providing general or ambiguous feedback doesn't help the employee understand how to improve or what they're doing well.
• Ignoring Cultural Fit: Performance isn't just about task completion; how well the employee fits into the company culture is also crucial.
• Neglecting to Set Clear Goals: Without clear, measurable objectives for the future, the employee may lack direction moving forward.
• Failing to Follow Up: The 90 day review shouldn't be a one-time event. Regular check-ins should follow to ensure continuous improvement and alignment.

The Role of HR in 90 Day Reviews

Human Resources plays a vital role in ensuring the success and consistency of 90 day reviews across the organization. Some key responsibilities of HR in this process include:

• Developing Review Framework: Creating standardized templates and guidelines for conducting 90 day reviews.
• Training Managers: Providing training to managers on how to conduct effective reviews, give constructive feedback, and set appropriate goals.
• Ensuring Compliance: Making sure that the review process adheres to company policies and legal requirements.
• Mediating Disputes: If disagreements arise during the review process, HR can step in as a neutral third party to mediate.
• Analyzing Trends: Collecting and analyzing data from 90 day reviews to identify patterns in new hire performance and onboarding effectiveness.
• Facilitating Communication: Acting as a bridge between employees and management to ensure open and constructive communication.

Beyond the 90 Day Review: Continuous Feedback and Development

While the 90 day review is a critical milestone, it should be part of a larger, ongoing performance management and employee development strategy. Progressive organizations are increasingly moving towards more frequent, informal check-ins to complement formal reviews.

Some strategies for ongoing employee development include:

• Regular One-on-Ones: Scheduling weekly or bi-weekly meetings between managers and employees to discuss progress, challenges, and provide real-time feedback.
• Peer Feedback: Encouraging feedback from colleagues and team members to provide a more comprehensive view of the employee's performance and collaboration skills.
• Professional Development Plans: Creating individualized plans that outline long-term career goals and the steps needed to achieve them.
• Mentorship Programs: Pairing new employees with experienced staff members to provide guidance and support beyond the initial 90 day period.
• Continuous Learning Opportunities: Offering ongoing training and development opportunities to help employees grow their skills and advance their careers.

The Impact of Remote Work on 90 Day Reviews

The rise of remote and hybrid work models has necessitated some adjustments to the traditional 90 day review process. When employees are not physically present in the office, managers may need to adapt their approach to effectively evaluate performance and integration.

Some considerations for conducting 90 day reviews in a remote or hybrid setting include:

• Leveraging Technology: Utilizing video conferencing tools to conduct face-to-face reviews, even when not in the same physical location.
• Focusing on Outcomes: With less visibility into day-to-day activities, managers may need to place greater emphasis on measurable outcomes and deliverables.
• Assessing Communication Skills: Evaluating the employee's ability to communicate effectively through digital channels becomes increasingly important in remote settings.
• Gauging Self-Management: Assessing the employee's ability to manage their time and workload independently becomes crucial in remote work environments.
• Cultural Integration: Paying special attention to how well the employee has integrated into the company culture, despite physical distance.

Legal Considerations in 90 Day Reviews

While 90 day reviews are generally seen as a positive tool for employee development, it's important to be aware of potential legal implications:

• Discrimination: Ensure that the review process is fair and unbiased, avoiding any discriminatory practices based on protected characteristics such as age, gender, race, or disability.
• Documentation: Maintain thorough and accurate records of all reviews, including the topics discussed and any agreements made.
• Consistency: Apply the same standards and processes to all employees in similar positions to avoid claims of unfair treatment.
• Promises of Continued Employment: Be cautious about making any promises or guarantees about future employment during the review.
• Privacy: Respect the employee's privacy by conducting the review in a confidential setting and keeping the contents of the discussion private.

Conclusion: Maximizing the Value of 90 Day Reviews

The 90 day review is a powerful tool in the HR arsenal, providing a structured opportunity to assess new hires, set expectations, and lay the foundation for long-term success. When conducted effectively, these reviews can significantly enhance employee engagement, productivity, and retention.

By approaching 90 day reviews as a collaborative process focused on growth and development, organizations can create a positive experience that benefits both the employee and the company. Remember, the goal is not just to evaluate past performance, but to pave the way for future success and mutual growth.

As with any HR practice, the key to successful 90 day reviews lies in thorough preparation, open communication, and a commitment to continuous improvement. By investing time and effort into this process, organizations can foster a culture of transparency, accountability, and ongoing development that drives long-term success.