Why Performance Reviews Can Make or Break Your Career (and How to Be Ready)

When I worked in corporate, November marked the season of end-of-year prep. It was that time when we all had to reflect on the year (well, more accurately, about seven months, as goals were usually set in March!) and craft a compelling story of our contributions. If you’re anything like me, you may have set a reminder every month to log client wins, key metrics, and anything else that would be useful when the review season came around, only to promise yourself you’d “do it next month.” We’ve all been there.

My first-ever performance review was a learning curve that left a lasting impression. I vividly remember sitting across from my manager—who, managing 14 people, couldn’t possibly know the ins and outs of my daily contributions—receiving a rating of 3 out of 5 in every category. I accepted it because I didn’t know any better. It felt like a fair average at the time. Later, however, I discovered that one of my male colleagues had scored 5s across the board. His strategy? He argued that he should start at a 5 and could only be marked down if there was a compelling reason, given how “brilliant” he was (or, to put it another way, because he was a master at self-promotion).

A few months later, a promotion opportunity opened up, and I was eager to apply. I’d worked hard, gained new skills, and thought I’d be a strong contender. But when I spoke to my (new) manager, he told me I wasn’t eligible due to my performance review score. “You’re the best performer on the team, but there’s nothing I can do. The system won’t allow it,” he said. I was gutted. That’s when it hit me: the performance review system is flawed and often doesn’t reflect reality—but we have to play the game if we want to succeed. (And for those interested, Irial O'Farrell is writing an insightful book on this topic.)

So, if you’re in the midst of writing your year-end performance review, here are some practical tips, drawn from hard-earned lessons, to make sure your work doesn’t go unnoticed:

1. Start Now: The Power of Reflection

Even if you didn’t keep a detailed journal throughout the year, it’s not too late. Take an hour or two this week to go through your calendar, project notes, emails, and even your sent items. These sources can help jog your memory of what you accomplished each month. One former colleague of mine kept a folder in her inbox titled ‘Client Wins & Feedback’—every time she received positive feedback or completed a significant task, she’d drop a quick note into that folder. When review time rolled around, she had a ready-made summary of her achievements.

2. Quantify Your Success

Metrics make your accomplishments concrete and harder to dismiss. What were the quantifiable metrics set at the start of the year, how have you progressed against them? For example, instead of saying, “I supported the team on a client project,” write, “I led the team on a client project that resulted in a 15% increase in revenue and 4.8/5 client feedback.” If you don’t have the exact data, reach out to someone who can help you gather it. Showing the impact of your work in measurable terms makes it easier for managers to champion you when they’re justifying ratings or promotions. One year, the team I lead had a 0.5% increase in revenue, which doesn’t seem like much. But considering the high numbers involved, and compared to the minus numbers of the other team, it was something I wanted to shout about! Another great win was reducing the average customer response time from 24 hours to just 2 hours, and in some cases 30 mins!

Here are some metrics you may consider using (not an exhaustive list!)

Revenue Growth: Percentage increase in revenue attributed to specific projects or initiatives.

New Client Acquisition: Number of new clients brought in and their contribution to revenue.

Cost Reduction: Percentage reduction in costs due to process improvements or changes.

Budget Adherence: Projects completed under budget and the total amount saved.

Error Reduction: Decrease in the cost of errors or rework due to better quality assurance.

Process Streamlining: Time saved by optimising or automating processes.

Response Time: Decrease in time taken to respond to client or customer inquiries.

Task Automation: Total time saved through the use of automated tools or systems. (Have you used AI to speed up any of your tasks or processes? By how much?)

Customer Retention Rate: Increase in the percentage of customers retained over a period, which correlates with revenue stability.

Customer Satisfaction: Improvements in customer satisfaction scores, leading to higher customer loyalty and potential revenue growth.

Employee Engagement Scores: Improvements in employee engagement or satisfaction, which can reduce turnover costs and enhance team output.

Certifications and Skills Acquired: Contribution to your professional growth that saved the company from outsourcing certain skills or expertise.

3. Don’t Downplay Soft Skills

One year, I nearly overlooked an essential aspect of my role—mentoring junior colleagues. It wasn’t flashy or something that could be easily quantified, but the feedback from those I’d supported was invaluable. It highlighted my leadership, empathy, and commitment to team growth, which in turn strengthened my case in the review. Make sure to include moments where you resolved conflicts, encouraged team collaboration, or led by example. These often get overlooked but can be just as important as revenue-driving projects.

