Short answer
Use competencies in performance reviews by rating each person against the expectations for their Function, role track, and level, then supporting the rating with evidence from the review period. Keep one Function version fixed for the cycle, discuss rating differences in calibration, and update unclear criteria only for future cycles.
Set the standard before kick-off
Assign each participant to the correct Function, role track, and level. Confirm that managers and employees can read the expectations before self-assessments begin.
Pin the published Function version to the cycle. Editing live criteria after people start writing changes the basis of the decision.
Ask for evidence by competency
A self-assessment or manager review should connect a claim to work from the period, then explain how that evidence meets or misses the level expectation. Useful evidence can include outcomes, decisions, artifacts, feedback, and changes adopted by others.
Do not rate personality or reward polished writing. Missing evidence may mean the competency was not observed, not that the person performed poorly.
Connect evidence to the expectation
Shows strong ownership and communication.
Flagged the launch dependency 2 weeks early, named an owner, and recorded the revised plan so both teams could adjust.
Use the rating scale consistently
Define what each rating means relative to the expected level. A rating scale should not replace the competency text or create a second standard.
Managers should explain the evidence behind ratings, especially when a rating is above or below expectations. Avoid averaging unrelated competencies into a story about overall character.
Calibrate decisions, then revise later
In calibration, compare how managers applied the same expectations. Use the Function text and evidence to resolve inconsistent interpretations, rather than adjusting a score to fit a distribution.
Record criteria that caused repeated confusion. After sign-off, update the next Function version while completed reviews keep the standard they originally used.