5 Steps To Take When Your Employees Contest Their Performance Reviews

Recently, some of our partners had a training session on self-leadership with Isaac Ayeni, and during this time a thought-provoking discussion arose about feedback. When asked why most people struggle to receive it, he offered a blunt but insightful explanation: an inherent belief in our own rightness. This resistance to feedback is particularly evident in the context of performance reviews. Over our years of experience in advising HR managers, we’ve had people who have witnessed this phenomenon – that stubborn tendency to disagree with evaluations, often politely disguised but sometimes blatantly obvious. In the demographic in which we reside, this attribute is called “coconut head.” because just like a coconut’s tough exterior, this attitude makes it difficult to receive constructive criticism and hinders growth.

However, while Ayeni’s perspective has merit, dismissing all resistance as narcissism might be oversimplifying the issue. Disagreements with performance reviews can be a sign of a deeper problem, a missed opportunity for communication, or even a call for clearer expectations. So in this article, we’ll be covering the common reasons why employees might disagree with their reviews, as well as productive ways to navigate such disagreements. We want to help you transform these situations from frustration points into catalysts for positive change. So, let’s begin.

Why Do Your Employees Disagree With Your Reviews?

There are several reasons why employees might disagree with their performance reviews, and it’s important to look beyond a simple resistance to feedback. Sometimes, it can be a wake-up call for you as a manager to assess your approach to the review process.

One possibility is a fundamental disconnect in expectations. Perhaps your employees weren’t entirely clear on the specific goals and metrics used to evaluate their performance. This lack of clarity can lead to confusion and a feeling that your evaluation is subjective or unfair. Did you communicate objectives at the beginning of the review period? Were there regular check-ins to discuss progress and address any roadblocks?

Another factor could be a lack of specific and actionable feedback. Vague comments like “you’re not doing well” or “we need you to improve” don’t guide future development. It’s like scolding a toddler without letting them know what they did wrong. They’ll only just think you’re mean. And the same thing applies to being specific about your performance reviews. So ask yourself often, Did you use concrete examples to support your evaluation? Did you offer suggestions for how they can improve in specific areas?

Aside from these, the review process itself might also be contributing to the disagreements. Does it feel like a one-sided evaluation, or is there a genuine two-way conversation where employees feel comfortable sharing their perspectives? Is there a culture of open communication within your team, or do your employees hesitate to raise concerns because they know you are the drama?

Finally, consider the possibility of unconscious bias creeping into your evaluations. Are you holding certain employees to a different standard, or letting personal opinions cloud your judgment? Taking a step back and examining your own thought processes during the review process can be incredibly revealing.

With an understanding of these potential causes, you can transform your performance reviews from points of contention into opportunities for growth and development. By fostering a culture of clear communication, setting specific goals, and providing actionable feedback, you can empower your employees to understand your expectations and take ownership of their professional journey.

Okay, So Now One Of Your Employees Contests Your Performance Review. What Next?

We know. It’s very frustrating for you. You’ve communicated your specific expectations clearly, and have provided actionable feedback as well, and you’ve seen that this employee of yours is not meeting up, yet they still contest the metrics. But don’t fret. Here are some steps you can take:

Step 1: Acknowledge The Disagreement

It’s not you, it’s them. Or you. Or both of you. We don’t know. But what we know is that the first step to solving issues with contested reviews is to acknowledge the disagreement. Acknowledging an employee’s disagreement with their performance review is not only essential for a productive conversation, but it’s also an opportunity to reframe the entire process. Performance reviews, at their core, shouldn’t be seen as punitive measures, but rather as a chance to take stock of progress, identify areas for improvement, and set clear goals for the future. Disagreements, then, become a natural part of the dialogue, a chance to ensure everyone is on the same page and working towards a shared vision of success.

Think about it this way: imagine an athlete preparing for a competition. Their coach wouldn’t simply hand them a scorecard at the end and say, “Great job” or “Needs improvement.” There would be ongoing communication, analysis of strengths and weaknesses, and a collaborative effort to develop a personalized training plan. Performance reviews should mirror this approach. They provide valuable feedback that helps employees understand how their contributions align with broader company goals. This feedback can then be used to identify areas where the employee can excel, perhaps by acquiring a new skill, taking on a challenging project, or simply receiving additional support. Ultimately, a well-conducted performance review benefits both the employee and the company. The employee gains a clearer path for professional development, while the company fosters a more engaged and productive workforce.

By acknowledging the disagreement and opening a dialogue, you’re demonstrating a willingness to listen and work together to find a solution. This fosters trust and respect within your team and sets the stage for a truly constructive conversation where both parties can walk away feeling heard and valued. The goal isn’t to “win” the argument or force agreement on your evaluation. It’s to create a shared understanding of expectations, identify areas for growth, and establish a clear path forward for the employee’s continued success within the company.

Step 2: See Things From The Employee’s Perspective

Stepping into your employee’s shoes during a contested performance review is crucial for navigating the conversation productively. You shouldn’t see their perspective as a hurdle to overcome. Rather you should see it as something you can use to aid your future evaluations.

Here’s how to truly see things from their point of view:

1. Active Listening: Go beyond simply hearing their words. Pay close attention to the emotions underlying their disagreement. Are they frustrated by a lack of clarity on the goals? Do they feel their contributions haven’t been recognized? Ask clarifying questions to fully understand the source of their discontent.
2. Consider External Factors: Sometimes, performance issues can stem from factors outside the employee’s control. Was there a recent change in workload or company priorities that impacted their ability to meet expectations? Are they facing personal challenges that might be affecting their work? Letting them talk about, and understanding these external factors allows for a more empathetic and holistic evaluation.
3. Recall Past Conversations: Reflect on previous discussions you’ve had with this employee. Did you discuss their goals and expectations at the beginning of the review period? Were there any roadblocks or challenges they mentioned that you might have overlooked? Connecting the dots between past discussions and the current disagreement can reveal areas where communication might have broken down.

