What To Do If An Employee Disagrees With Their Performance Rating?

Though uncommon, but there could be instances where an employee would disagree with their rating - especially if they were scored on the lower end.

This creates an uncomfortable situation especially in our unique Malaysian cultural context where face-saving and respectful dialogue are paramount, it could be tempting to try and skirt the issue or "sweep it under the carpet."

But, we have some practical steps on how employers and managers can approach this scenario:

1. Ensure Fairness:
If an employee disputes their evaluation, the first step is to ensure fairness. Bring in an impartial party, usually an HR representative, to review the situation. Investigate if the disagreement is due to a single competency rating or the overall evaluation. An unbiased check on the manager's ratings for other direct reports and the employee's 360-degree feedback can provide useful insights.

2. Maintain Objectivity:
Having objective review criteria rooted in measurable goals can help keep appraisals impartial. While secondary competencies like teamwork or initiative can be subjective, backing up these ratings with examples and actionable feedback can make them more acceptable.

3. Regular Feedback:
Prevent surprise appraisal outcomes by promoting a culture of regular feedback. Frequent check-ins allow managers to address performance issues promptly, reducing the likelihood of disagreement during the formal review.

4. Communicate and Validate:
In case of disagreement, it's essential to stay professional and communicate effectively. Validate the employee's feelings without necessarily agreeing, and keep the discussion focused on the appraisal. It's crucial to frame feedback constructively, highlighting both strengths and areas for improvement.

5. Performance Improvement Plan:
If an employee continues to dispute their review, a Performance Improvement Plan (PIP) may be necessary. However, use this as a last resort and only for clear performance issues, not attitude problems.

6. Document and Prepare:
Record the conversation during the review, especially any problematic behaviours. If the appraisal is expected to be challenging, let another trusted manager know in advance to ensure you have support if needed.

One person's disagreement may be an outlier. But if multiple employees feel their evaluations don't reflect their efforts, it may be time to rethink the appraisal process.

Empathy, fairness, and clear communication are vital factors to ensuring a performance management process is beneficial to both the business and people.