Short answer Paste the prompt below into ChatGPT, Claude, Gemini or Copilot with your own details and you get a fair, specific performance review with real examples, goals for the next few months and questions for the conversation. Works on free plans. Time saved: about 45 minutes per review (estimate).
Why it helps
Small business owners often skip reviews, or do a quick "you're doing great" chat that doesn't help anyone. Good staff want to know what they're doing well and where they could grow. The ones who are struggling need to hear it clearly and fairly, with examples.
AI can turn your notes into a balanced written review with specific examples and a few clear goals. It keeps the wording fair and calm, which matters most when there's something hard to say.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
Help me write a performance review for a staff member at my small business in New Zealand. NZ English, warm but honest, plain words. Their role: [job title and main duties] Time in the job: [how long] What's going well, with examples: [your notes] What needs work, with examples: [your notes] What I'd like to see in the next [3] months: [your goals] Please give me: 1. A short written review: strengths, areas to work on, and goals. Specific, based only on my examples. 2. 3 or 4 measurable goals with a date to check in. 3. 5 questions to ask them in the review conversation, so it's two-way. Rules: don't invent examples or judge anything I haven't said. Keep it about the work, not personality. Don't mention health, family or other personal matters.
Then keep chatting
Make the "areas to work on" section kinder without making it vague.
Write a short note inviting them to the review meeting.
Turn the goals into a simple table we can both sign.
Step by step
- Jot down real examples from the last few months: good and not so good. Dates help.
- Use first names only and leave out anything personal, like health or family details.
- Fill in the prompt and read the draft. Cut anything that isn't fair or backed by an example.
- Give them the review before the meeting so they can think about it, and listen as much as you talk.
- Keep a copy, and check in on the goals on the dates you agreed.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Be fair and specific. Employment New Zealand (employment.govt.nz) explains good faith and managing performance. A review isn't a disciplinary process. If it might become one, get advice first.
- Privacy: the review is the staff member's personal information. They can ask to see it, so write only what you'd be happy for them to read. See privacy.org.nz.
- Don't paste surnames, IRD numbers, pay details or anything about health or family into the AI.
Go further
For new people, set clear expectations from day one with the staff onboarding plan use case. If the same small things keep slipping, turn the routine into a simple checklist with the staff checklists use case.