Some soft skills you may consider including:

Communication Skills

Empathy

Problem-Solving

Adaptability

Emotional Intelligence (EQ)

Relationship-Building

Time Management

Negotiation Skills

Influence

Cultural Awareness

Positive Attitude

Attention to Detail

Collaboration

4. Show the ‘What’ and the ‘How’

Many performance reviews focus on what you accomplished, but more progressive systems also look at how you achieved those results. For example, did you meet your goals by collaborating effectively with others or did you work in isolation? Did you show initiative in identifying a problem and solving it, or did you wait for directions? Highlighting the ‘how’ in addition to the ‘what’ not only reinforces your contributions but also demonstrates your alignment with the company’s values and leadership expectations.

An anecdote from a former peer comes to mind: she once led a project that surpassed all KPIs. However, during the review, she emphasised how she built cross-functional partnerships that enabled smoother processes for future work. That attention to the how not only secured her a high rating but also laid the groundwork for future leadership opportunities.

5. Living the Company Values

Many organisations tie performance reviews to how well employees reflect the company’s values. If your company values teamwork, innovation, or customer-centric thinking, frame your achievements to showcase how you embodied these principles. Instead of simply saying, “Led a successful client project,” you could say, “Led a client project that increased customer satisfaction by 20% by leveraging innovative problem-solving techniques and fostering a collaborative team environment.” This approach makes it clear that your contributions aren’t just beneficial but are also aligned with the company culture.

Ask yourself questions like: How did I demonstrate resilience this year? When did I go above and beyond to support my team? What challenges did I tackle with creativity? These answers help you construct a more compelling narrative that ties your success to the company’s bigger picture.

6. Seek Feedback and Validation

Your manager might not know the full extent of your work, especially if they oversee a large team. Don’t be shy about reaching out to colleagues or clients you’ve worked closely with to get their perspectives on your contributions. Even a quick email that says, “Hey, as I’m preparing for my year-end review, I’d really appreciate it if you could share any feedback on the XYZ project we collaborated on” can yield testimonials that strengthen your case. You can even weave these peer reviews directly into your submission: “According to [colleague’s name], my strategic input on the project was ‘instrumental to its success.’”

7. Tell Your Story Clearly and Confidently

Imagine a manager reviewing ten submissions at 10 p.m., trying to decide who gets which rating. Make yours stand out. Use bullet points to break up text, and make sure each point is concise yet impactful. Lead with outcomes and follow up with context: “Increased team productivity by 10% through implementing a new workflow (context: revamped project management tools and trained team members).”

An old mentor once advised, “Your review isn’t a recap; it’s your highlight reel.” Treat it like one. You want the reader to come away with a clear picture of your value without having to sift through vague or overly detailed descriptions.

Side Note: Don’t Settle for a Number

If you receive a rating lower than you anticipated, consider asking respectfully, “Can you help me understand what prevented me from earning higher scores?” This is if you won't have the opportunity to discuss the score you got. I'll be covering the performance review meeting in Part 2.

8. Plan for Next Year

Even as you complete this year’s review, consider it a practice run for next year. Establish a habit of capturing monthly highlights or setting up a ‘Wins’ folder in your email. This will make next November less daunting and your review even stronger.

Final Thoughts

Performance reviews can be intimidating, but they don’t have to be. With the right preparation and confidence in your work, you can use them as a tool to advocate for yourself and set yourself up for future success. Don’t see it as a box-ticking exercise, when it really can have a lasting impact on your career and your ability to progress through the organisation.

Remember, you’re the author of your career narrative—make sure it’s one you’re proud of. 

And stay tuned for Part 2, where we’ll tackle the face-to-face meeting and how to turn it into an opportunity to strengthen your position.

About the author

Aoife O’Brien founded Happier at Work in 2019 because she witnessed firsthand the impact of poor workplace culture on both organisations and employees. Using her research-based Happier at Work framework, she partners with Global Talent & HR Leaders to cultivate human-centred workplace cultures that prioritise wellbeing, career growth, and meaningful impact. Her clients want to be seen as advocates and architects of thriving workplaces. She supports employees to build their confidence, gain career clarity and reach their full potential, while driving increased engagement and retention in organisations. She has worked with global organisations like Meta, MSD, Ciena, AbbVie, Logitech, and HubSpot. She has been featured by several national media platforms (Irish Times, Sunday Times, Irish Independent, 2FM, Today FM, Classic FM), public speaking events, and ~100 podcast guest appearances talking about imposter syndrome, career development, fit, employee engagement, productivity, and remote working. Her award-winning Happier at Work® podcast , has a global audience of over 125k. In January 2024 she received the coveted LinkedIn Top Voice badge. She has lived and worked in several different countries and has visited all 7 continents.