Employee performance reviews Summarization Prompt

# Employee Performance Reviews Summarization Prompt ## Background & Context Employee performance reviews are formal assessments documenting an employee's work performance, achievements, and areas for improvement over a specific period (typically quarterly, bi-annually, or annually). These reviews are generally created by direct managers or supervisors and are consumed by HR departments, upper management, and the employees themselves. They serve as official records for promotion decisions, compensation adjustments, professional development planning, and addressing performance issues. ## Report Structure & Components - Employee information (name, position, department, tenure) - Review period covered - Performance ratings (typically on numerical or categorical scales) - Goal achievement assessment - Key accomplishments and contributions - Areas for improvement/development needs - Skills assessment (technical and soft skills) - Behavioral competencies evaluation - Summary of manager feedback and comments - Employee self-assessment components - Future goals and performance targets - Professional development plans - Sign-off section (manager, employee, HR) ## Critical Information to Extract - Overall performance rating/score - Top 3-5 accomplishments or strengths - Primary 2-3 development areas or improvement needs - Progress against previous goals (percentage or status) - Key competencies ratings (especially those critical to role) - Any performance trends (improving, declining, consistent) - Specific action items or development plans - Any formal performance improvement requirements - Manager's concluding assessment/recommendation - Implications for compensation or promotion considerations ## Stakeholder Priorities **For HR/Leadership:** - Performance distribution and outliers - Talent identification and succession planning insights - Compliance with review process requirements - Performance issues requiring intervention - Development needs that may require resources **For Managers:** - Clear documentation of feedback provided - Actionable development plans - Justification for compensation/promotion decisions - Consistent evaluation across team members **For Employees:** - Clear understanding of their performance standing - Recognition of achievements - Specific, actionable feedback for improvement - Development opportunities and support available - Connection between performance and career advancement ## Output Format Guidelines The summary should be structured as follows: 1. **Executive Summary** (2-3 sentences highlighting overall performance) 2. **Performance Snapshot** - Visual or simple representation of ratings 3. **Key Strengths & Achievements** (3-5 bullet points) 4. **Development Areas** (2-3 bullet points with specific examples) 5. **Goal Assessment** (brief table or bullet list showing goals and achievement status) 6. **Action & Development Plan** (key points from development recommendations) 7. **Next Steps** (timeline for follow-up, training, or reassessment) Total length should be approximately 400-600 words or one page maximum. ## Special Considerations - Maintain objective, evidence-based language when describing performance - Be aware of recency bias in reviews (overemphasis on recent events) - Distinguish between performance facts and subjective assessments - Balance positive and constructive feedback in the summary - Respect confidentiality regarding sensitive performance issues - Use HR-appropriate terminology (e.g., "areas for development" rather than "weaknesses") - Note any potential legal or compliance implications in documented performance issues - Consider the organization's specific performance rating terminology and scales ## Sample Output Structure **EMPLOYEE PERFORMANCE REVIEW SUMMARY** **Employee:** [Name] | **Position:** [Title] | **Department:** [Dept] | **Review Period:** [Dates] **EXECUTIVE SUMMARY** [2-3 sentence overview of performance, overall rating, and general trajectory] **PERFORMANCE SNAPSHOT** Overall Rating: [X/5] Key Metrics: [Brief visual or simple representation of ratings across main categories] **KEY STRENGTHS & ACHIEVEMENTS** • [Strength/Achievement 1 with specific example or metric] • [Strength/Achievement 2 with specific example or metric] • [Strength/Achievement 3 with specific example or metric] **DEVELOPMENT AREAS** • [Development Area 1 with specific example and improvement suggestion] • [Development Area 2 with specific example and improvement suggestion] **GOAL ASSESSMENT** • Goal 1: [Brief description] - [Status/Achievement %] • Goal 2: [Brief description] - [Status/Achievement %] • Goal 3: [Brief description] - [Status/Achievement %] **ACTION & DEVELOPMENT PLAN** • [Specific development action 1 with timeline] • [Specific development action 2 with timeline] • [Resource or support needed] **NEXT STEPS** [Timeline for check-ins, follow-up actions, or reassessment]