employee evaluation form_cover

Creating An Effective Employee Evaluation Form

What is employee evaluation and why is it important to have an employee evaluation process within your organisation? 

Employee evaluation refers to the process of reviewing employee performance, either by HR or the relevant manager-in-charge. Such performance reviews are necessary in monitoring the employee’s progress in the company, and rewarding them accordingly for their efforts or taking the necessary actions for the lack thereof. Overall, employee evaluation goes hand-in-hand with ensuring company goals are continuously met and work productivity is kept at high levels. 

Employee evaluation forms are hence created under this objective. You might have already heard of such forms under alternative titles, such as: 

  • Performance appraisal form 
  • Performance review form 
  • Staff evaluation form 

Firstly, what goes into an employee evaluation form? 

An employee evaluation form should be well-crafted for employers to carefully and fairly assess the employee’s efforts and generate a detailed feedback report, so as to keep the department running at the top of its game. Here are some important features to include when drafting an employee review form, or working with a performance review template:   

1. Employee and Employer Details 

Both the names of the employee (reviewee) and employer (reviewer) of the form should be clearly spelled out at the top, alongside other basic information such as:

  • Employee role
  • Employee division
  • Employer/Reviewer role
  • Review date and period

2. A Concise Rating System and Evaluation Checklist 

An easy-to-understand rating scale serves the purpose of guiding the reviewer in assessing employee performance. Here is one possible example:

employee evaluation form_checklist

A breakdown chart of the rating scale can also be created to further supplement the performance review and help employees better process their evaluation. Provide descriptions for each level of the scale and explain what receiving a specific score signifies. Here’s another example: 

employee evaluation form_rating scale

In creating effective employee evaluation checklists, which list out the expectations employees are assessed by, do keep in mind that it’s helpful to tailor them according to the nature of the department. For example, when creating an evaluation checklist for a marketing division, expectations can be listed based on specific qualities such as client interaction skills and customer knowledge. 

In creating effective employee evaluation checklists, which list out the expectations employees are assessed by, do keep in mind that it’s helpful to tailor them according to the nature of the department. For example, when creating an evaluation checklist for a marketing division, expectations can be listed based on specific qualities such as client interaction skills and customer knowledge. 

3. Comments Section

Often, an employee evaluation checklist alone is insufficient in providing comprehensive feedback. A section for written or typed comments should also be made available. Some question prompts could go as follows: 

Employee evaluation form_Employer comments

A comments section shouldn’t only be limited to the reviewer either! Employees can also have some space for self-evaluation and reflection after receiving their review. Here are some possible prompts for employees: 

Employee evaluation form_Employee comments

4. Signatures 

Employee evaluation form_digital signature

Naturally, after both reviewer and reviewee have completed the employee evaluation form, a space should be left at the bottom for mutual acknowledgment. With everything shifting online since the pandemic, digital forms and signatures are becoming more relevant than ever! All you need is the correct softwares… which we’ll get to in just a moment. 

Best practices for effective employee evaluation

employee evaluation form_best practices

Employee evaluations can be stressful, and for some, they can be downright intimidating. How do we maximise the comfort of both parties? To begin with, transparency is key. Employers should communicate clearly to their employees on how they will be evaluated at the start of every assessment period, such as the grading criteria, the expectations to be met, and so on. That way, employees will be better equipped to set personal goals in preparation. 

Employees should also be given a safe space to voice their feedback about professional matters. Employee evaluation shouldn’t be a one-way street, where the employees are the only ones on the receiving end. Employers should take this chance to hear opinions and concerns from members in their department as well.

Feedback provided by employers should also come with suggestions, if not possible solutions to tackle weaknesses and blind spots. Comments made should always be accompanied with valuable advice, and not careless remarks. For instance, instead of writing “You’re always late in your deliverables,” try writing “Set a calendar or attend a course to manage your time better.” The latter will likely go a longer way in having your words take effect. 

Are there any tools/templates out there that can assist in creating employee evaluation forms? 

That goes without saying! We know a few that can help. 

If you’re looking for an array of colourful templates to choose from, you might want to try JotForm, which offers a variety of evaluation form templates to get you started. Of course, the templates aren’t limited to evaluation purposes⁠— there are surveys, RSVP forms and even complaint forms!

Another alternative platform that might interest you is 123 Form Builder, which similarly offers multiple customisable templates, and the option to create one entirely from scratch via drag-and-drop. However, while JotForm allows the creation of 5 free forms/month and 100 submissions/month, 123 Form Builder 3 free forms/month and 20 submissions/month. JotForm also comprises over 150 integrations, including Zapier, whereas 123 Form Builder has over 77.

Forma

New to the scene with already plenty to offer is Forma, a no-code platform (newly integrated with Zapier) that doesn’t just help you build customisable forms and supplement numerous templates⁠— it manages your business processes for you too. 

Like JotForm and 123 Form Builder, Forma provides different templates for various form creation purposes, from employee evaluation forms to expense claims. (The screenshot examples above were all taken from Forma’s platform!) Accept e-payments (powered by Stripe), collect digital signatures, connect Forma to your database, and more. 

What’s more is that Forma is also equipped with other useful functions to help you run your business, such as supplying a personal database. Having your own personal database within Forma means you no longer have to rely on external platforms such as Google Sheets or Microsoft Excel to keep track of your records! If anything, it’s going to make things a lot more convenient. Learn more about what Forma can do here before testing it out for yourself. 

Don’t wait around to create that employee evaluation form any longer, try Forma out for free now!