This is the second tool in the package designed to guide and support the Annual Performance Review for the 2024–2025 cycle.
It provides the specific information and step-by-step guide needed to complete the process, whether you are a staff member, line manager, dotted-line manager, or second reporting officer.
Aligned with the People and Culture strategy, specifically within the dimension of People Development: Competencies and Performance Management, the Annual Performance Review is one of the key activities that helps us assess how well individual roles and the staff members in them are aligned with the organisational objectives and the purpose of the WSB.
In line with our matrix organisational structure, every person in the organisation plays a vital role in the implementation of processes and the achievement of objectives. The matrix makes it easier to identify the levels of responsibility for each individual, not only in the day-to-day execution of their functions, but also in the performance review process itself, which is described below.
🧩 Staff Member is responsible for executing tasks, delivering agreed outputs, and contributing to the success of projects or functions, as outlined in their Job Description. This is done under the guidance of their Line Manager and, where applicable, their Dotted-Line Manager.
In the RASCI matrix, the Staff Member is typically Responsible for completing assigned work and may be Consulted or Informed on matters that impact their tasks. This means they are expected to take ownership of their deliverables, manage their time effectively, and proactively communicate progress or challenges. They are also the primary owner of their performance development and are responsible for setting their goals in line with the expectations of their position.
🧩 Line Manager is the primary reporting line and holds overall responsibility for guiding and monitoring the Staff Member’s work and results.
In the RASCI matrix, the Line Manager is usually Accountable for outcomes related to their team members, and may also be Responsible for leading the work. Key responsibilities include overseeing day-to-day progress, setting priorities, leading performance reviews, ensuring deliverables meet quality standards, setting objectives, monitoring execution, and being accountable for overall performance. The Line Manager is also responsible for approving expenses and leave in the relevant platforms.
To see this role assigned for your rol go in the system to Home -> Profile -> Reporting to
🧩 Dotted-Line Manager is the functional manager and provides technical and functional supervision to ensure the Staff Member’s work aligns with specific functions or projects.
In the RASCI matrix, this role is typically Co-Accountable for the functional area and may also be Consulted. The Dotted-Line Manager provides technical guidance, tracks progress on critical tasks, and helps resolve domain-specific challenges. They influence and share responsibility for functional outcomes, though they do not manage the Staff Member’s day-to-day work directly. Like the Line Manager, they are involved in the same level, in the evaluation and goal-setting processes. They can view leave request but do not approve them.
To see this role assigned for your rol in the system go to Home -> Profile -> Dotted Reporting Line
🧩 Second Reporting Line is the Project or Advisory Reporting Line, is assigned temporary or cross‑functional responsible, such as task forces, clusters, or special projects for their duration.
In the RASCI matrix, this role is typically Informed or Supportive when contributing expertise or resources. They stay informed of progress, attend status meetings, and provide input as required. They also participate in the performance review as multi-rater Second Reporting Line.
To see this role assigned for your rol in the system go to Home -> Profile -> 2nd Reporting Line
🧩 Second Reporting Officer is a temporary role assigned only for the Annual Performance Review in cases where a Staff Member has no Dotted-Line or Second Reporting Line. This applies to positions that do not require additional reporting lines in which case is agreed between the staff member and the Line Manger. The Second Reporting Officer is designated in the system solely to participate in the multi-rater performance review as a second evaluator. For further details on this role, refer to page 27 of the One WSB Performance Management Process.
In line with the above, the Annual Performance Review follows a multi-rater model. Each Staff Member will receive input from three sources: their self-assessment and two evaluators, depending on the structure of their reporting lines.
If your position reports to a Line Manager and a Dotted Line |
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If your position reports to a Line Manager but also you have assigned a Second Reporting Line for a specific project or task |
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If your position reports only to the line manager |
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If your position changed during the review period to other Support Centre or Practice Team |
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If you joined the organisation less than three months ago |
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🎯 Guidance for Staff Members
- Contact your Line Manager and Dotted-Line / 2nd Reporting Line or Officer to involve them in your performance review process.
