Performance review workflow template by Matilda Kinghed, Recommended by

Designed from an industry perspective by Matilda Kinghed at Recommended By, this template automates the mechanics while keeping people at the centre. It follows HR best practice to create clarity, collaboration and consistency. Clear communication sets intent. Structured forms prompt useful reflections. AI highlights themes, aligns perspectives and prepares a discussion agenda. Scheduling is handled for you, and the outcome becomes a shared plan, not just a completed form. Use it as a repeatable cycle that builds capability, consistency and trust across teams.

How it works:

1. Employee reflection: Employees complete a structured form on outcomes, strengths and impact.
2. AI summary: AI analyses responses and produces a clear summary for managers.
3. Manager reflection: Managers answer aligned questions to create a shared context.
4. Shared preparation: AI merges both views, shows alignment and gaps, and suggests topics.
5. Automated scheduling: Calendars are checked and the review meeting is booked automatically.
6. Meeting notes and summary: Agreements and actions are captured and turned into a shared roadmap.

Want to enhance your process?

• Add quarterly check-ins.
• Link the final summary to goal setting.
• Trigger nudges for monthly follow-ups.
• Store documents in your HRIS or SharePoint.
• Add a light pulse survey three months after the review to check progress.
• Set the workflow to repeat automatically each year—or at any cadence you choose.

Why use this workflow template?

• Save time: Automate form sharing, summaries and scheduling.
• Make reviews meaningful: Focus conversations on growth and clarity.
• Reduce friction: Remove manual coordination and follow ups.
• Encourage accountability: Provide a shared roadmap with owners and dates.
• Improve experience: Give managers and employees the right info at the right time.

Need help adapting it to your organisation?

If you want support adapting the template to your organisation’s needs, Matilda also works directly with HR teams to tailor workflows and embed best practice in real-world contexts.

About the HR expert

This template was created by Matilda Kinghed, People and Digital Enablement Consultant at Recommended By. It captures industry best practice and people first design, then uses automation to scale what works. Share and showcase with credit to Matilda and Recommended By.

Matilda Kinghed is a People and Digital Enablement Consultant at Recommended by, specialising in leadership alignment, culture design and behaviour-based ways of working. She helps organisations build the clarity and collaboration needed for sustainable AI and automation adoption.

Recommended by works at the intersection of People & Culture, leadership and organisational development. We help organisations strengthen the behaviours, clarity and ways of working required to adopt AI and automation sustainably.