Remove Bias in Performance Reviews

Performance Reviews are a hallmark of corporate culture, spoofed on shows like The Office and gaining a reputation for either being a

Introduction:

Performance reviews have long been a staple of corporate culture, but they are increasingly being scrutinized for their potential biases and inequities. Studies indicate that women and people of color receive more negative feedback, hindering their opportunities for advancement. This issue presents a critical challenge for Human Resources (HR) departments, as they strive to create more inclusive and just workplaces. To build a robust diversity, equity, and inclusion (DEI) strategy, HR professionals must address these concerns head-on and reimagine performance reviews as a vital component of fostering growth and equity.

Recognizing the Impact of Language Bias: A Textio report titled “Language Bias In Performance Feedback: 2022 Data Analysis and Survey Results” highlights the significance of addressing bias in performance reviews. The report emphasizes that individuals who receive actionable feedback have better growth prospects, increased earning potential, and greater leadership opportunities. Gendered terms and racial biases in feedback not only perpetuate disparities but also hinder professional development. Understanding the consequences of language bias reinforces the urgency for HR to transform performance review practices.

Rethinking the Structure and Nature of Performance Reviews: As companies evolve and redefine their workplace dynamics, traditional performance review structures appear increasingly outdated. HR departments face the challenge of developing strategies to correct biased practices and create more effective feedback mechanisms. To promote a culture of fairness and growth, HR can explore the following approaches:

Training and Awareness: Conducting comprehensive training programs for managers and reviewers can help increase awareness of unconscious biases and promote more equitable feedback. Providing guidelines on inclusive language and fair assessment criteria can mitigate the impact of bias.
Continuous Feedback: Moving away from annual or biannual reviews towards a culture of continuous feedback allows for real-time course correction and growth. Regular check-ins between managers and employees foster ongoing dialogue and enable timely recognition of achievements, challenges, and areas for improvement.
Objective Metrics and Data-Driven Reviews: Implementing transparent performance metrics and utilizing data-driven insights can help counteract subjective biases. Objective measurements, such as key performance indicators (KPIs) and clearly defined goals, provide a fairer assessment of employee contributions.
Peer and 360-Degree Feedback: Expanding the feedback loop to include inputs from peers, subordinates, and other stakeholders can provide a more holistic perspective on an individual’s performance. Multiple viewpoints help minimize individual biases and offer a comprehensive evaluation.
Calibration and Standardization: Introducing calibration sessions where managers collectively review and align their evaluations can mitigate potential biases. These sessions provide an opportunity to discuss and challenge subjective assessments, ensuring a more consistent and unbiased approach.

formality to a raise at best or a demonstration of incredible bias at worst. Studies show that women and people of color get more negative feedback in these reviews, which means that they fail to get raises and promotions at the rate of others.

This is a challenge Human Resources must face head on to create a more equitable and just workplace. It should be a vital part of any diversity, equity, and inclusion (DEI) strategy.

“You might ask why this matters. So what if women are more likely to be called ‘abrasive’ than men? Who cares if white people are called ‘geniuses’ 2.5 times more often than Black people? It matters because people with access to actionable feedback grow faster, earn more, and have the opportunity for leadership,” according to the Textio report Language Bias In Performance Feedback: 2022 Data Analysis and Survey Results.

Meetings held for performance reviews are notoriously awkward and, by their nature, hierarchal. As companies move away from traditional structures, transform their ideas about relationships at work, and consider unfair and bias practices, performance reviews look more antiquated than ever. In fact, Human Resources is struggling with coming up with ways to correct course when it comes to reviewing employees’ work.

The subject of this kind of feedback came up at the recent HR Exchange Talks: Women at Work 2023:

Stephanie Murphy, People Analytics Professor at the University of Texas at Austin, shares her firsthand experience with performance reviews and how frustrating the lack of actionable feedback can be.

Strategies for Mitigating Bias in Performance Reviews

Human Resources (HR) leaders are increasingly recognizing the need to reimagine performance reviews to ensure fairness and inclusivity. While some organizations have abandoned traditional reviews, it remains essential to assess employees’ work for salary adjustments, promotions, and access to opportunities. The goal is to create a system that supports growth while minimizing bias.

