🔍 Performance Reviews & Ongoing Performance Management – Doing Them Right

When I visit Agencies, one of the first questions I ask is:
👉 “Do you have regular performance reviews in place?”

Most Principals will nod and say, “Yeah, we did them once — didn’t really work.”
Or, “We tried, but staff just asked for pay rises.”
Sometimes they’ll even say, “We did one, and someone resigned the next day!”

And yes, that happens. But let me tell you something: when someone leaves right after a performance review, it’s not a bad thing. It usually means the review just highlighted what was already happening under the surface. Maybe they weren’t performing at the level you needed long-term. The review just brought that truth to light – earlier rather than later. That’s not a failure. That’s clarity.

🗓 The 90-Day Check-In Plan

Here’s how I run it in my own programs.

We use a simple 90-Day Action Plan — just a half-hour to an hour check-in. It’s not complicated. Inside the plan are the five key projects each team member is working on.

And the best part? They set the projects themselves.

These can be both in and out of work.
Maybe someone’s doing a professional development course.
Maybe another’s training for a charity bike ride.
Or maybe someone just needs flexibility to care for a family member.

The point is — we’re staying in tune with our people. Because if a vacant role costs you $9,000 or more, it makes sense to invest that energy in the team you already have.

📋 Asking the Right Questions

Performance reviews shouldn’t just be top-down. They’re a two-way conversation.

In my workbook, there’s a section that asks:

“Are there any policies or systems you feel need updating, or more training around?”

You’d be surprised how often a team member says, “I actually don’t understand how to use PropertyMe properly,” or “I’ve never had proper training on Inspect Real Estate.”

That’s gold — because if one person says it, chances are others feel the same.
Now we’ve just uncovered a training opportunity that benefits the entire team.

Another great question is:

“Can you identify three procedures or systems we don’t have in place that would make your job easier?”

When you ask that, your team starts building your training program for you.

📊 Ratings Without Confrontation

Now, performance reviews don’t have to be uncomfortable.
Here’s how I handle that part.

Each staff member rates themselves — for example:

“Verbal and written communication with clients is effective and concise.”

They rate it from 1 (Outstanding) to 5 (Poor) and add a short comment.
Then their manager fills out the same rating.

When we sit down, I’ll say:
“Okay, Sally, you rated yourself a 2. Mary, you rated her a 4 — let’s talk about that.”

No one’s being attacked — we’re just bridging perceptions.
It opens the door for honest, respectful discussion and clear expectations.

That’s how you turn a review into growth, not confrontation.

🕒 Scheduling & Structure

Here’s a big one — never surprise staff with a performance review.
If it feels like punishment, you’ve already lost trust.

Book them six months in advance.
The Agencies I work with already have their October and April reviews locked in.
Those are great months to use — April ties neatly into end-of-financial-year planning, and October gives you a buffer before Christmas.

We even pre-book the next two rounds while we’re doing the current ones — so everyone knows what’s coming.

💬 Keep It Constructive

Remember, a performance review is not a venting session.
It’s not about unloading everything you don’t like.
It’s about helping your team become the best version of themselves.

Be honest. Be respectful. Give feedback that empowers.
Ask for feedback from your staff, too — that’s how you grow as a leader.

When done right, performance reviews aren’t a burden — they’re your most powerful management tool.

🧭 Final Thought

If you don’t have a performance review process yet, start small.
Use a 90-day check-in. Ask better questions. Build trust.

Then, build out your six-monthly reviews — and make them part of your agency’s rhythm.

You’ll be amazed how much stronger, happier, and more aligned your team becomes when they know exactly where they stand and where they’re headed.

— Michael Furlong, Rent Roll Maximiser

Rent Roll Growth Consultant | Property Management Trainer & Coach | Conference Speaker | Podcast Host | Easy to follow Trello Online Systems & Procedures Manuals | Real Estate Agency “Systems” Specialist

At Rent Roll Maximiser, we provide tailored consulting services to help Real Estate Agencies grow and optimise their rent rolls. Whether you are looking to expand your rent roll, streamline operations, or enhance team culture, our expertise can guide you toward long-term success.

A 15-minute conversation today could significantly impact your Agency’s future profitability. Contact Us to discuss how we can support your business growth:

📧 michael@rentrollmaximiser.com.au

📞 (0425-713-571)