Sometimes, company management asks employees to make their own performance reports. This way, business owners can get an idea of how employees evaluate their own work. If you're asked to make the report, don't worry. Take this opportunity to demonstrate your success at work by reporting your work progress, achievements and performance as best you can.
Step
Part 1 of 3: Preparing to Write a Report
Step 1. Make sure first the report format used by the company
Performance report formats vary according to need. Some companies request that reports be sent by e-mail. Other companies determine the policy for reports to be prepared based on certain criteria for further discussion.
- If the company provides a standard format, create a report according to that format. Follow the guidelines as best you can so that you provide a complete report so it doesn't sound sloppy. Sometimes, companies ask employees to fill out forms or prepare written reports in the form of essays.
- Try to figure out what to report before the report submission deadline. This way, you can report all achievements for a year according to the specified criteria. Make sure your performance meets the specified criteria.
Step 2. Don't rush the report
In order to show the best performance, try to prepare reports in good grammar and correct without typos. You should prepare several drafts and then choose the best.
- Take the company's request seriously because the results of the job evaluation will be an important part of the work history of each employee. If there are certain records in your work history and you have to compete with other employees, the performance report will be decisive.
- Make a short performance report in a professional language style. To create a concise report, briefly summarize all of your best achievements during the year so that your report is no more than two pages long, instead of explaining everything in detail. Prioritize the performances that you consider most important and provide supporting evidence. However, choose the really useful information because no one wants to read a 30 page report.
Step 3. Get in the habit of doing good styling while working
To make writing a report easier, first collect all important documents. It's a good idea to start collecting documents early in the year.
- Attach several documents that show the success of the work, as long as it is in the format determined by the company. Choose the right document sample so you can show the best performance. Also prepare the targets that were set when you took the previous evaluation.
- Collect notes of suggestions and feedback from superiors when you take a mid-year progress evaluation (if the company conducts an evaluation). The input you get throughout the year can be used when creating reports to make the information you present more specific and more useful.
Step 4. Know what the company expects from you
Before you start writing a report, you should be able to answer the question: “What does the company expect from you?” Ask your boss if you don't know the answer. Try to understand the relationship between performance evaluation and the targets you must achieve so that company goals can be realized.
- Create performance reports based on job descriptions so you can write them systematically. However, first make sure whether any of the job descriptions have changed and all work targets are listed in the job descriptions.
- Describe each task based on the actions you need to take and then explain that you have succeeded in achieving the targets requested by the company. For that, you are entitled to an explanation of what the company expects from you. Otherwise, performance evaluations tend to be subjective and lead to unfounded criticism.
Part 2 of 3: Write Correct Information in Report
Step 1. Inform the best achievements
Don't make mediocre performance reports. Take this opportunity to report all the tasks you have completed with the best results. Tell me everything and be proud of your achievements!
- Report first the best achievements that have the most impact on the company's performance, especially important things that support the achievement of company goals and have been discussed during the last performance evaluation. Don't describe all the work you did in one year.
- However, try to convey information in a polite and professional manner. Use positive words and don't insult or demean coworkers. Focus on your own performance.
- Do not forget to report achievements at the beginning of the period to be evaluated. Employees are usually more focused on the things they do at the end of the period.
Step 2. Reveal the tangible benefits of your work
Anyone can make a report containing clichés and mundane things, but reports will be of higher quality if they are backed up by real evidence.
- Present specific facts, figures, dates, and other supporting data. For example: if you work as a social media account manager for a company, provide a report in the form of quantitative data (number of accounts that clicked “Likes”, left comments, etc.). Look for other data that can increase your credibility.
- Compare your achievements with company goals and objectives to show that you are a worthy employee.
Step 3. List and discuss work targets
You must prepare a very specific report as a basis for determining work targets for the next year. Also convey a self-development plan, namely the things you want to achieve.
- Explain how to achieve this goal. List the targets that you must achieve based on the results of the performance evaluation conducted at the beginning of the period and how well you achieved.
- Also write in the report if you are asked to do a task outside the job description or you take the initiative to work more.
Step 4. Discuss your basic competencies
In general, the company has determined the basic competencies that every employee must have in order to work well. Inform and explain this in detail.
- Show that your competence is higher than the standards set by the company.
- Use the word "competence" according to the company's standard terms to prove there is a concrete correlation between your achievements and company targets. Describe your performance in the same terms.
Step 5. Assess wisely
Before undergoing a performance evaluation, you may be asked to rate yourself. In order to determine the correct value, you must understand what it means.