Research Approach and Findings: Textio conducted a comprehensive study, encompassing both surveys and data analysis. The survey gathered feedback from 500 individuals regarding their experiences with performance reviews. Additionally, more than 25,000 written performance reviews were analyzed for consistent patterns of bias related to gender, race, and age. Understanding these biases is crucial for implementing effective change. Let’s explore strategies to address these challenges:

Raise Awareness: Creating awareness among HR professionals, managers, and reviewers is crucial. Training programs should be designed to educate them about unconscious biases and their impact on performance evaluations. By acknowledging and understanding these biases, individuals can take steps to mitigate their effects.
Objectivity through Metrics: Employing objective metrics and quantifiable criteria can help minimize subjective biases. Clearly defining key performance indicators (KPIs) and performance goals allows for fair evaluation based on measurable outcomes rather than personal opinions or assumptions.
Structured Evaluation Criteria: Establishing structured evaluation criteria that are applied consistently across the organization helps avoid biases. The criteria should be clearly communicated to managers and reviewers, emphasizing the importance of unbiased assessments.
Calibration Sessions: Regular calibration sessions involving managers and reviewers can be effective in reducing bias. During these sessions, participants can discuss and align their evaluations, promoting a standardized and fair approach to performance reviews.
Multiple Data Sources: Incorporating multiple sources of feedback, such as input from peers, subordinates, and stakeholders, provides a more comprehensive view of an employee’s performance. Diverse perspectives help mitigate individual biases and provide a well-rounded evaluation.
Ongoing Feedback: Shifting from an annual or biannual review model to a culture of continuous feedback is beneficial. Regular check-ins between managers and employees allow for timely recognition of achievements, identification of challenges, and opportunities for improvement. This approach facilitates a more inclusive and developmental feedback process.
Inclusive Language: Encourage the use of inclusive language in performance reviews to avoid reinforcing gender, racial, or age biases. Training programs can help raise awareness and provide guidance on appropriate language usage.

Shifting Away from Personality Feedback for Inclusive Workplaces

Personality feedback, which pertains to an individual’s personal traits rather than their work, has proven to be problematic. According to the Textio survey, all women, Black individuals, and Latinx individuals who participated reported receiving personality feedback. Such feedback, whether positive or negative, fails to contribute to professional development and can be offensive. Inclusive workplaces should prioritize an individual’s skills and contributions rather than their personality traits.

Detrimental Impact of Personality Feedback: Personality feedback can have detrimental effects on employees. Feedback that focuses on personality traits can make individuals feel like they don’t fit within the organization, leading to exclusion rather than inclusion. Unlike improving skills, changing core personality traits is considerably more challenging. Consequently, individuals who receive excessive personality feedback are at a disadvantage. Furthermore, such feedback can severely impact an individual’s self-esteem, contradicting the emphasis on empathetic leadership in modern workplaces. It fails to instill confidence and hinder professional success.

Promoting Skill Development and Inclusion: To foster inclusive workplaces and support employee growth, organizations should shift their focus from personality feedback to more constructive approaches:

Skill-Based Feedback: Emphasize feedback that is directly related to an individual’s work performance and skills. By concentrating on tangible aspects such as competencies, achievements, and areas for improvement, organizations create a more objective and inclusive feedback environment.
Goal-Oriented Assessments: Structure performance assessments around clearly defined goals and objectives. This approach allows employees to align their efforts with organizational targets, while feedback remains centered on progress and outcomes. Goal-oriented assessments promote fairness and provide opportunities for skill enhancement.
Strengths-Based Approach: Encourage feedback that highlights individuals’ strengths and talents. Recognizing and leveraging strengths not only boosts confidence but also promotes a growth mindset, empowering employees to maximize their potential and contribute meaningfully to the organization.
Constructive Coaching and Mentorship: Invest in coaching and mentorship programs to provide ongoing support and guidance. Pairing employees with experienced mentors or coaches who focus on skill development creates a supportive environment where individuals can thrive, learn, and improve without the detrimental effects of personality-based feedback.
Training on Feedback Delivery: Offer comprehensive training to managers and reviewers on delivering effective feedback. This training should emphasize the importance of focusing on work-related aspects and provide guidance on providing constructive and actionable feedback that promotes professional growth.

Acknowledging the Impact of Stereotype Threat

In 1995, Claude Steele and Joshua Aronson introduced the concept of stereotype threat, which describes the apprehension experienced by individuals from underrepresented groups about conforming to stereotypes based on race, ethnicity, gender, or culture. This concern can lead to a loss of focus and underperformance. In light of the stereotype threat, personality feedback becomes particularly problematic as it reinforces the notion that individuals from marginalized groups are validating stereotypes.

