Administrative Services Manager Performance Review Examples

Ready to write performance reviews that actually help your Administrative Services Managers grow and contribute even more? This isn’t just about filling out a form; it’s about providing feedback that’s specific, actionable, and drives measurable improvement. By the end of this article, you’ll have a set of concrete examples, a rubric to assess performance, and a framework to structure your feedback for maximum impact. You’ll walk away with the tools to conduct performance reviews that are fair, accurate, and motivating for your Administrative Services Managers, without the corporate fluff.

What you’ll walk away with

• A performance review rubric: A weighted scorecard to objectively assess Administrative Services Manager performance across key areas.
• Example phrases: Copy-and-paste language for describing both strengths and areas for improvement, tailored to specific scenarios.
• A framework for structuring feedback: A clear process for delivering feedback that is specific, actionable, and focused on measurable outcomes.
• A checklist for preparing for performance reviews: A step-by-step guide to ensure you’re fully prepared to conduct effective performance reviews.
• A proof plan for improvement: A template for creating a plan to address areas for improvement, with clear metrics and timelines.
• Decision rules for prioritizing feedback: Guidance on which areas of performance to focus on during the review process.
• Example email script: A template for communicating performance review outcomes to Administrative Services Managers.

What this is and what this isn’t

• This is: A guide to writing effective performance reviews for Administrative Services Managers.
• This isn’t: A generic HR template that can be used for any role.

Why performance reviews matter for Administrative Services Managers

Performance reviews are crucial for Administrative Services Managers because they directly impact operational efficiency and employee satisfaction. They help identify areas where managers excel in maintaining a productive work environment and where they can improve to better support the organization’s administrative needs. This process ensures alignment with company goals and enhances overall team performance.

What a hiring manager scans for in 15 seconds

Hiring managers quickly assess performance reviews for evidence of tangible results and leadership skills. They look for specific examples of how the Administrative Services Manager has improved efficiency, managed budgets effectively, and fostered a positive work environment. Vague statements are a red flag.

• Specific examples of cost savings: Shows a focus on fiscal responsibility.
• Quantifiable improvements in efficiency: Demonstrates a results-oriented approach.
• Positive feedback from employees: Indicates strong leadership and interpersonal skills.
• Proactive problem-solving: Highlights the ability to anticipate and address challenges.
• Effective budget management: Proves financial acumen and accountability.
• Successful implementation of new initiatives: Shows innovation and adaptability.
• Strong vendor relationships: Demonstrates negotiation skills and cost-effectiveness.
• Clear communication and collaboration: Indicates effective teamwork and coordination.

The mistake that quietly kills candidates

Providing generic feedback without specific examples is a major mistake. It shows a lack of engagement with the employee’s performance and fails to provide actionable guidance for improvement. This can lead to disengagement and hinder professional growth.

Use this when providing feedback on communication skills.

Instead of saying: “You need to communicate more effectively.”
Say: “During the Q3 project update, the team wasn’t clear on the change order process. For the next update, try this format: [Change Order Summary Template]. This template ensures everyone is aligned on scope, budget, and timeline impacts.”

Administrative Services Manager performance review rubric

Use this rubric to objectively assess Administrative Services Manager performance. It provides a structured framework for evaluating key areas and identifying areas for improvement.

• Budget Management (25%):
• Excellent: Consistently manages budgets effectively, identifies cost-saving opportunities, and adheres to financial guidelines.
• Weak: Struggles to manage budgets, exceeds spending limits, and lacks financial oversight.
• Operational Efficiency (25%):
• Excellent: Streamlines processes, improves efficiency, and implements effective solutions to operational challenges.
• Weak: Fails to improve processes, struggles with efficiency, and lacks problem-solving skills.
• Employee Supervision (20%):
• Excellent: Provides effective supervision, motivates employees, and fosters a positive work environment.
• Weak: Struggles to supervise employees, fails to motivate, and creates a negative work environment.
• Vendor Management (15%):
• Excellent: Manages vendor relationships effectively, negotiates favorable contracts, and ensures quality service delivery.
• Weak: Struggles to manage vendor relationships, fails to negotiate effectively, and experiences service delivery issues.
• Compliance and Risk Management (15%):
• Excellent: Ensures compliance with regulations, mitigates risks, and maintains a safe and secure work environment.
• Weak: Fails to ensure compliance, struggles to mitigate risks, and compromises workplace safety and security.

Example phrases for performance reviews

Use these phrases as a starting point for writing your performance reviews. Tailor them to the specific situation and provide concrete examples to support your feedback.

