Performance Review Template

Regular performance reviews help band members grow and ensure everyone is meeting expectations. This template provides a structured approach to constructive reviews.

Why Performance Reviews Matter

With Regular Reviews:

• Clear feedback on performance
• Recognition of contributions
• Identification of growth areas
• Alignment on expectations
• Stronger relationships
• Better performance

Without Reviews:

• Unclear how they're doing
• Contributions go unrecognized
• Problems fester
• Misaligned expectations
• Weaker relationships
• Performance issues

When to Conduct Reviews

Regular Schedule

New Members:

• 30 days after joining
• 90 days after joining
• Then regular schedule

All Members:

• Every 6 months minimum
• Annually at minimum
• More frequent if needed

Special Circumstances

When needed:

• Performance concerns
• Role changes
• After major projects
• Before contract renewals
• When requested

Performance Review Process

Step 1: Preparation (1 week before)

Leader prepares:

• Review member's contributions
• Gather specific examples
• Review previous review notes
• Identify strengths and growth areas
• Prepare feedback
• Schedule meeting (60-90 minutes)

Member prepares:

• Self-assessment
• Examples of contributions
• Questions and concerns
• Goals and aspirations

Step 2: The Review Meeting

Structure:

1. Opening (5 min)
2. Member self-assessment (15 min)
3. Leader feedback (20 min)
4. Discussion (20 min)
5. Goal setting (15 min)
6. Wrap-up (5 min)

Total: 80 minutes

Step 3: Documentation

After meeting:

• Document discussion
• Record goals and commitments
• Share written summary
• Both sign off
• Schedule follow-up

Step 4: Follow-Up

Ongoing:

• Check in on goals
• Provide support
• Track progress
• Adjust as needed

Performance Review Template

Review Information

Member Name: _______________ Review Period: _______________ to _______________ Review Date: _______________ Reviewer: _______________

Review Type:

• 30-day (new member)
• 90-day (new member)
• 6-month
• Annual
• Special circumstances

Part 1: Member Self-Assessment

Instructions for member: Complete this before the review meeting. Be honest and specific.

1. What are you most proud of from this period?

2. What contributions have you made to the band?

Musical:

Non-musical:

3. What have you learned or how have you grown?

4. What challenges have you faced?

5. What could you have done better?

6. What support do you need from the band?

7. What are your goals for the next period?

8. Any other thoughts or concerns?

Part 2: Performance Assessment

Instructions for leader: Rate performance in each area and provide specific examples.

Rating Scale:

• 5 = Exceeds expectations significantly
• 4 = Exceeds expectations
• 3 = Meets expectations
• 2 = Below expectations
• 1 = Significantly below expectations

Musical Performance

Skill Level: Rating: ___/5

Strengths:

Examples:

Growth Areas:

Examples:

Preparation: Rating: ___/5

Strengths:

Examples:

Growth Areas:

Examples:

Stage Presence: Rating: ___/5

Strengths:

Examples:

Growth Areas:

Examples:

Musical Contribution: Rating: ___/5

Strengths:

Examples:

Growth Areas:

Examples:

Reliability & Commitment

Attendance: Rating: ___/5

Rehearsals attended: /Shows attended: /Meetings attended: /

Comments:

Punctuality: Rating: ___/5

Comments:

Examples:

Follow-Through: Rating: ___/5

Strengths:

Examples:

Growth Areas:

Examples:

Communication

Responsiveness: Rating: ___/5

Comments:

Clarity: Rating: ___/5

Comments:

Openness: Rating: ___/5

Comments:

Teamwork & Attitude

Collaboration: Rating: ___/5

Strengths:

Examples:

Growth Areas:

Examples:

Attitude: Rating: ___/5

Strengths:

Examples:

Growth Areas:

Examples:

Conflict Management: Rating: ___/5

Comments:

Professionalism

Behavior: Rating: ___/5

Comments:

Representation of Band: Rating: ___/5

Comments:

Leadership & Initiative

Initiative: Rating: ___/5

Examples:

Leadership: Rating: ___/5

Examples:

Part 3: Overall Assessment

Overall Performance Rating: ___/5

Summary of Strengths:

Summary of Growth Areas:

Overall Comments:

Part 4: Goals & Development

Goals for Next Period:

Goal 1:

How we'll support:

Success looks like:

Goal 2:

How we'll support:

Success looks like:

Goal 3:

How we'll support:

Success looks like:

Development Opportunities:

Resources Needed:

Part 5: Band Support

What the band commits to:

What the member commits to:

Part 6: Action Items

Part 7: Next Review

Next Review Date: _______________

Focus Areas for Next Review:

Signatures

Member: Name: _______________ Signature: _______________ Date: _______________

Comments:

Reviewer: Name: _______________ Signature: _______________ Date: _______________

Conducting the Review Meeting

Opening (5 minutes)

Script:

"Thanks for taking the time for this review. The purpose is to:

• Recognize your contributions
• Provide feedback on your performance
• Discuss growth and development
• Set goals for the next period
• Make sure we're aligned

I want this to be a two-way conversation. I'll share my perspective, but I really want to hear yours too. Sound good?"

Member Self-Assessment (15 minutes)

Ask member to share their self-assessment:

• Listen actively
• Ask clarifying questions
• Take notes
• Don't interrupt or correct
• Acknowledge what they share

Questions to ask:

• "Tell me more about that"
• "What made you proud of that?"
• "What was challenging about that?"
• "What did you learn?"

Leader Feedback (20 minutes)

Share your assessment:

Start with strengths:

• Be specific
• Give examples
• Be genuine
• Celebrate wins

Then growth areas:

• Be direct but kind
• Give specific examples
• Focus on behavior, not personality
• Frame as development opportunities

Structure: "One of your strengths is strength. For example, specific example. This really helps the band because impact.

An area for growth is area. For example, specific example. If you could suggestion, it would benefit."

Discussion (20 minutes)

Invite response:

• "What's your reaction to this feedback?"
• "Does this align with your self-assessment?"
• "What questions do you have?"
• "What do you think about growth area?"

Listen and discuss:

• Understand their perspective
• Clarify misunderstandings
• Find alignment
• Problem-solve together

Goal Setting (15 minutes)

Collaborate on goals:

• What do they want to work on?
• What do you want them to work on?
• Find alignment
• Make goals specific
• Identify support needed

Ensure goals are SMART:

• Specific
• Measurable
• Achievable
• Relevant
• Time-bound

Wrap-Up (5 minutes)

Summarize:

• Key strengths
• Key growth areas
• Goals agreed upon
• Support committed
• Next steps

Thank them: "Thank you for your contributions and for being open to this feedback. I'm excited to support your growth and see you develop in these areas."

Performance Review Best Practices

1. Prepare Thoroughly

Why: Shows respect, ensures quality feedback

How: Review performance, gather examples, prepare notes

2. Be Specific

Why: Vague feedback isn't helpful

How: Use specific examples and observations

3. Balance Positive and Constructive

Why: All criticism is demoralizing, all praise is unhelpful

How: Recognize strengths, address growth areas

4. Focus on Behavior

Why: Personality attacks are destructive

How: Describe specific behaviors and their impact

5. Make It a Dialogue

Why: One-way feedback misses their perspective

How: Ask questions, listen, discuss

6. Set Clear Goals

Why: Gives direction for improvement

How: Collaborate on specific, measurable goals

7. Follow Up

Why: Review without follow-up is pointless

How: Check in regularly, track progress, provide support

Common Review Mistakes

Mistake 1: No Preparation

Problem: Vague, unhelpful feedback

Solution: Prepare thoroughly with specific examples

Mistake 2: Avoiding Difficult Feedback

Problem: Issues don't improve

Solution: Be direct but kind about growth areas

Mistake 3: Surprise Feedback

Problem: Feedback should never be a surprise

Solution: Give feedback ongoing, review summarizes

Mistake 4: All Criticism

Problem: Demoralizing, misses strengths

Solution: Balance recognition with growth areas

Mistake 5: No Goals

Problem: No direction for improvement

Solution: Collaborate on specific goals

Mistake 6: No Follow-Up

Problem: Review has no impact

Solution: Check in regularly, track progress

Key Takeaways

1. Review regularly - At least annually, ideally semi-annually
2. Prepare thoroughly - Specific examples are essential
3. Balance positive and constructive - Recognize strengths, address growth
4. Make it a dialogue - Two-way conversation
5. Set clear goals - Give direction for improvement
6. Follow up - Check in and support progress
7. Document everything - Written record protects everyone

Performance reviews, done well, strengthen relationships and improve performance. Use this template to conduct constructive, helpful reviews.