Understanding the Influence of Stereotype Threat: Stereotype threat significantly affects individuals from underrepresented groups. When these individuals receive personality feedback, it can further amplify the pressure to disprove stereotypes associated with their identity. This additional burden can lead to self-doubt, anxiety, and hinder their ability to perform at their full potential.

Challenging the Role of Personality Feedback: To create an inclusive and empowering environment, organizations should recognize the impact of stereotype threat and reevaluate the role of personality feedback:

Focus on Merit and Objective Criteria: Shift the emphasis of feedback towards objective criteria, performance metrics, and merit-based evaluations. By prioritizing measurable outcomes and tangible achievements, organizations can mitigate the negative effects of stereotype threat and foster a more equitable assessment process.
Emphasize Growth Mindset: Encourage a growth mindset approach that focuses on continuous improvement and development. Emphasize that abilities and skills can be developed over time through effort and practice. By fostering a growth mindset culture, organizations empower individuals to overcome stereotype threat and unleash their full potential.
Provide Supportive Feedback: Offer feedback that is supportive, constructive, and focused on an individual’s progress and potential. Recognize their unique strengths, accomplishments, and areas for growth without reinforcing stereotypes. Encouraging and actionable feedback helps individuals build confidence and overcome the detrimental effects of stereotype threat.
Cultivate Inclusive Workspaces: Create an inclusive work environment that fosters psychological safety and belonging. Promote diversity and cultural sensitivity through training, open dialogue, and inclusive policies. By nurturing an inclusive workplace culture, organizations can alleviate the pressure of stereotype threat and empower individuals to thrive.
Promote Mentorship and Role Models: Facilitate mentorship programs and provide access to role models from similar backgrounds. Mentorship can help individuals navigate challenges, provide guidance, and offer support to overcome stereotype threat. Exposure to successful individuals who have overcome similar barriers can inspire and motivate individuals to challenge stereotypes.

The Power of Words in Performance Reviews

The language used in Performance Reviews holds significant importance as it shapes perceptions and can perpetuate biases. Findings from Textio’s research shed light on the disparities in feedback based on gender, race, and age. Choosing words carefully becomes crucial to ensure fair and inclusive evaluations that promote equal opportunities for all employees.

Gender Disparities in Feedback: Textio’s study reveals notable discrepancies in the feedback provided to men and women in performance reviews:

Collaborative vs. Abrasive: Approximately 70% of women were labeled as “collaborative,” while only 31% of men received this recognition. Conversely, 22% of women reported being called “abrasive,” in stark contrast to just 2% of men. Such gendered language can perpetuate stereotypes and hinder women’s professional growth.
Confidence and Ambition: More than 50% of men were praised for their confidence, while only 18% of women received similar feedback. Additionally, 63% of men were labeled as “ambitious,” whereas only 17% of women were recognized for their ambition. This disparity reinforces gender biases and limits opportunities for women to advance.

Challenging Racial Biases: Textio also highlights the risk of non-white employees being labeled as “professional.” This linguistic code-switching, where individuals downplay their racial or ethnic identity to conform to biased norms, should not be necessary and can have negative psychological and emotional impacts. Organizations must strive to create an environment where employees feel accepted and valued for their authentic selves.

Age-Based Discrimination: Age-related biases are another concerning aspect of performance reviews. Older workers are often expected to embody traits such as responsibility and stability, while younger workers are often praised as go-getters. Such generalizations overlook individual strengths and limit opportunities for growth, particularly in a time when diverse generational perspectives contribute to innovation and success.

Promoting Inclusive Feedback: To address these concerns and foster fair evaluations, organizations should consider the following:

Conscious Language Selection: HR professionals and managers should be mindful of the words and phrases used in performance reviews to avoid reinforcing biases and stereotypes. Training programs can raise awareness and provide guidelines on inclusive language usage.
Objective Evaluation Criteria: Develop clear, objective evaluation criteria that focus on skills, competencies, and job performance. By relying on measurable factors, organizations can minimize subjective biases and provide equal opportunities for all employees.
Unconscious Bias Training: Implement training programs to educate HR professionals, managers, and reviewers about unconscious biases and their impact on performance evaluations. These programs should encourage self-reflection and equip individuals with tools to mitigate bias.
Diverse Review Panels: Establish diverse review panels to evaluate performance. Including individuals from various backgrounds and perspectives helps counteract unconscious biases and ensures a more balanced assessment.
Continuous Feedback and Development: Encourage a culture of continuous feedback, where regular check-ins and constructive conversations focus on growth and improvement rather than fixed labels or stereotypes. This approach allows for ongoing support and development for all employees.

