Last updated November 16, 2024

How to roll out a new performance management system

Writer, Culture Amp

Rolling out a new performance management system is a balancing act. Too much change at once can overwhelm employees, while a gradual, practical approach can drive lasting adoption and meaningful behavior change. To make this process manageable, many performance management solutions are designed with modular features that companies can introduce incrementally. This modular approach allows employees to adapt gradually, incorporating each new feature into their workflows at a sustainable pace.

In this post, we’ll guide you through creating a comprehensive, three-year, step-by-step performance management rollout schedule that ensures successful adoption across the organization.

Year one: Selecting and implementing your performance management software

If you’re ready to roll out a new performance management solution, follow these seven steps for a smooth implementation in your first year:

1. Identify organizational performance management challenges

Timeframe: 2-3 weeks

Before investing in a new solution, take time to assess the current state of your performance review processes. Identify specific pain points and areas where improvements could make a real impact. Next, think about the unique challenges leaders, managers, and employees face – what issues do they need resolved, and how could new processes or tools help address these needs?

2,Gain leadership buy-in

Timeframe: 6-8 weeks

Securing leadership support is essential for the success of your performance management rollout. Engaging leaders early demonstrates the initiative’s value, helps ensure alignment, and sets the stage for organization-wide adoption.

Here are a few tips to help you win over your executive team:

Discover: Collect data from a variety of sources – exit and stay interviews, pulse surveys, engagement data, as well as meetings with managers, employees, and the HR team – to gather information and create a compelling narrative for why your business needs a new performance management solution.
Consult: Meet with your CEO and executive team to understand their viewpoints on new software. How familiar are they with performance management tools? What concerns them? What goals are they trying to achieve? Learning the answers to these questions and more can help inform how you present your business case to execs later on.
Define and refine: To build on your internal data and insights, look for external data that strengthens your argument. For example, employees who feel their performance review process is fair are 46% more engaged, and better performance management processes can increase productivity by 56%.
Collaborate: Meet with employees and managers to give them a voice in the software selection process. In small focus groups, ask employees what changes they want to see made to your performance management processes and what they consider must-have features for a new tool.
Choose the technology: Once you have this information, you’re ready to start searching for the best technology solution for your business’ needs.
Set the business case: Using your stakeholder feedback, internal and external data insights, and platform recommendations, develop a detailed business case and present it to your executive team to secure their buy-in.

3. Evaluate performance management software

Timeframe: 6-8 weeks

With the green light from your executives, take your list of must-have features and create a shortlist of platforms that align with your needs. After thorough research to identify a few top contenders, arrange product demos for a group of key stakeholders from across the organization. Once your group reaches a consensus on the best solution for your business, you’ll be ready to kick off the implementation process and prepare your organization for the next phase.

4. Announce the new software change

Timeframe: 4 weeks

Now that you’ve selected your new software system, it’s time to inform your organization of the change. Here’s how to ensure the announcement is clear, motivating, and sets up employees for a smooth transition:

Choose the right channels: Reach employees across multiple platforms – email, All Hands meetings, internal messaging tools, and on-demand webinars – to inform everyone of your new solution ahead of launch day.
Highlight the system’s benefits: Frame the announcement using a “what’s in it for me” angle to explain how the tool supports talent growth, retention, and a more engaging work environment. This framing helps managers and employees understand how they can personally benefit from the new system.
Address pain points: Highlight the constructive feedback employees shared about your old systems and processes, and share how your new solution can address many of these concerns.
Set realistic expectations: Remind everyone that change takes time. Acknowledge there may be some initial bumps, but that any and all feedback is welcome. In fact, employee feedback can help your organization refine its processes and tailor the new tool to fit your unique needs.

This proactive communication will build awareness, excitement, and a smoother path to adoption for your new performance management system.

5. Train employees on the new solution

Timeframe: 2 weeks

Next, teach employees how to use your new software. Offer a mix of learning resources, such as tutorials, FAQs, short product demos, live trainings, and on-demand webinars, so employees can explore the tool and get comfortable with the platform however they prefer. You might also want to create a dedicated Slack or Teams channel where employees can get answers to time-sensitive questions.