- If you have a Dotted-Line Manager, share your preference regarding whether you would like to hold the performance meeting jointly or in separate 1:1s.
- Log into Zoho People and review the current status of your goals for the 2024–2025 cycle. Archive goals from previous periods and identify any that require updates. Refer to the How-to Guide: Goals Management on Zoho People for a step-by-step walkthrough.
- Prepare to complete your self-appraisal and the evaluation of your goals in the system. Prepare supporting evidence, materials, and metrics that may help illustrate your progress and performance. This will strengthen the conversation and help your Line Manager understand your perspective more clearly.
- At least two to three days before your performance review meeting, complete both your self-appraisal and your goal review for 2024–2025 following these steps:
- Log into Zoho People (Home)
- You go to Performance -> My Data -> Self Appraisal. The default view shows you WSB YEPA 2024-2025 Appraisal Cycle
- Click on Add Self Appraisal and a new window will open with the self-appraisal questions. Select or write your answer as required. Take a moment to reflect, your thoughts will give your Line Manager valuable insight into how to best support your growth and development.
- Continue reviewing each of your goals within the same window. For each one, consider your progress towards completion, the actions you took to achieve it, any challenges you encountered, and any other relevant factors that may have influenced the outcome.
- Select a rating for the goal using the scale provided.
- Use the Comments section to explain your rating include the key elements and observations that support your evaluation.
- If you click on Comment(s) on the goal, a new window will open where you can see all the updates and supporting evidence you previously added in your goal progress report.
- Repeat the above steps for each goal in your list.
- Click Save Draft if you wish to complete your review later, or Submit if you have finished your evaluation.
Note: Before start your appraisal, all your goals must be updated with progress, comments, and supporting evidence.
The option N/A (Not Applicable) should only be used for goals that are no longer relevant due to a change in priorities or responsibilities, previously agreed with your Line Manager. All other goals must be rated using the standard scale:
* Oustanding: The goal was fully completed and clearly exceeded expectations. The results achieved went beyond what was initially planned, generating significant added value for the team, project, or organisation.
* Excellent: The goal was completed as expected, meeting all key requirements.It delivered strong results and contributed effectively to the purpose for which it was set.
* Satisfactory: The goal was mostly completed, though some aspects may have remained pending or required more time or support. The objective was achieved in general, but there is room for improvement.
* Needs Improvement: The goal was partially completed or the results were below expectations.
Key deliverables may not have been achieved, and challenges significantly affected progress.
* Unsatisfactory: The goal was not completed, and expected results were not delivered.
There was little or no progress, and no clear evidence of achievement.
- Once you have completed your self-appraisal, inform your 2nd Reporting Line or 2nd Reporting Officer so they can provide their input and feedback on your goals and performance via the multi-rater appraisal option in Zoho People.
- Plan and hold your performance review meeting with your Line Manager and/or Dotted Line, as previously agreed. Follow the recommendations in Meaningful Conversations during the Performance Review guide to help the session is insightful and rewarding.
- Once the appraisal process is complete by the three sides, you may begin planning your goals for the next period, following the process that will be shared by People and Culture. 💟
🎯 Guidance for Line Managers
- Once your staff member has completed their self-appraisal, you will receive a email notification prompting you to carry out your evaluation as Line Manager.
- If your staff member has a Dotted-Line Manager assigned, ask for their preference regarding the performance meeting: whether they would like to hold it jointly with the Dotted Line or separately in individual 1:1s. Schedule the meeting(s) accordingly.
- Plan and hold the performance review meeting with your staff member, either jointly with the Dotted Line or as a separate 1:1, depending on what was agreed. Follow the recommendations in the Meaningful Conversations during the Performance Review guide to ensure the session is insightful and rewarding.
- During or after the meeting, provide your input and feedback on their goals and performance through Zoho People by following these steps:
- Log in to Zoho People (Home)
- Go to Performance -> Appraisal -> Appraisee View. The default view will show the WSB YEPA 2024–2025 Appraisal Cycle under Active Appraisals.
