See the example below to help you structure the performance appraisal discussion with your employee. When preparing for the meeting, check that you have:
- Chosen a convenient and appropriate setting to hold the meeting.
- Picked a time when both of us can focus on the discussion without interruption.
- Considered the configuration of the room to make sure there are no physical barriers between us.
- Shared the purpose of the meeting ahead of time with the employee.
- Determined the agenda we will follow.
- Forwarded the office phone to voicemail, turned cell phone off and not simply to vibrate, closed Outlook to stop e-mail notifications.
- Made other people aware that I am not to be distracted.
- Spent enough time planning how I would like the meeting to go.
Possible performance appraisal discussion format
Introduction (2 minutes)
- Put the employee at ease.
- Set the stage by explaining the purpose is to have a meaningful discussion as well as to plan for the future.
- Ask if the employee has had a chance to review the document if you prepared the document.
Note: If the staff member has not had time to review then we would highly recommend you reschedule the meeting.
Staff member view point (10 minutes)
- Ask for the employee’s perspective of their performance and the evaluation.
- Ask how the employee views their job and the working climate they perform their job in.
- Ask if the employee has any issues/ problems that they wish to discuss with you.
- Ask if the employee has ideas about how the job could be improved.
Supervisor/manager view point (5 minutes)
- Provide a summary of performance and not the detail as it is already included in the document.
- Avoid comparison to other staff and focus all comments against the expectation of the job and how they met or didn’t meet the needs of the job.
Note: You may wish to focus on what to keep doing, what to stop doing, what to start doing.
Goals and objectives (10 minutes)
- Ask the staff member to contribute goals and objectives for the coming year.
- Discuss goals that will be motivating and challenging for the employee.
- Collaborate on the goals for the coming year.
Training and development (5 minutes)
- Ask the staff member what training they think they need to take to be able to help them in their job.
- Ask if there are any longer term career goals that they wish to discuss.
Feedback from the employee (10 minutes)
- Ask if there are any questions, concerns or ideas on how to make the coming year more productive and valuable.
- Let the employee have the last word, even if you don’t agree.
Close on an encouraging note (3 minutes)
- Set the tone for the coming year, be supportive and provide encouragement.