Conducting performance reviews
Performance reviews are a valuable opportunity for both employers and employees to engage in meaningful professional development. They provide clear, constructive feedback while fostering discussions on skill-building and career growth. For youth with disabilities, a well-structured review can be a key support in workplace success.
Why this matters
41% percent of youth with disabilities identified they would find professional development opportunities the most helpful workplace support.
Employment Strategy for Youth with Disabilities Youth Survey
Performance reviews go beyond evaluation. They are a chance to recognize strengths, align goals, and connect employees with meaningful development opportunities. When done effectively, they empower youth with disabilities by providing the guidance and resources needed to grow in their roles and advance in their careers.
Steps for conducting effective performance reviews
A fair and inclusive approach ensures all employees, including youth with disabilities, feel valued and supported in their employment journey. Use the strategies to navigate each stage of the performance review in a structured, supportive, and growth-oriented way.
1. Prepare for the review
A well-prepared review builds the foundation for a productive and meaningful conversation. Use these tips to ensure you’re ready to provide clear and supportive feedback.
Gather information
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Collect data on employee performance, including achievements, areas for improvement, and feedback from colleagues.
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Review previous performance discussions and any documented goals.
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Consider accommodations or supports that may contribute to employee success.
💡 Example
If an employee shares that they have ADHD and struggles with task prioritization, review whether accommodations (such as checklists, priority-setting tools, or structured deadlines) can support their success.
Many accommodations cost nothing, and those that do typically cost less than $500.
Set clear objectives
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Define what you want to achieve in the review (e.g., setting new goals, discussing professional development, providing support).
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Ensure the employee understands the purpose and outcomes of the review.
💡 Example
Before the review, send an agenda that outlines key discussion points. For an employee who has disclosed they have anxiety, this could include a summary of topics so they feel prepared and not caught off guard. Clarify that the conversation is meant to be constructive, not punitive.
Many accommodations cost nothing, and those that do typically cost less than $500.
More resources
Setting clear expectations is a great place to start, but building an inclusive onboarding process goes even further. These resources provide additional learning and support to navigate the onboarding process.
Further learning
For more information on inclusive hiring, explore the CanWork BC youth tool Employment Navigation workbook (PDF 3.1 MB). This resource can serve as a reference for further learning or be shared with youth to help them confidently navigate the hiring process.
Employment support for youth
Want to support youth with disabilities in their employment journey? Share our CanWork BC youth resource, an interactive platform designed to help youth with disabilities navigate employment with confidence. This resource empowers youth with disabilities by providing self-guided information, activities, and support.
Disclaimer
The content above is not a substitute for professional legal advice. Please refer to the included links or consult official legislation and resources for current and accurate information.
This resource is intended to help employers understand their rights and responsibilities when hiring youth with disabilities. It provides information on key concepts and directs users to relevant resources.
Performance review conversation guide
Use this framework to lead effective, encouraging, and inclusive professional development conversations that encourage employee participation.
📑 Template
Tip: Remember to prepare for the conversation and share key information with the employee beforehand. Providing an overview of what will be discussed helps set expectations and allows the employee to reflect in advance.
Step 1: Start the conversation
A strong start sets the tone for an open and productive discussion. Begin by making the employee feel welcome and appreciated.
Example
"Hi [employee’s name], thanks for joining me today. We appreciate your hard work. This review is a chance to talk about your progress, celebrate your achievements, and discuss how we can support your growth. It’s a friendly conversation, so feel free to share your thoughts and ask any questions. Before we dive into specific feedback, I’d love to hear about your experiences over the past few months."
Conversation prompts
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What has been a highlight of your work in the past few months?
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How have you felt about your workload and responsibilities?
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Are there any challenges you’ve encountered that you’d like to discuss?
Step 2: Discuss performance and growth
Focus on specific aspects of the employee’s performance. Talk about what’s going well and what they can improve in a collaborative way.
Achievements or strengths
Start by highlighting some strengths and accomplishments. Recognizing successes helps employees feel valued and motivated.
Example
"You’ve been doing a great job completing your tasks. I’ve also heard great feedback about your work from customers and coworkers. That’s awesome! I’d love to hear what achievements you’re most proud of."
Conversation prompts
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What achievements or successes have stood out to you recently?
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Have there been any projects or tasks where you feel you excelled?
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What skills or strengths do you think have contributed to your success?
Areas for improvement
Now, look at areas where you can provide more support to help the employee grow in their role.
Example
"One thing we can work on together is time management. That includes making sure you’re arriving on time and staying on track with your schedule. Let’s chat about what could help. This is a chance to work together on solutions. I’d like to hear about any challenges you’ve faced.”
Conversation prompts
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What areas of your work do you feel could improve?
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Have you faced any obstacles that have made specific tasks challenging?
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What support or changes could help you succeed in this area?
Goals of the review
Go over the goals of the review to stay focused and build motivation for professional growth.
Example
"This review is all about seeing what’s going well and finding ways to help you grow. Let’s talk about what you’re interested in learning or improving!"
Conversation prompts
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What career or professional growth areas interest you?
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Are there any skills or knowledge areas you’d like to develop?
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How can we support your learning and career goals?
Step 3: Setting goals and expectations
Set clear and achievable goals to make tracking progress and celebrating successes easier. Work with the employee to find realistic goals that make sense for them.
Example
"Let’s set a goal that makes sense for you. For example, if being on time is a challenge, maybe we can work on getting to work on time for most of your shifts over the next month. What do you think? What goals would you like to focus on over the next few months?"
Conversation prompts
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What are some realistic goals you’d like to work toward in the next few months?
