Assessment form: key tips for preparing and applying it listed

by Danique Geskus | Nov 8, 2023

An assessment form, used during performance reviews, helps to objectively and structurally evaluate employee performance. It has several uses such as performance appraisal, feedback, goal setting, development and growth, reward and recognition, and documentation. Best practices in their creation and use include specific and relevant performance criteria, fair and objective assessments, consistent scale, regular feedback, encouraging dialogue, providing development opportunities, and documenting the conversation.


What is an assessment form?

An appraisal form that companies use during performance reviews is a structured document that helps evaluate employee performance and behavior. The form typically contains sections in which specific goals and competencies are assessed. This can include productivity, quality of work, collaboration, communication and professional development. The form also provides space for comments and feedback from both the supervisor and the employee. By using an assessment form, companies can objectively and structurally assess employee performance, identify strengths and address areas for improvement.


Applications of an assessment form

An assessment form has several important uses. We’ve listed the most important ones for you:

  1. Performance appraisal: The appraisal form is used to assess employee performance. It allows managers to objectively evaluate employee strengths and development needs based on predetermined criteria and objectives.
  2. Feedback: The assessment form provides a structured framework for giving feedback to employees. It allows executives to provide specific examples of performance and constructive comments on areas where improvement is needed.
  3. Setting goals: The assessment form is often used to set goals for the future period. It allows managers and employees to jointly set goals that are relevant to the role and contribute to the broader goals of the organization.
  4. Development and growth: The assessment form can also be used as a basis for identifying employee development needs. By identifying strengths and weaknesses, managers can create targeted development plans to improve employees’ skills and abilities.
  5. Reward and recognition: Appraisal forms are also sometimes used as a basis for determining rewards and recognition, such as salary increases, bonuses or promotions. Performance ratings on the form can play a role in making decisions about rewards and recognizing employee contributions.
  6. Documentation: The assessment form serves as an important document in personnel records. It provides a written record of the assessment and can be used as a reference point for future evaluations, promotions or employment issues.

In general, the use of an assessment form in performance appraisals is a structured and systematic approach to evaluating and developing employees in an organization. It helps promote fair reviews, provide valuable feedback and encourage employee growth and performance.


Components of an assessment form

While the specific structure and content of assessment forms may vary between organizations, there are some common elements that are often included. Here is a general explanation of the structure of assessment forms:

  1. Personal information: The form usually begins with the employee’s personal information, such as name, position, department and grading period. This provides clear identification of the employee being assessed and the time in which the assessment takes place.
  2. Assessment criteria: The form usually contains a list of assessment criteria or competencies on which the employee is evaluated. These criteria are often determined based on the job description and the goals of the organization. Examples of assessment criteria include communication skills, problem-solving ability, teamwork, results orientation, etc.
  3. Rating scales: Appraisal forms often include a scale or series of rating options to assess the employee’s performance on each criterion. For example, this could be a numerical scale (e.g., 1-5) where 1 represents inadequate, 3 represents satisfactory and 5 represents excellent. Other scales may use words such as “substandard,” “moderate,” “good,” and “excellent” to indicate levels of performance.
  4. Overall Rating: This is a summary of the employee’s overall performance, usually given as an overall score.
  5. Signatures: The form is usually signed by both the evaluator (usually the supervisor) and the employee to show that the interview took place and its contents were discussed.


Best practices for creating and using an assessment form

There are some important things to consider when creating and using these types of forms. Of course, you want to avoid focusing on just filling out the form. Ultimately, it’s about the conversation that comes about. We would like to give you the following best practices.

  1. Be specific: Performance criteria should be specific and measurable. Try to set clear, quantifiable goals so there is no confusion about what is expected.
  2. Make it relevant: Make sure the performance criteria are relevant to the employee’s role. This means they must relate to the tasks the employee actually performs and the goals of the department or organization.
  3. Be fair and objective: Reviews should be based on facts and observations, not personal feelings or prejudices. Try to give specific examples of accomplishments or behaviors to back up your points.
  4. Use a consistent scale: All assessments should be conducted using the same scale to ensure fairness and consistency. This means that if you use a rating scale from 1 to 5, you should make it clear what each score means.
  5. Provide regular feedback: Reviews should not be the only time employees receive feedback. Regular, constructive feedback can help employees continually improve and know where they stand.
  6. Value dialogue: The appraisal interview should be a dialogue, not a monologue. Give employees a chance to ask questions, discuss their performance and indicate their own goals and aspirations.
  7. Offer development opportunities: Use assessment as an opportunity to talk about professional development and growth. This may include training, new responsibilities or projects, or other opportunities to learn and grow.
  8. Document the conversation in the form: Be sure to document the review conversation so you can refer to the points discussed later. This can also be helpful in the event of any disputes or misunderstandings.

Following these best practices can help ensure that your appraisal process is fair, effective and useful to both the organization and employees.


Make assessments fair and objective with Learned’s assessment forms

Learned’s standard templates allow you to base assessments on objective criteria that measure your employees’ performance and competencies. We work with scientifically based question sets and rating scales. The forms further allow for 90°,180° and 360° feedback to facilitate insights from multiple perspectives. Curious about Learned’s templates for assessment forms? Click here!

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