- Click on Open Review to view the list of reportees under your position. You will see their self-appraisal and the status of their multi-rater evaluations.
- Click Open to begin evaluating each of your reportees individually.
- Once you click on Open, a window will appear showing the details and progress of the appraisal.
- If the self-appraisal has been completed, click View to read the responses provided by the staff member.
- If it is not yet complete, send a reminder to the staff member to finalise their self-appraisal before proceeding.
- Once the self-appraisal is complete, click Review to carry out your evaluation as Line Manager.
Note: The self-appraisal must be completed before the Line Manager’s evaluation. Otherwise, the system will block the staff member from submitting their input.
- When you begin your Review, a window will open displaying your staff member’s full appraisal form, including the assigned evaluators and the current status of each one.
- This window also provides you, as Line Manager, a space of Reference to consult the Appraisal Overview, which includes the staff member’s current goals as well as their performance appraisals from previous years. This information can serve as useful context as you prepare your feedback and evaluation.
- Complete your review as Line Manager in two parts:
- Custom Section. This refers to your general evaluation and overall comments.
- Goals. Here you evaluate each individual goal assigned to the staff member.
- For each goal consider the self-appraisal submitted by your staff member, along with your own observations regarding progress, actions taken, challenges encountered, and any other relevant factors that may have influenced the outcome.
- Select a rating for the goal using the scale provided.
- Use the Comments section to explain your rating, including key elements that support your evaluation.
- Repeat these steps for each goal.
- Click Save Draft if you wish to continue your review later, or Submit once your evaluation is complete.
Note: The option N/A (Not Applicable) should only be used for goals that are no longer relevant due to a change in priorities or responsibilities, previously agreed with your Staff Member or goals in which you do not have enough elements to evaluate because they are part of the Dotted Line evaluation if applicable. All other goals must be rated using the standard scale:
* Outstanding: The goal was fully completed and clearly exceeded expectations. The results achieved went beyond what was initially planned, generating significant added value for the team, project, or organisation.
* Excellent: The goal was completed as expected, meeting all key requirements.It delivered strong results and contributed effectively to the purpose for which it was set.
* Satisfactory: The goal was mostly completed, though some aspects may have remained pending or required more time or support. The objective was achieved in general, but there is room for improvement.
* Needs Improvement: The goal was partially completed or the results were below expectations.
Key deliverables may not have been achieved, and challenges significantly affected progress.
* Unsatisfactory: The goal was not completed, and expected results were not delivered.
There was little or no progress, and no clear evidence of achievement.
- Once you have completed your self-appraisal, follow up to ensure the multi-rater inputs have been completed and the process is finalised.
- Once all three stages of the appraisal process are complete the performance cycle for your staff member will be considered complete. and you may begin preparing to set goals for the next cycle, following the guidance that will be provided by the People and Culture team.💟
🎯 Guidance for Dotted Lines - 2nd Reporting Lines / Officers
The multi-rater model allows for multiple perspectives in the evaluation process, ensuring a more balanced and holistic view of performance. Since 2018, WSB has used a multi-rater approach in the annual performance review. With the implementation of the matrix structure, we now include more participants in this model: Dotted Line Managers, Second Reporting Lines, and Second Reporting Officers, each with different levels of involvement and responsibility.
While the technical process in Zoho People is the same for all three roles, their degree of participation in the evaluation depends on their reporting relationship and role within the matrix.
🧩 If you are a Dotted Line Manager, you share responsibility with the line manager in supporting the staff member’s progress towards their goals and overall performance permanently.
For the annual performance review process, you must coordinate with the line manager and staff member to decide how you will conduct the performance review meeting, whether jointly or in separate 1:1s.
Once the staff member has completed their self-appraisal and you’ve held the review meeting, you should proceed to complete your evaluation in Zoho People.
When completing the appraisal:
- Use the rating scale for each goal.
- Add insightful comments that reflect your feedback and help identify areas for growth.
- If a specific goal falls outside your scope, you may mark it as N/A (Not Applicable).