By following these steps, you can gain a deeper understanding of the employee’s perspective. Empathy is key to fostering a collaborative conversation where you can jointly identify solutions and create a path forward that benefits both the employee and the company.

Step 3: Know How To Respond (While Maintaining Composure)

Your response as a manager in the face of a contested performance review is crucial for setting the tone for a productive conversation. Here’s how to approach it:

I. Acknowledge and Validate:

Start by acknowledging their disagreement and the emotions behind it. Phrases like “I understand you’re disappointed with the review” or “It sounds like you have some concerns you’d like to discuss” demonstrate empathy and create a safe space for them to voice their perspective. Remember, validation doesn’t mean blind agreement – it simply shows you’re willing to listen and take their concerns seriously.

II. Focus on Solutions:

Shift the conversation from assigning blame to finding solutions. Ask open-ended questions like “Can you tell me more about what you feel you excelled in this past period?” or “What kind of support do you think would help achieve these goals?” By working together to identify areas for improvement and the resources needed to succeed, you empower the employee to take ownership of their professional development.

III. Transparency and Specificity:

Be transparent about the evaluation process and the criteria used. Explain the reasoning behind your evaluation and provide concrete examples to support your points. Don’t rely on vague generalities. Specificity allows the employee to understand your perspective and identify areas where they may have misunderstood expectations or fallen short.

IV. Open Communication:

Encourage open communication throughout the conversation. Let the employee know you’re open to their feedback as well. Perhaps there were areas where communication could have been clearer, or perhaps there were extenuating circumstances that weren’t previously discussed. This two-way dialogue fosters trust and allows you to work together toward a mutually agreeable outcome.

Finally, remember that the goal isn’t to force agreement or win an argument. It’s to create a shared understanding of expectations, identify areas for growth, and establish a clear path forward. By approaching the conversation with empathy, transparency, and a focus on solutions, you can transform a potential conflict into a valuable opportunity for both your employee and your company.

Step 4: Find A Common Ground

Imagine a contested performance review as a puzzle with mismatched pieces. Finding common ground is like discovering how those pieces actually fit together. This requires open communication and a willingness to see things from each other’s perspective. Start by seeking areas of agreement. Perhaps you share a positive view of the employee’s strengths, even if there’s disagreement on areas for improvement. Identifying these commonalities creates a foundation for building a bridge.

Afterward, shift the focus from ratings to shared goals. What are the key objectives the employee needs to achieve in the coming period? Collaborate to establish clear, measurable benchmarks for success. This creates a shared vision of what “good” looks like, making the specific rating less significant. And then, with a shared understanding, co-create a concrete action plan. This plan should outline specific steps the employee can take to improve and identify the support you can offer as their manager. Remember, flexibility is key. As situations change, revisit and adjust the plan if needed to ensure both parties are on track.

Finding common ground isn’t about erasing differences, it’s about aligning perspectives toward shared goals and building a collaborative roadmap for achieving them. By working together and embracing adaptability, you can transform a contested performance review into a positive force for both the employee and the company.

So After Finding A Common Ground, What Next?

Following a productive conversation about a contested review, here are the next lines of action to take:

1. Document the Discussion: Briefly summarize the key points of agreement, any revised goals or action plans, and the next steps. This written record keeps everyone on the same page and serves as a reference point moving forward.
2. Follow Through: The success of the conversation hinges on following through on agreed-upon actions. Whether it’s providing additional support or scheduling regular check-ins, hold yourself accountable for the commitments you make.
3. Seek A Superior’s  Involvement (Optional): In some cases, despite your best efforts, you might not resolve with your employee. If this occurs, you might have to bring in the big guns. Consider involving your superior, that is, your managing director. They can provide guidance on navigating the company’s policies and procedures for handling performance review disputes.

Remember, a contested performance review doesn’t have to be a negative experience. By approaching it with empathy, open communication, and a focus on solutions, you can turn it into a valuable opportunity for growth and development for both you and your employees.

In Conclusion…

Disagreements with performance reviews, while sometimes frustrating, can be a catalyst for positive change. By acknowledging the employee’s perspective, fostering open communication, and finding common ground, you can transform these situations into opportunities for growth and development. The key lies in shifting the focus from assigning blame to collaboratively creating a roadmap for success.

Remember, a well-conducted performance review isn’t a one-time event, it’s an ongoing conversation. Regular check-ins throughout the review period allow you to provide ongoing support, address any roadblocks, and celebrate achievements. This ongoing dialogue fosters a culture of trust and transparency within your team, ultimately leading to a more engaged and productive workforce.

Did you know that another element that can affect the outcome of your feedback or performance review is your body language?

And that’s just one of the many things to look out for when giving feedback to your employees. Effective feedback can’t be properly done without effective communication, and lacking this quality is a danger to you not only when giving performance reviews, but also when relating to the people in your office. But it’s learnable, and that’s where we come in. At Proten International, we offer a comprehensive suite of tailored learning and development solutions. From online courses and workshops to mentorship programs and coaching services, we provide the resources and support you and your employees need to excel in your roles and achieve your full potential. By investing in our professional development programs, you can foster a culture of continuous learning and innovation, ensuring your company remains at the forefront of your industry.

Ready to take the next step? Contact our Learning and Development team today to learn more about how we can help you train your way to your full potential.