• Positive Feedback:
• “[Employee Name] consistently demonstrates strong leadership skills, effectively motivating the team to achieve goals.”
• “[Employee Name] has significantly improved operational efficiency by implementing [Specific Initiative], resulting in [Quantifiable Improvement].”
• “[Employee Name] excels at managing vendor relationships, securing favorable contracts that have saved the company [Amount].”
• Areas for Improvement:
• “[Employee Name] needs to improve budget management skills to ensure adherence to financial guidelines. Consider enrolling in a financial management course.”
• “[Employee Name] should focus on enhancing employee supervision skills to foster a more positive work environment. Try implementing weekly team meetings to improve communication.”
• “[Employee Name] needs to strengthen compliance and risk management skills to ensure adherence to regulations. Review the company’s compliance policies and procedures.”

Framework for structuring feedback

Follow this framework to deliver feedback that is specific, actionable, and focused on measurable outcomes. This process will ensure that your feedback is well-received and leads to positive change.

1. Start with a positive: Begin by highlighting the employee’s strengths and accomplishments.
2. Identify areas for improvement: Clearly state the areas where the employee needs to improve, providing specific examples.
3. Provide actionable recommendations: Offer concrete steps the employee can take to address the areas for improvement.
4. Set measurable goals: Establish clear, measurable goals that the employee can track to monitor progress.
5. Offer support: Let the employee know that you are available to provide support and resources.
6. End on a positive note: Reiterate your confidence in the employee’s ability to improve and succeed.

Checklist for preparing for performance reviews

Use this checklist to ensure you’re fully prepared to conduct effective performance reviews. This will help you stay organized and focused during the review process.

• Review the employee’s job description and performance goals.
• Gather feedback from colleagues and stakeholders.
• Collect data on the employee’s performance, including metrics and examples.
• Identify the employee’s strengths and accomplishments.
• Determine areas where the employee needs to improve.
• Develop actionable recommendations for improvement.
• Set measurable goals for the employee to track progress.
• Prepare a written performance review document.
• Schedule a meeting with the employee to discuss the review.
• Practice delivering the review in a clear and constructive manner.

Proof plan for improvement

Use this template to create a plan to address areas for improvement, with clear metrics and timelines. This plan will help the employee stay focused and motivated to achieve their goals.

• Area for Improvement: [Specific Area]
• Goal: [Measurable Goal]
• Action Steps:
  • [Action Step 1]
  • [Action Step 2]
  • [Action Step 3]
• Timeline: [Start Date] – [End Date]
• Metrics: [How Progress Will Be Measured]
• Support: [Resources and Support Available]

Decision rules for prioritizing feedback

Use these rules to guide your decision-making when prioritizing feedback. This will help you focus on the most important areas for improvement and ensure that your feedback is impactful.

• Focus on critical skills: Prioritize feedback on skills that are essential to the employee’s job performance and the organization’s success.
• Address performance gaps: Focus on areas where the employee’s performance is not meeting expectations.
• Consider the impact: Prioritize feedback that will have the greatest impact on the employee’s performance and the organization’s results.
• Be realistic: Focus on areas where the employee has the potential to improve.
• Balance positive and negative feedback: Provide a mix of positive and negative feedback to ensure the employee feels valued and motivated.

Example email script

Use this template to communicate performance review outcomes to Administrative Services Managers. This email will help you set the stage for a productive discussion.

Subject: Performance Review – [Employee Name]

Hi [Employee Name],

I’m writing to schedule a meeting to discuss your performance review for [Review Period]. I’ve reviewed your accomplishments and contributions, and I’m excited to share my feedback with you.

During the meeting, we’ll discuss your strengths, areas for improvement, and goals for the upcoming review period. I’m confident that this will be a productive conversation that will help you continue to grow and succeed in your role.

Please come prepared to discuss your own perspective on your performance and any questions or concerns you may have.

Please let me know what time works best for you.

Best regards,

[Your Name]

Quiet red flags in Administrative Services Manager performance reviews

Be aware of these subtle signs that may indicate underlying performance issues. Addressing these early can prevent bigger problems down the road.

• Lack of specific examples: Vague statements without concrete evidence.
• Defensiveness: Resistance to feedback and unwillingness to acknowledge areas for improvement.
• Blaming others: Shifting responsibility for mistakes onto colleagues or external factors.
• Ignoring feedback: Failure to implement recommendations or address identified issues.
• Inconsistent performance: Fluctuations in performance without a clear explanation.

What strong looks like

A strong Administrative Services Manager demonstrates a consistent track record of success and a commitment to continuous improvement. They are proactive, results-oriented, and possess strong leadership skills.

• Consistently exceeds performance goals.
• Demonstrates strong leadership and communication skills.
• Proactively identifies and addresses challenges.
• Effectively manages budgets and resources.
• Fosters a positive and productive work environment.
• Continuously seeks opportunities for improvement.
• Maintains strong relationships with stakeholders.
• Demonstrates a commitment to compliance and risk management.
• Is a trusted advisor and mentor to others.

FAQ

How often should Administrative Services Managers receive performance reviews?

Administrative Services Managers should receive performance reviews at least annually, but ideally, more frequent check-ins (quarterly or bi-annually) are beneficial. Regular reviews provide opportunities for ongoing feedback, goal alignment, and early identification of any performance issues. This cadence helps ensure that managers stay on track and continuously improve their contributions to the organization.

