Navigating Performance Evaluations for Remote Teams
As a manager of a remote team, yearly evaluations can often feel like a bit of a challenge. We don’t have the luxury of sitting face-to-face in the same room, which means navigating performance discussions becomes a bit more nuanced. I’ve found that one of the best ways to make these evaluations more effective — and less stressful — is by shifting the dynamic. Instead of spending our evaluation meetings reading the feedback to my team members, I send them their evaluation a day before the meeting.
I know what you might be thinking: “But won’t this make the meeting feel less personal?” Actually, it does the opposite. Let me explain why this approach works, especially for remote teams.
1. Allowing Time for Reflection
One of the challenges of remote work is that we don’t have those spontaneous, in-person check-ins where we can gauge how someone is feeling in the moment. As a result, I realized that giving my team members time to digest their feedback before we meet was incredibly important.
By sending the evaluation a day in advance, my team has the opportunity to reflect on their performance, their wins, and areas for growth without feeling rushed or blindsided. When the meeting finally arrives, we’re not just running through a checklist of strengths and weaknesses. Instead, they’ve had time to think about it and come prepared with questions or comments. I’ve noticed that employees are more relaxed, more thoughtful, and more engaged during the meeting because they’ve had the time to reflect.
2. Shifting the Focus to Conversation, Not Monologue
In a traditional evaluation meeting, it’s easy for the manager to spend the majority of the time reading the employee's evaluation to them. But with remote teams, the last thing I want to do is just talk at someone through a screen. We all know how easy it is to zone out on video calls, and no one wants to feel like they’re sitting through a lecture.
By sending the evaluation ahead of time, I’ve found that the conversation flows more naturally. Instead of me simply delivering feedback, the meeting becomes a dialogue where we can both talk about what worked, what didn’t, and how we can move forward. I ask open-ended questions like, “How do you feel about the feedback?” or “What goals do you want to set for the next year?” This encourages an open, collaborative environment where we can brainstorm together, rather than just me delivering a verdict.
3. Making the Meeting More Employee-Centered
Remote workers often have a lot of autonomy in how they manage their time and their tasks. That means they’re incredibly invested in their own growth and performance. I want my team to feel like they own the evaluation process, not just react to it. By sending them the feedback a day in advance, they can read through it, reflect, and even come up with their own ideas about how to improve.
This leads to a more employee-centered evaluation. Rather than me telling them what I think their strengths and weaknesses are, we’re co-creating a plan for their future growth. When employees have a say in the direction of their development, they feel more motivated and empowered to take action.
4. Reducing Anxiety and Stress
Let’s be honest — evaluations can be anxiety-inducing, especially when you’re working remotely and can’t gauge body language or tone. When I first started managing remote teams, I noticed that employees would often show up to these meetings feeling nervous or unsure of what to expect. And who can blame them? Without the context of in-person interaction, they couldn’t easily read my facial expressions or body language to know if they were on the right track.
Sending the evaluation ahead of time helps eliminate that uncertainty. It gives employees a chance to digest their feedback, absorb what’s being said, and mentally prepare for the conversation. I’ve found that this small change has led to less stress around evaluations, as it allows employees to come to the meeting feeling more confident and ready to engage in the discussion.
5. Creating a More Transparent, Open Environment
In remote teams, communication is everything. Transparency is key to building trust and maintaining strong relationships. By sending the evaluation ahead of time, I’m showing my team that I trust them with the feedback and that I respect their time and input. It’s a more transparent approach that encourages open dialogue and makes them feel like they’re part of the conversation, not just recipients of feedback.
The more transparent I can be with my team, the stronger our relationships become. Instead of feeling like I’m delivering a judgment, it feels like we’re both participating in a constructive conversation about how to move forward and improve.
6. Focusing on Development and the Future
As a manager, I want every evaluation to be a stepping stone toward growth, not just a reflection on the past. With remote teams, it’s even more important to emphasize what’s next. By sending the evaluation ahead of time, the meeting isn’t just about reviewing the past year — it’s an opportunity to discuss future goals, skill-building opportunities, and how we can address any challenges moving forward.
We focus on how the employee can develop and thrive in the coming months. This future-focused conversation keeps the meeting positive, forward-thinking, and much more engaging.
Conclusion
Yearly evaluations don’t have to be stressful, especially for remote teams. By sending the evaluation a day in advance, I’ve found that the process becomes more collaborative, less anxiety-inducing, and ultimately more productive. The employee feels more in involved in their own development, and the meeting time becomes a true conversation — a chance for both of us to reflect on the past year and work together to plan for the future.
So, if you’re managing a remote team and you’re dreading those yearly evaluations, give this approach a try. It might just change the way you think about performance reviews — and make the process a lot more effective for everyone involved.
