Smarter Week

How to automate it

How to automate “run the performance review cycle and chase managers”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

180 min
typically, once a month
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Run reviews in a performance tool with automatic reminders

Lattice, 15Five, Culture Amp, Leapsome or your HRIS performance module send the forms, chase late managers and show completion in one dashboard.

Typically saves about 40% of the time2 h to set up
  1. 1Set the cycle dates and the review template once.
  2. 2Load managers and reporting lines from the HRIS.
  3. 3Turn on automatic reminders at set points before each deadline.
  4. 4Send leaders a completion dashboard link instead of chasing individuals.

Tools: Lattice · 15Five · Culture Amp · Leapsome · Workday or BambooHR performance

Fix 2 of 2

AI

Give managers a prompt that turns their notes into a fair review draft

Managers paste their own notes and examples; AI organizes them into a draft. The manager owns the content, and the prompt guards against vague or biased wording.

Typically saves about 40% of the time15 min to set up
  1. 1Share the prompt below with managers along with the review template.
  2. 2Remind them to use only an approved AI tool and their own notes.
  3. 3Ask them to check every example and rewrite in their own voice.
  4. 4Calibrate ratings in a meeting as usual; AI does not rate anyone.
Prompt to copy
Help me draft a performance review for [ROLE] using only my notes below. Organize into: key results, strengths (with specific examples), areas to grow (with specific examples), and goals for next period. Use behavior-based, specific language. Flag with [VAGUE] any point that has no example, and flag with [CHECK] any wording that comments on personality, age, family, health or communication style rather than work. Do not invent examples or assign a rating.

My notes:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Lattice AI or Culture Amp AI writing assist

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

HR generalistHR business partnerPeople ops / HRIS specialist

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Other common tasks for HR generalists