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What steps can we take together to support your progress?
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What resources or support would be helpful in meeting these goals?
Step 4: Closing the conversation
Ending the performance review on a positive and encouraging note helps reinforce key takeaways and leaves the employee feeling motivated and supported.
Example
"I really appreciate all the effort you’ve put in. You’re doing great, and I’m excited to see you keep growing! Let’s keep working together to help you succeed. We’ll check in again in two weeks to see how things are going. In the meantime, feel free to reach out if you need any support."
Conversation prompts
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How do you feel about today’s conversation?
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Is there anything else you’d like to share or ask before we wrap up?
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How can I support you moving forward?
Tip: Follow up with the employee and share key takeaways in writing to reinforce expectations, provide clarity, and ensure ongoing support for their success.
2. Create a positive environment
A performance review should be a constructive and encouraging experience. Setting a positive tone helps employees feel comfortable, engaged, and receptive to feedback. Use these tips to foster a supportive and productive discussion.
Schedule in advance
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Give employees ample notice and allow time to prepare.
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Clearly communicate the structure, format, and expectations of the review.
💡 Example
For an employee who uses a communication device, scheduling the review in advance allows them to prepare their responses ahead of time. If an interpreter or support worker is needed, providing notice ensures they can be present.
Many accommodations cost nothing, and those that do typically cost less than $500.
Choose a comfortable setting
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Ensure the meeting takes place in a private, quiet space where the employee feels comfortable.
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Ensure the space is accessible or have the conversation online so the employee can join remotely.
💡 Example
An employee with sensory sensitivities may benefit from a quiet room with dim lighting rather than a bright, high-traffic office.
Many accommodations cost nothing, and those that do typically cost less than $500.
3. Conduct the review
A well-structured performance review supports employees in feeling valued and motivated while also providing clear guidance for growth. Use these tips to lead a focused and meaningful discussion.
Start with positives
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Recognize achievements and contributions first to set a constructive tone.
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Express appreciation for the employee’s efforts.
💡 Example
Try saying, “You’ve done an excellent job organizing the team’s digital files, which has helped everyone find resources more easily.”
Many accommodations cost nothing, and those that do typically cost less than $500.
Be specific and objective
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Use concrete examples rather than general statements.
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Focus on behaviours and results rather than personal attributes.
💡 Example
Instead of saying, “You need to be more organized,” say, “I noticed that when you used the closing shift checklist, the store was better set up in the morning. I would like you to start using that checklist at the end of every shift to keep things running smoothly.”
Many accommodations cost nothing, and those that do typically cost less than $500.
Listen actively
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Encourage employees to share their perspectives.
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Validate their experiences by acknowledging their challenges and viewpoints.
💡 Example
Try saying, “Is there anything that has been particularly helpful for you in completing your tasks? Are there any challenges we could address together to make things easier?”
Many accommodations cost nothing, and those that do typically cost less than $500.
4. Provide constructive feedback
Effective feedback is essential for growth and development. When delivered well, it helps employees recognize their strengths, identify areas for improvement, and feel supported in their progress. Use these strategies to ensure your feedback is clear, actionable, and encouraging.
Be respectful and supportive
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Frame feedback positively and use "I" statements.
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Avoid language that may feel blaming or discouraging.
💡 Example
Instead of saying, “You keep missing deadlines,” try saying, “I’ve noticed that some tasks are taking longer than expected. Would it help if we adjusted the deadline, or is there a tool that could support your workflow?”
Many accommodations cost nothing, and those that do typically cost less than $500.
Focus on development
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Emphasize growth and development opportunities.
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Offer specific suggestions for improvement and discuss potential training or resources that could help.
💡 Example
“I noticed you enjoy working with customers but sometimes find phone calls overwhelming. Would you prefer to handle inquiries via email or chat support? We can provide training.”
Many accommodations cost nothing, and those that do typically cost less than $500.
5. Set goals and expectations
Clear, realistic goals keep employees motivated, focused, and engaged in their professional development. Use these strategies to establish meaningful and achievable goals that set employees up for success.
Collaborate on goals
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Work together to set achievable and meaningful goals.
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Ensure expectations are clear, realistic, and measurable.
💡 Example
For an employee who has disclosed they have dyslexia and struggles with written reports, a goal could be: “Use speech-to-text software to draft reports and review them with a mentor before submission.”
Many accommodations cost nothing, and those that do typically cost less than $500.
Follow up
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Schedule follow-up meetings to track progress.
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Offer ongoing support to maintain motivation and accountability.
💡 Example
Try saying, “Let’s check in next month to see how the new task management tool is working for you. If it’s not helping, we can explore other options together.”
Many accommodations cost nothing, and those that do typically cost less than $500.
6. Close the review positively
Ending the review on an uplifting and encouraging note reinforces key takeaways and leaves the employee feeling motivated and supported. Use these strategies to ensure a positive and productive conclusion to the conversation.
Summarize key points
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Recap the main discussion, including strengths, feedback, and agreed-upon goals.
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Provide a written summary in clear, simple language.
💡 Example
Here’s a summary of our discussion: “You’ve done great work in improving team organization, and we’ll explore options to support your workload management. We’ll check in again in a month to review progress.”
Many accommodations cost nothing, and those that do typically cost less than $500.
Express appreciation
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Thank the employee for their contributions and participation.
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End on a positive note to reinforce a collaborative approach.
💡 Example
Try saying, “I really appreciate your openness in this discussion and all the effort you’ve put into your role. Your contributions make a real difference to the team.”
Many accommodations cost nothing, and those that do typically cost less than $500.