6. Rollout features

Timeframe: 4-6 weeks

And we’re live! Announce to employees that the platform is live and ready for them to use. Ask them to log in and try it for themselves. Remind everyone where to find supporting resources, and invite them to ask questions in your dedicated Slack or Teams channel.

To emphasize this messaging, involve your managers. Encourage them to check in during 1-on-1 meetings and ask employees if they’ve had a chance to try out the platform. This manager-led approach can help spread awareness and boost adoption across the team.

7. Collect feedback

Timeframe: 2 weeks

One month after rolling out your new system, launch two anonymous employee surveys to collect feedback and demonstrate your team’s commitment to ongoing improvement. Send one survey to employees who have already used the system, so your business can learn what’s working and where they can make improvements. Send the other survey to people who haven’t used the system yet to uncover any barriers to adoption.

Once the surveys close, be transparent about the feedback by sharing the results with the organization. Outline a clear action plan for the next six to 12 months detailing how you intend to address key findings and make improvements, helping foster a culture of accountability and growth.

Year two: Introducing 360-degree feedback and goal-setting

Once your workplace is familiar with your new processes and systems, you may be ready to incorporate additional, more complex features and tools, like:

360-degree feedback: This comprehensive review method combines self-assessments, peer input, and manager evaluations for more fair and transparent appraisals.
Goal-setting: Employees and managers can collaboratively set, manage, and track goals, driving alignment and establishing clear performance expectations.

In the second year of your performance management system rollout, consider these tips for introducing new tools, refining processes, and boosting adoption.

1. Introduce your new modules and tools

Timeframe: 4 weeks

Like in step four of the previous year, start by communicating this change and these new tools to your workforce. Provide a pre-announcement to help employees anticipate the updates and understand your new additions, followed by a detailed launch announcement to ensure they are prepared to hit the ground running with these new modules. Remember to communicate the changes across multiple channels so that employees can engage with the information in the way that best suits them.

2. Train employees on how to use the offerings

Timeframe: 2 weeks

With any new process or tool, employees will have a learning curve. Carve out time to train employees on the new offerings and their benefits, making sure to address why your business decided to introduce these tools.

On-demand video tutorials, FAQs, how-to guides, and live training programs can all help get your employees up to speed. Since they’re already familiar with the system from last year’s performance reviews, you might see faster adoption and a smoother transition with these new modules.

3. Rollout the new tools

Timeframe: 4-6 weeks

Once the new tools are live, let your employees know so they can start using them. Announce the launch over email, in Slack or Teams, and during your next company meeting. Include links to training resources in these messages, so employees can easily navigate the new tools and begin to use them. Invite questions and encourage exploration to support a smooth transition and strong adoption.

4. Collect feedback

Timeframe: 2 weeks

Post rollout, survey employees again to hear what they think of the new tools. This year, it might be more insightful to conduct separate surveys for employees and managers so you can better understand how these two groups use the platform, as well as what they like and dislike about the new tools.

As always, create a detailed and transparent action plan based on your findings. This shows employees you’re actively listening to their feedback and using it to make meaningful change.

Year 3: Incorporating calibrations, 1-on-1s, and feedback

Three years after implementing your performance management solution, you may choose to introduce more complex tools like:

1-on-1s: 1-on-1 meetings provide employees and managers with regular opportunities to discuss career growth, review goal progress, overcome obstacles, and exchange feedback.
Calibrations: Performance review calibrations help managers align on employee ratings and performance criteria to deliver more consistent and unbiased evaluations.
Ongoing feedback: Allow employees to request and share feedback throughout the year—not just during reviews.

By this point, you’ll have valuable experience with rolling out new tools. If you’d like a quick refresher, simply follow the steps outlined in Year Two. Repeat this process whenever you introduce additional tools, and you’ll be well-positioned to guide your business smoothly through any ongoing changes.

Boost performance management one step at a time with Culture Amp

Good things take time. Fortunately, with the change management and communication plan outlined above, any business can transform its performance reviews from striving to thriving. By gradually introducing new tools and processes, your company can boost employee adoption, drive meaningful behavior change, and enhance organizational efficiency.

With Culture Amp's performance management platform, you can get the tools you need to drive high performance at scale with built-in goal-tracking, performance review, and feedback tools.