Annual performance review
CivicActions uses Culture Amp to administer annual reviews. Culture Amp offers asynchronous, scalable review processes, including self reflection, peer feedback, and manager feedback.
Value
As a company, we want to continuously move towards an open culture where we can give feedback early, often, and openly. Our regular feedback and review cycles help us accomplish this. The process isn't cumbersome and the reviewee leaves with actionable and valuable feedback. It has also led to our entire team regularly getting practice in giving their peers and managers constructive feedback.
How it works
We have an annual review season and reviews are delivered in the last two weeks of April. In Culture Amp, you will do a self reflection about the previous year and two of your peers will give you feedback. Your manager will take that feedback and complete their review as well. Your manager will meet with you to discuss the feedback and any compensation changes and data about your hours and utilization over the past year.
When it happens
The review season starts in January and concludes in April with reviews being delivered. Below are the phases and who is involved in each phase.
- Phase 1: Prep (PeopleOps)
- Phase 2: Reflect and Feedback (Entire Team)
- Phase 3: Analysis (PeopleOps and Leadership)
- Phase 4: Approvals (PeopleOps and Executives)
- Phase 5: Review Delivery (Entire Team)
Annual Review Season Ratings & Rebuttals
Below we provide clarity on how we assess performance ratings in alignment with our values and organizational goals. You'll also find detailed information about our rebuttal process.
Together, we aim to create an environment where everyone can thrive, grow, and have their voice be heard.
Definitions for Ratings
The performance rating definitions are meant to help you better understand what each rating represents.
We've taken the time to describe them further to provide clarity and transparency about how we evaluate your performance and align it with our shared goals.
This is part of our commitment to ensuring you feel informed and confident about the review process.
Requires Development
Does not consistently meet the core expectations of their role and level.
Additional direction, support, and improvement are needed to achieve the required results.
Consistently Demonstrates Excellence
Consistently performs at a high standard, fulfilling all key responsibilities of the role with competence, reliability, and dedication.
The work demonstrates a solid understanding of the role and the person is a steady example of professionalism who consistently delivers high-quality results.
While some may occasionally exceed expectations, this rating reflects consistent, high-quality performance aligned with the expectations for the role.
Exceeds Expectations
Consistently exceeds the core expectations of their role. This is not simply doing more work, but by demonstrably impacting key areas.
This individual delivers results that significantly surpass defined goals, driving positive change.
Their contributions measurably elevate team and organizational performance, showcasing exceptional capabilities beyond their defined responsibilities.
Establishes New Benchmarks
This rating signifies performance that transcends expectations, establishing new standards of excellence and redefining the potential of the role.
This individual's contributions are marked by transformational impact, driving significant, lasting change that influences organizational strategy and sets new industry benchmarks.
They actively mentor and develop others, raising the performance bar for the entire team, and demonstrate exceptional strategic thinking, anticipating future challenges and opportunities to develop innovative, forward-thinking solutions.
Understanding the Ratings
Here are some tips to help you better understand the performance ratings and how they align with CivicActions' values and goals.
Understanding these ratings can provide valuable insight into how your contributions are recognized and how you can continue to grow within the organization.
General Insight
- Celebrate Your Wins: Take time to reflect and be proud of all that you have accomplished in the last review period.
- Focus on Growth: Use these ratings as a roadmap to improve. Whether you're meeting expectations or setting benchmarks, you have unlimited potential.
- Be Honest with Yourself: Reflect on your performance and ask for feedback from your peers and manager to gain a clear understanding.
- Ask Questions: If you're unsure about how a rating applies to you, don't hesitate to seek clarification and examples from your manager.
Rating Quick Tips
Requires Development:
- Focus on specific areas for improvement and create an action plan.
- Use feedback constructively and seek out learning opportunities.
- Track your progress and recognize small improvements.
Consistently Demonstrates Excellence:
- Stay consistent by organizing and prioritizing your work.
- Share your expertise with others and contribute to team goals.
- Look for opportunities to exceed expectations occasionally.
Exceeds Expectations:
- Be proactive in finding ways to contribute beyond your role.
- Keep a record of your successes and share them with your team.
- Inspire others by collaborating and sharing best practices.
Establishes New Benchmarks:
- Think about the broader impact of your work and how it can influence others.
- Actively mentor and guide team members to foster growth.
- Stay ahead of challenges by thinking creatively and strategically.
Rebuttal Process
At CivicActions, we believe in openness and care, which extends to our performance evaluation process.
If you disagree with your review, you can engage in our rebuttal process:
1. The "Cooling-off" Period
- What It Is: After receiving your review, you have 10 business days to thoroughly read and process the feedback.
- Your Role:
- Take the time to reflect on the feedback with an open mind.
- Identify specific points of disagreement and note why you disagree.
- Create a copy of the Rebuttal Template and fill in with your content.
2. Initial Discussion with the Reviewer
- Purpose: A one-on-one meeting with your manager to discuss your concerns.
- Your Role:
- Schedule this meeting to promote open dialogue.
- Approach the conversation constructively to clarify misunderstandings and address concerns.
- If you feel uncomfortable with a one-on-one meeting, go directly to step 3.
3. Written Rebuttal (If Necessary)
- When to Use: If the initial discussion doesn't resolve the issue, you can submit a formal written rebuttal.
- Your Role:
- Email your rebuttal to PeopleOps.
- Keep it concise, clearly identifying the aspects of the evaluation being disputed.
- Focus on specific points of disagreement, providing evidence and alternative perspectives.
4. Review Committee
- Purpose: To ensure a fair resolution by reviewing all documentation.
- Process:
- A committee comprising a People Ops representative, the reviewer's manager, and, if applicable, the department director will review your rebuttal.
- The committee will review the original review, your rebuttal, and meet with both you and the reviewer if needed.
- They will make a recommendation on the review and any necessary adjustments to the rating.
- Final Decision: The CTO or COO will review the committee's recommendation and make the final decision.
5. Communication of Final Decision
- Your Role:
- Await the final decision to be communicated in writing by PeopleOps.
- Use the feedback to refine your understanding and continue growing within your role.
Tips for Navigating the Rebuttal Process
- Take Your Time: Use the cooling-off period to process your feedback thoroughly and avoid reacting impulsively. This will help you articulate your concerns more effectively.
- Be Specific: Focus on specific aspects of the evaluation that you disagree with. Clearly explain why, and provide examples or evidence to support your perspective.
- Stay Professional: Approach the process with a constructive attitude. Avoid making it personal and focus on resolving misunderstandings or discrepancies.
- Prepare for Discussions: If meeting with your reviewer, come prepared with notes and questions. This shows you're taking the process seriously and fosters productive dialogue.
- Understand the Process: Familiarize yourself with each step of the rebuttal process so you know what to expect and can prepare accordingly.
- Leverage Support: If you feel unsure about any part of the process, reach out to PeopleOps for guidance or clarification. They are there to support you.
- Focus on Growth: Remember, the goal is to achieve clarity and improvement. Use the feedback and outcomes from the rebuttal process to grow within your role.
These ratings and processes are designed to promote transparency, fairness, and growth within CivicActions.
If you have questions or need clarification, reach out to PeopleOps or your manager. We're here to support your journey!