What are the key areas to evaluate in an Administrative Services Manager performance review?

Key areas to evaluate include budget management, operational efficiency, employee supervision, vendor management, and compliance and risk management. Budget management assesses the manager’s ability to effectively allocate and control resources. Operational efficiency focuses on process improvements and problem-solving skills. Employee supervision evaluates leadership and team motivation. Vendor management examines relationships with external service providers. Compliance and risk management ensure adherence to regulations and safety protocols.

How can I ensure that performance reviews are fair and objective?

To ensure fairness and objectivity, use a standardized performance review rubric with clearly defined criteria. Gather feedback from multiple sources, including colleagues, subordinates, and stakeholders. Base your evaluation on documented evidence and measurable results rather than personal opinions. Provide specific examples to support your feedback, and be transparent about the evaluation process. This approach minimizes bias and promotes a fair assessment of the manager’s performance.

What should I do if an Administrative Services Manager disagrees with their performance review?

If an Administrative Services Manager disagrees with their performance review, listen to their concerns and provide an opportunity for them to share their perspective. Review the evidence and data used to support the evaluation. Be open to adjusting the review if new information is presented. If a disagreement persists, consider involving a neutral third party, such as an HR representative, to mediate the discussion and help find a resolution. The goal is to reach a mutually acceptable understanding and create a plan for improvement.

How can I use performance reviews to motivate Administrative Services Managers?

Use performance reviews as an opportunity to recognize and reward accomplishments, highlighting specific contributions and successes. Provide constructive feedback focused on growth and development, offering actionable recommendations and resources for improvement. Set clear, achievable goals and align them with the manager’s career aspirations. Demonstrate your support by providing ongoing coaching, mentoring, and opportunities for professional development. This approach fosters a sense of value and motivates managers to excel in their roles.

What are some common mistakes to avoid when writing performance reviews?

Common mistakes include providing vague feedback without specific examples, focusing solely on negative aspects, failing to set clear goals, and not offering support for improvement. Avoid using generic language that could apply to any role. Be specific about the manager’s actions and their impact on the organization. Provide a balance of positive and constructive feedback, and offer resources and support to help the manager address areas for improvement. This approach ensures that the review is helpful and motivating.

How can I document performance issues effectively?

Document performance issues promptly and accurately, including dates, specific incidents, and their impact on the organization. Use objective language and avoid making assumptions or personal judgments. Provide the manager with a written summary of the issues and an opportunity to respond. Keep all documentation in a secure and confidential location, in accordance with company policies and legal requirements. This documentation serves as a record of performance and supports any disciplinary actions, if necessary.

What are some strategies for handling difficult conversations during performance reviews?

Prepare for difficult conversations by anticipating potential concerns and gathering relevant data and evidence. Start the conversation by expressing your intent to provide constructive feedback and support the manager’s growth. Listen actively and empathetically to their perspective, acknowledging their feelings and concerns. Use “I” statements to express your observations and avoid blaming or accusatory language. Focus on specific behaviors and their impact, and work collaboratively to develop a plan for improvement. Remain calm, professional, and respectful throughout the conversation.

How can I measure the effectiveness of performance reviews?

Measure the effectiveness of performance reviews by tracking key metrics, such as employee engagement, performance improvement, and goal achievement. Conduct follow-up surveys to assess employee satisfaction with the review process. Monitor progress on development plans and track the impact of feedback on performance. Analyze trends in performance reviews to identify areas for improvement in the review process itself. This data-driven approach helps ensure that performance reviews are contributing to organizational success.

Should I include employee self-assessments in the performance review process?

Yes, including employee self-assessments in the performance review process is highly recommended. Self-assessments provide employees with an opportunity to reflect on their performance, identify their strengths and weaknesses, and set goals for improvement. This fosters a sense of ownership and accountability, and can lead to more productive discussions during the performance review meeting. It also provides valuable insights into the employee’s perspective and can help identify any discrepancies between their perception and the manager’s evaluation.

How can I align performance reviews with company goals?

Align performance reviews with company goals by ensuring that individual performance goals directly support organizational objectives. Communicate company goals clearly and transparently to all employees. Use performance reviews to assess progress toward achieving those goals and provide feedback on how employees can contribute more effectively. Recognize and reward employees who make significant contributions to company goals. This alignment ensures that performance reviews are driving organizational success.

What is the role of HR in the performance review process?

HR plays a crucial role in the performance review process by providing guidance, training, and support to managers. HR develops and maintains the performance review system, ensuring that it is fair, objective, and aligned with company policies and legal requirements. HR also provides training to managers on how to conduct effective performance reviews and handle difficult conversations. Additionally, HR monitors the performance review process to identify any issues or areas for improvement and ensures compliance with all applicable laws and regulations.

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