Performance Review Workflow for Retail & E-commerce

# Performance Review Workflow - Retail & E-commerce

## Purpose
Run quarterly or annually to provide fair, consistent feedback and align individual goals with business objectives.

## When to Use
A structured quarterly or annual performance review workflow with self-assessment, manager review, calibration, and goal-setting stages.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your retail & e-commerce business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Employment Hero or Notion)

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## Performance Review Workflow

### Trigger
Scheduled review cycle begins (quarterly or annually), or an employee reaches a probation review milestone.

### Steps

**Step 1: Announce the Review Cycle** (Owner: HR Manager) - 4 weeks before review period
Announce the upcoming review cycle via Slack and email. Share the timeline, expectations, and any changes to the review process. Distribute the self-assessment form via Employment Hero.
- Tool: Slack + Employment Hero
- Output: Review cycle announced, self-assessment forms distributed

**Step 2: Set Review Schedule** (Owner: HR Manager) - 4 weeks before
Create the review schedule in a shared calendar. Allow 45-60 minutes per review meeting. Ensure managers have adequate time between reviews to avoid fatigue. Share the schedule with all managers.
- Tool: Calendar + Slack
- Output: Review meetings scheduled for all team members

**Step 3: Complete Self-Assessment** (Owner: Each Team Member) - Due 2 weeks before review meeting
Each team member completes their self-assessment in Employment Hero covering: achievements against previous goals, challenges faced, skills developed, areas for growth, and proposed goals for the next period.
- Tool: Employment Hero
- Output: Self-assessments submitted

**Step 4: Gather 360-Degree Feedback** (Owner: HR Manager) - 2-3 weeks before review meeting
For team members being reviewed, request brief feedback from 2-3 peers or cross-functional colleagues. Use a standardised feedback form focusing on collaboration, communication, and professional strengths.
- Tool: Employment Hero or Google Forms
- Output: Peer feedback collected and summarised

**Step 5: Manager Preparation** (Owner: Each Manager) - 1 week before review meeting
Review the team member's self-assessment, peer feedback, project outcomes, and any relevant metrics. Complete the manager assessment form in Employment Hero. Prepare specific examples for feedback points. Draft proposed goals for the next period.
- Tool: Employment Hero + Notion
- Output: Manager assessment completed, meeting prepared

> Decision Point: If a Manager anticipates a difficult conversation (underperformance, role change, or probation concerns), consult with HR before the meeting to align on approach and ensure compliance with employment obligations.

**Step 6: Conduct the Review Meeting** (Owner: Manager + Team Member) - As scheduled
Hold a structured review conversation:
1. Open with the team member's self-reflection (10 min)
2. Share manager feedback with specific examples (15 min)
3. Discuss peer feedback themes (5 min)
4. Agree on development areas (10 min)
5. Set goals for the next period (10 min)
6. Close with next steps and support needed (5 min)
- Tool: Employment Hero (reference during meeting)
- Output: Review meeting completed, notes captured

**Step 7: Document the Review** (Owner: Manager) - Within 2 business days of meeting
Finalise the performance review record in Employment Hero. Include: overall rating, key feedback points, agreed goals (SMART format), development plan, and any agreed actions. Send to the team member for acknowledgement.
- Tool: Employment Hero
- Output: Review documented, sent for acknowledgement

**Step 8: Team Member Acknowledgement** (Owner: Team Member) - Within 3 business days
Review and acknowledge the documented review in Employment Hero. Add any additional comments. If there is a disagreement, note it in the comments section rather than refusing to acknowledge.
- Tool: Employment Hero
- Output: Review acknowledged by team member

**Step 9: Calibration Session** (Owner: HR Manager + All Managers) - After all reviews are completed
Hold a calibration session to ensure consistency across teams. Compare ratings distribution, identify high performers for recognition, and flag any performance concerns requiring formal plans. Adjust ratings if significant inconsistencies are identified.
- Tool: Employment Hero + Meeting
- Output: Ratings calibrated, actions identified

**Step 10: Communicate Outcomes** (Owner: HR Manager) - Within 1 week of calibration
Communicate any compensation adjustments, promotions, or formal performance plans resulting from the review cycle. Update Employment Hero records accordingly. Announce promotions via Slack (with the employee's permission).
- Tool: Employment Hero + Slack
- Output: Outcomes communicated, records updated

### Completion Criteria
- [ ] All self-assessments submitted on time
- [ ] Peer feedback collected for each team member
- [ ] All review meetings conducted within the scheduled window
- [ ] Reviews documented and acknowledged in Employment Hero
- [ ] Calibration session completed
- [ ] Goals set for the next review period
- [ ] Any compensation or role changes communicated

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**Complexity:** intermediate | **Setup time:** 20 minutes | **Tools:** Employment Hero, Notion, Slack

Note: This template has been tailored for retail & e-commerce businesses in Australia. Adjust terminology and compliance references to match your specific context.