🧩 If you are a Second Reporting Line you are assigned to monitor permanently the staff member on specific projects or assignments and you have a defined advisory or functional role.
For the annual performance review process you do not participate in the 1:1 review meeting since you likely don’t have full visibility of their daily work or full set of responsibilities.
Once the staff member and line manager have completed their appraisal you should proceed to complete the evaluation and provide your input based on your direct experience with the staff member’s project-related work.
When completing the appraisal:
- Rate only those goals you are familiar with.
- Use the comments section to share constructive feedback and support their growth.
- If a specific goal falls outside your scope, you may mark it as N/A (Not Applicable).
🧩 If you have been assigned as Second Reporting Officer, this is only for the purpose of the performance review to provide an additional and neutral perspective for staff members who have only one reporting line.
This role acts as an additional evaluator to ensure fairness, consistency, and a balanced view of performance. As a Second Reporting Officer, you do not hold any accountability for the staff member’s day-to-day work or overall results, but you are expected to contribute an informed and independent perspective based on your professional interaction with them during the year.
You do not participate in the 1:1 review meeting and once the staff member and line manager have completed their appraisal you should proceed to complete the evaluation and provide your input based on your direct experience with the staff member.
The responsibilities of the Second Reporting Officer are defined and used during the last years according with the One WSB Performance Management Process (page 27).
When completing the appraisal:
- Rate only those goals you are familiar with.
- Use the comments section to share constructive feedback and support their growth.
- If a specific goal falls outside your scope, you may mark it as N/A (Not Applicable).
Multi-rater Appraisal in Zoho People
- Once the previous steps have been completed, according with your rol in the appraisal process, you can proceed with your evaluation in the system by following these steps:
- Log in to Zoho People (Home)
- Go to Performance → Appraisal → Multi-Rater Feedback. The default view will show the staff members assigned to you as a multi-rate in the WSB YEPA 2024–2025 Appraisal Cycle. If you have served as a Second Reporting Officer in previous cycles, you will see your historical appraisals listed.
- In the self-appraisal column, click on View to see the responses provided by the staff member including ratings and comments in each goal.
- If you find a goal that is more than 365 days overdue, this indicates it belongs to a previous cycle and was not archived by the staff member. These goals should not be evaluated, mark them as N/A (Not Applicable) in your review.
- To complete your evaluation, click on Share feedback a new window will open showing the staff member’s profile and the list of goals to evaluate.
- Complete your evaluation as multi-rater, assessing only de goals that are relevant to your role.
Note: Your assigned role (Dotted Reporting Line, Second Reporting Line or Second Reporting Officer) will be visible in the Comments field of the form.
- For each goal consider the self-appraisal submitted by your staff member, along with your own observations regarding progress, actions taken, challenges encountered, and any other relevant factors that may have influenced the outcome.
- Select a rating for the goal using the scale provided.
- Use the Comments section to explain your rating, including key elements that support your evaluation.
- Repeat these steps for each goal.
- Click Save Draft if you wish to continue your review later, or Submit once your evaluation is complete.
Note: The option N/A (Not Applicable) should only be used for goals that are not applicable for your evaluation as multi-rater. All other goals must be rated using the standard scale.
* Outstanding: The goal was fully completed and clearly exceeded expectations. The results achieved went beyond what was initially planned, generating significant added value for the team, project, or organisation.
* Excellent: The goal was completed as expected, meeting all key requirements.It delivered strong results and contributed effectively to the purpose for which it was set.
* Satisfactory: The goal was mostly completed, though some aspects may have remained pending or required more time or support. The objective was achieved in general, but there is room for improvement.
* Needs Improvement: The goal was partially completed or the results were below expectations.
Key deliverables may not have been achieved, and challenges significantly affected progress.
* Unsatisfactory: The goal was not completed, and expected results were not delivered.
There was little or no progress, and no clear evidence of achievement.
5. Once you complete your evaluation, inform the staff member that it has been completed and that they can now obtain the final annual performance review report. 💟