Provide Actionable Feedback

To facilitate growth and development, it is crucial for managers to provide actionable feedback that offers clear guidance on how employees can improve and progress. Rather than simply highlighting areas of weakness, managers should focus on suggesting specific actions that individuals can take to enhance their performance and achieve better results.

The Power of Concrete Actions: As advocated by Murphy and Textio, actionable feedback goes beyond general observations by offering tangible steps employees can take to advance in their roles. Instead of merely stating that an individual is too shy, a manager can suggest strategies such as actively participating in meetings, sharing ideas, and engaging in conversations. By providing concrete actions, employees gain a clear roadmap for improvement and the opportunity to excel in their job responsibilities.

Benefits of Actionable Feedback:

Clarity and Focus: Actionable feedback provides employees with a clear understanding of the specific behaviors or actions they need to address or develop. This clarity helps individuals direct their efforts and focus on the areas that will have the most significant impact on their performance.
Motivation and Empowerment: Actionable feedback empowers employees by equipping them with practical steps to enhance their skills and abilities. By offering guidance on how to improve, employees feel motivated and empowered to take ownership of their development journey.
Measurable Progress: Actionable feedback allows individuals to track their progress more effectively. With specific actions to focus on, employees can measure their growth and observe tangible improvements over time, fostering a sense of achievement and further motivating their professional development.
Enhanced Job Performance: When employees receive actionable feedback, they have the opportunity to implement changes that positively impact their job performance. By targeting specific actions and behaviors, individuals can develop the necessary skills to excel in their roles, resulting in increased productivity and better outcomes.

Best Practices for Providing Actionable Feedback:

Be Specific: Clearly articulate the actions or behaviors that need improvement or development. Provide examples and context to ensure understanding and offer a clear path for improvement.
Offer Solutions: Alongside highlighting areas for improvement, provide practical suggestions and actionable steps that individuals can take to address the identified areas. These solutions should be specific, relevant, and aligned with the individual’s goals and role requirements.
Focus on Growth and Development: Emphasize the opportunities for growth and improvement rather than solely dwelling on shortcomings. Frame feedback as a means to unlock potential and achieve personal and professional growth.
Encourage Open Dialogue: Create a supportive environment that encourages employees to seek clarification, ask questions, and engage in open dialogue regarding their feedback. Foster a culture of continuous improvement and learning.

Rethinking Performance Reviews: Cultivating Effective Feedback and Growth

In today’s evolving work landscape, it is imperative for Human Resources to challenge traditional approaches and explore creative alternatives to performance reviews. While assessments of employee performance remain essential for determining rewards and career advancements, it is crucial to address the existing patterns of bias and limitations. Organizations can reimagine the review process to foster growth, development, and equitable outcomes.

Embracing Constructive Feedback: Frank V. Cespedes, a senior lecturer at Harvard Business School, emphasizes the importance of feedback and coaching in driving professional growth in his recent Harvard Business Review article. Recognizing that people’s relationships with their managers significantly impact their job satisfaction and tenure, Cespedes underscores the need for managers to provide valuable feedback to their employees. Successful individuals often credit a manager who offered them insightful feedback, ultimately shaping their career trajectories.

Creating a Culture of Feedback and Trust: Effective feedback entails managers demonstrating care for their team members and earning their trust as evaluators of performance. Cespedes highlights the significance of managers understanding that their role involves providing feedback that is valuable for growth, even if initially unwelcome. This approach fosters a culture of trust, where employees recognize that feedback is intended to support their development and drive their success.

Reimagining the Performance Review Process: To revamp performance reviews and promote a more effective and inclusive feedback system, organizations can consider the following strategies:

Ongoing Feedback: Shift from a once-a-year review model to a continuous feedback approach. Regular check-ins and discussions provide timely insights, allowing for immediate course correction and improvement.
Skill-Based Evaluation: Focus on evaluating specific skills, competencies, and performance indicators relevant to the individual’s role and organizational objectives. This approach fosters objectivity and helps employees understand the areas where they can enhance their capabilities.
Employee Self-Assessment: Encourage employees to actively participate in self-assessment by reflecting on their achievements, challenges, and growth areas. This self-reflection facilitates a deeper understanding of their own performance and encourages a sense of ownership over their professional development.
360-Degree Feedback: Incorporate multi-directional feedback, involving input from peers, subordinates, and cross-functional colleagues. This holistic approach provides a comprehensive view of an employee’s performance and reduces potential biases.
Coaching and Development Plans: Implement personalized coaching and development plans based on the feedback received. These plans can outline specific actions, resources, and support needed to help employees improve their performance and achieve their career goals.

