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What is a Performance Review Document?
A Performance Review Document captures and records an employee's work achievements, challenges, and growth during a specific period in South African workplaces. It forms part of the formal performance management process required under the Basic Conditions of Employment Act and Labour Relations Act.
The document tracks key performance indicators, skills development targets, and behavioral competencies against pre-set goals. Managers use these reviews to make fair decisions about promotions, bonuses, and career development while protecting both employer and employee interests through clear documentation of performance discussions and agreements.
When should you use a Performance Review Document?
Use Performance Review Documents at key milestones throughout the year - typically quarterly or bi-annually - to align with South African employment regulations and your company's performance cycle. These formal check-ins help track progress against set targets, document achievements, and address any performance gaps early.
Create reviews before salary discussions, promotions, or probation decisions to support fair employment practices under the Labour Relations Act. They're especially valuable when managing underperformance, as they provide clear evidence of feedback given and improvement plans discussed - crucial documentation if disciplinary steps become necessary later.
What are the different types of Performance Review Document?
- Employee Performance Evaluation Form: Standard manager-led assessment covering key performance areas and competencies
- Self Appraisal Form: Employee self-assessment of achievements and development needs
- 360 Degree Performance Appraisal Form: Comprehensive feedback from managers, peers, and subordinates
- Receptionist Evaluation Form: Role-specific assessment focusing on customer service and administrative skills
- Employee Performance Review Form: Detailed evaluation combining ratings, narratives, and development planning
Who should typically use a Performance Review Document?
- Line Managers: Complete Performance Review Documents for their direct reports, document feedback sessions, and set development goals
- HR Professionals: Design review templates, ensure compliance with labour laws, and maintain records for audit purposes
- Employees: Participate in reviews, provide self-assessments, and sign off on final documentation as required by South African employment regulations
- Senior Management: Oversee the review process, approve performance ratings, and make compensation decisions
- Labour Representatives: Review performance documentation during disputes or grievance procedures to ensure fair treatment
How do you write a Performance Review Document?
- Job Description Review: Gather current role requirements, KPIs, and expected competencies as baseline measures
- Performance Data: Collect concrete examples of achievements, challenges, and incidents from the review period
- Development Goals: Note progress on previous goals and identify new skills or competencies needed
- Legal Compliance: Check latest South African labour law requirements for performance documentation
- Meeting Preparation: Schedule adequate time for discussion, prepare specific feedback examples, and ensure private meeting space
- Documentation Format: Use our platform's templates to ensure all required sections are included and legally compliant
What should be included in a Performance Review Document?
- Employee Details: Full name, position, employee number, and department as required by SA labour law
- Performance Criteria: Clear, measurable objectives aligned with job description and company goals
- Rating System: Defined performance scale with descriptors for each level
- Development Plan: Specific actions for improvement and skill enhancement
- Feedback Section: Space for both manager and employee comments
- Acknowledgment Block: Signatures from employee, manager, and HR representative with dates
- Review Period: Clear statement of assessment timeframe and next review date
- Legal Disclaimer: Statement on confidentiality and data protection under POPIA
What's the difference between a Performance Review Document and a Performance Improvement Plan?
A Performance Review Document differs significantly from a Performance Improvement Plan in several key ways, though both play important roles in South African employment practices.
- Purpose and Timing: Performance Reviews are regular assessments of overall work quality and achievement, while Improvement Plans specifically address underperformance issues requiring immediate attention
- Legal Standing: Reviews serve as general employment records under the Basic Conditions of Employment Act, while Improvement Plans form part of formal disciplinary processes under the Labour Relations Act
- Duration: Reviews typically cover set periods (quarterly/annually) with long-term goals, while Improvement Plans focus on specific short-term objectives with strict deadlines
- Consequences: Reviews often link to career development and rewards, while Improvement Plans may lead to disciplinary action if targets aren't met
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