By Erica Roelike, Expert HR Consultant
As an HR consultant, I know that a fair and effective performance review starts with a clear understanding of each employee’s job duties and responsibilities. Before every evaluation, I make it a priority to review and update job descriptions. This ensures that both the manager and the employee are working from an accurate, up-to-date understanding of the role.
Aligning Expectations Through Job Descriptions
Job descriptions should never be static documents. Over time, roles naturally evolve as business needs change, new technologies are adopted, or teams restructure. That’s why, before any performance review cycle, I audit and refine job descriptions. This process allows me to:
- Ensure that documented duties reflect what the employee is actually doing day-to-day.
- Identify key responsibilities and areas where the employee has the most impact.
- Support transparent, growth-oriented conversations during the review.
Empowering Employees to Reflect on Their Role
I encourage employees to self-assess their performance based on their actual duties before the review. This helps them recognize their contributions and identify areas for improvement. I ask them to consider:
- Which parts of their job description do they excel in?
- Where have they taken on new responsibilities or adapted to changes?
- Have any tasks shifted or grown since their last review?
Practical Strategies for Reviewing Job Duties
Here’s how I approach this important step:
- Audit the Job Description: I compare the written job description with the employee’s current daily tasks and update it as needed to close any gaps.
- Identify Key Components: I focus on the most important aspects of the job—whether that’s customer service, internal collaboration, or technical skills.
- Discuss Impact: I highlight how the employee’s work supports the team and the broader organization.
Sample Performance Review Questions and Phrases
To make this section of the review meaningful, I use targeted questions and feedback, such as:
- “Do you feel you have a thorough understanding of your job responsibilities and duties?”
- “Can you share examples of how you’ve applied your skills to complete tasks and projects effectively?”
- “How have you adapted to changes in your role or within the organization?”
And I might say:
- “You consistently deliver high-quality work and have taken ownership of new responsibilities as our team has grown.”
- “Your adaptability in handling both your core duties and additional tasks has been a key asset to our department.”
- “There are opportunities to improve in [specific area], and I will support you with targeted training and regular check-ins.”
Encouraging Growth and Development
A strong review of job duties and responsibilities not only recognizes current performance but also sets the stage for future growth. During this time, I make sure to:
- Celebrate achievements and areas where the employee has exceeded expectations.
- Identify skills or tasks that need improvement.
- Collaboratively set action plans for development, such as training, mentorship, or new project opportunities.
My Key Takeaway Regarding Strong Job Descriptions
By making job descriptions a living document and centering reviews on real, current responsibilities, I help leaders foster clarity, engagement, and ongoing growth for every team member. This approach ensures that performance reviews are not just fair, but also truly meaningful and impactful.
Learn more when you read: The Power of Routine Employee Evaluations. Or reach out to schedule a call today.