Conclusion

The traditional approach to performance reviews is facing increasing scrutiny due to its potential biases and inequities. Studies have shown that women and people of color tend to receive more negative feedback, hindering their opportunities for advancement and perpetuating disparities in the workplace. Recognizing the impact of language bias in performance feedback is crucial for Human Resources (HR) departments as they strive to create more inclusive and just workplaces.

To build a robust diversity, equity, and inclusion (DEI) strategy, HR professionals must address these concerns head-on and reimagine performance reviews as a vital component of fostering growth and equity. Strategies for mitigating bias in performance reviews include raising awareness, employing objective metrics, establishing structured evaluation criteria, conducting calibration sessions, incorporating multiple data sources, and promoting ongoing feedback. These approaches help create a fairer and more inclusive evaluation process that values employees’ skills, achievements, and potential for growth.

Moreover, it is essential to recognize the detrimental impact of personality feedback and the concept of stereotype threat. Shifting the focus from personality-based feedback to skill-based assessments, goal-oriented evaluations, strengths-based approaches, and constructive coaching can contribute to inclusive workplaces that prioritize professional development and growth. Providing comprehensive training on feedback delivery and cultivating supportive environments that foster psychological safety and belonging are also critical steps.

Language plays a pivotal role in performance reviews, and HR professionals should be mindful of the words and phrases used to avoid reinforcing biases and stereotypes. Conscious language selection, objective evaluation criteria, unconscious bias training, diverse review panels, and continuous feedback and development are effective strategies for promoting inclusive feedback.

In the end, actionable feedback that provides clear guidance on improvement and progress is crucial for employees’ growth and success. By offering specific actions and measurable steps, managers empower individuals to enhance their performance and achieve better results. Actionable feedback promotes clarity, focus, motivation, empowerment, measurable progress, and enhanced job performance.

By implementing these strategies and reimagining performance reviews as a tool for fostering growth and equity, organizations can create more inclusive, fair, and empowering workplaces. HR departments play a crucial role in leading this transformation and shaping a future where performance evaluations contribute to the development and success of all employees, regardless of their gender, race, age, or background.

FAQ

Q: What is bias in performance reviews?

Bias in performance reviews refers to the presence of subjective judgments, prejudices, or stereotypes that can influence the evaluation process and outcomes. It can manifest in various forms, such as gender bias, racial bias, or favoritism, leading to inequitable treatment and hindering employees’ opportunities for growth and advancement.

Q: How does bias impact performance reviews?

Bias in performance reviews can have significant negative consequences. It can lead to unfair evaluations, where certain individuals or groups receive lower ratings or less favorable feedback based on subjective factors unrelated to their actual performance. This perpetuates disparities, hampers employee morale, and can impede diversity and inclusion efforts within an organization.

Q: What are some common sources of bias in performance reviews?

Several factors can contribute to bias in performance reviews. Some common sources include language bias, where certain words or phrases are used more frequently to describe different genders or ethnicities, the halo effect, where one positive attribute influences the overall evaluation, or the leniency or severity bias, where managers consistently rate employees either too favorably or too harshly regardless of their performance.

Q: How can organizations mitigate bias in performance reviews?

Organizations can take proactive measures to mitigate bias in performance reviews. This includes providing training to managers on unconscious bias, fostering awareness of potential biases, implementing structured evaluation criteria and objective metrics, conducting calibration sessions to align assessments, encouraging multiple data sources for evaluation, and ensuring diverse review panels to reduce the impact of individual biases.

Q: How can employees address bias in their performance reviews?

Employees can play an active role in addressing bias in performance reviews. It is important to maintain open communication with managers and HR, seek clarification on feedback received, and provide examples of specific achievements or areas of improvement. Additionally, employees can proactively seek feedback from multiple sources, such as peers or mentors, and engage in ongoing conversations about their career goals and development to ensure a fair and comprehensive evaluation.