1. Purpose
This SOP defines the process for conducting structured performance reviews at regular intervals. It ensures that employee performance is evaluated fairly, aligned with organizational objectives, and used to drive development, recognition, and corrective actions.
Outcome:
Provides employees with clarity, feedback, and growth opportunities, while enabling the organization to make informed decisions on promotions, rewards, and role alignment.
2. Scope
This SOP applies to:
- All confirmed employees across all departments and levels.
- Review cycles: Quarterly Check-ins, Mid-Year Reviews, and Annual Appraisals.
- Inputs from managers, employees, peers (where applicable), and HR.
Exclusions: Probationers (covered under Probation & Confirmation Policy) and interns/contractors.
3. Roles & Responsibilities
| Role | Responsibilities |
| Employee | Prepare self-assessment, align progress against goals/KRAs, participate actively in review meetings. |
| Manager | Provide structured feedback, evaluate performance fairly, recommend outcomes (rewards/PIP), guide development. |
| HR | Coordinate review cycles, provide templates/tools, track completion, ensure consistency, facilitate calibration. |
| Leadership | Oversee calibration, approve final ratings/outcomes, ensure alignment with strategy and fairness across teams. |
4. Review Cycle Framework
| Cycle Stage | Timeline | Owner | Activities | Outputs |
| Goal Setting | Start of FY/Quarter | Employee + Manager | Define SMART goals/KRAs (as per Goal Setting SOP). | Approved Goal Sheet |
| Quarterly Check-in | End of each quarter | Manager + Employee | Informal but documented discussion on progress, blockers, and adjustments. | Check-in Notes |
| Mid-Year Review | Halfway through cycle | Manager + HR | Formal evaluation, feedback session, development planning. | Mid-Year Review Form |
| Annual Review | End of FY | Manager + Employee + HR | Comprehensive review of goals/KRAs, behaviors, and EVP alignment. | Final Review Form, Performance Rating |
| Calibration | Post annual review | HR + Leadership | Normalize ratings across teams to ensure fairness and reduce bias. | Calibrated Ratings |
| Rewards & Development Actions | After calibration | HR + Leadership | Apply increments, bonuses, promotions, or PIPs. | Reward Letters, PIP Plans |
5. Review Guidelines
- Consistency: All employees must undergo reviews as per the defined cycle.
- Evidence-Based: Reviews must be supported with data (KPI results, project outcomes, feedback notes).
- Balanced Feedback: Must include achievements, strengths, and areas of improvement.
- Two-Way Dialogue: Reviews are collaborative, not one-sided evaluations.
- EVP Alignment: Reviews should reflect employee contributions to Growth, Impact, Culture, Rewards, and Balance.
6. Tools & Templates
- Performance Review Form (self-assessment + manager evaluation).
- Calibration Dashboard (for HR to track scores/ratings across teams).
- Review Tracker (HR monitoring tool).
7. Compliance & Monitoring
- HR ensures 100% completion of all reviews within defined timelines.
- Incomplete or delayed reviews will be escalated to Department Heads.
- Annual audits ensure consistency of ratings across gender, role, and location.
8. Review & Ownership
- SOP Owner: HR Department.
- Review Cycle: Annual (aligned with performance cycle).
- Approval Authority: Head of HR and Leadership Team.
- The latest version must be stored in the HR Policy Repository.