- An A is usually given to employees who demonstrate leadership and are able to bring about change within the company. A grade of B is usually given to employees who perform above the target and whose behavior is exemplary.
- A grade of C is usually given to employees who achieve targets and behave well. The value of D indicates the performance is below the target and is considered unsatisfactory. The value of E reflects poor performance because employees do not work well. Look for complete information to ensure the definition of each value and how to determine the value according to company regulations.
Step 6. Compile the report as best you can
Sometimes, companies ask employees to make performance reports in a certain order. If not specified, generate the report in the following order:
- Start with a positive and convincing opening sentence. This sentence is the most important part of the annual performance report.
- After that, write down your achievements along with detailed supporting data. For each achievement, ask the question “why?” This way, you can prove that your contribution is relevant and worthy of respect. Never make a performance report with negative words.
- If there are targets that are not achieved or certain aspects that you need to improve, don't write them at the end of the report so that the beginning and end of the report contain positive things. The last part of the report is the most important part because it is the easiest to remember. So, list the things you need to improve in the middle of the report.
Part 3 of 3: Using the Right Words
Step 1. Focus on creating a report that describes your own work performance
As we know, you created this report because you were asked to evaluate yourself. However, many people include negative things and talk about other people.
- Don't use performance reports in self-defense. Be positive as best you can, for example by saying: “I always set a meeting schedule after conferring with coworkers, colleagues, and clients because I really value their time and their busyness.” Appreciating time can give a positive impression and show a wise mindset.
- Do not discuss other people because this report is not to criticize other people's work or personality.
- You also don't have to compare yourself to others when reporting achievements. Explain what you've done without bringing down coworkers who haven't achieved the same level of performance.
Step 2. Write constructive criticism of your weaknesses
A report that contains only the good stuff may seem unrealistic, but you should be very careful when admitting mistakes.
- Give yourself a critique in a separate section to show your sincerity in dealing with this problem. For example: “I prioritize my work so much and want to achieve the best results that I think I care less about my co-workers. I will continue to improve my communication skills to address this issue.” These statements can give a positive image of the author (a perfectionist who focuses on work is a good thing) and shows the ability to be aware of one's own weaknesses.
- Mention the aspects that need improvement. Don't fill the entire report with improvement plans. Focus on explaining the achievements, but you need to list some aspects that need to be improved or improved. However, don't over-criticize yourself because you'll be perceived as lacking in self-confidence.
- Demonstrate a positive mindset by presenting improvement plans. Be positive and action oriented. Describe your plan in constructive words. Instead of just telling a story about your failure, say that you want to improve on a certain aspect and what actions you will take.
Step 3. Propose career development opportunities
If you want to get a chance to attend training or be invited to a meeting, a performance report is a great way to convey that. Do not propose compensation through this report.
- Also share your thoughts on doing innovative projects that are beneficial to the company.
- Try to find out why your boss asked you to make a report, whether to discuss with others, determine the distribution of bonuses, and so on.
Step 4. Use complete sentences
Many employees try to write down as much information as possible so that reports seem messy. Don't let your report look like a jumbled note.
- For example, avoid using the phrase “revision of content” because it is too short. It's a good idea to use complete sentences to explain the topic you're discussing or convey point-by-point information.
- In addition to your immediate supervisor, your report may be read by someone else, for example by a higher-level manager. Therefore, you should provide clear and detailed information, instead of assuming that everyone already knows what you are trying to say or do.
Step 5. Be positive and honest
Even if there are things that need to be fixed, you can make them happen later on. Focus on the future, not on past failures.
- Do not give the impression of being negative, complaining, grumpy, or arrogant. Show a positive attitude, be able to work in a team, and explain your achievements with humility.
- If there's something you don't like about the company, don't write it down in the report. Take this opportunity to prove why you are needed by the company.
Step 6. Prove it, don't just talk
Try to provide specific information in your report, not just general statements.
- For example: instead of saying, “I am a reliable employee. I arrived at the office and arrived at the meeting room on time.” you better provide accurate attendance data and specific evidence that you are worthy of respect.
- Provide evidence (including numbers) to support general statements to make your report more useful and credible.
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Tips
- Make reports ahead of time. Don't procrastinate until you run out of time.
- Show a positive attitude!
- Re-read last year's performance report so that you are able to clearly remember the objectives and work targets that you have set.
Warning
- Don't pretend or lie.
- Do not provide negative information about coworkers in performance reports.
