Conducting the employee appraisal meeting
Now that you have drafted an employee appraisal document, you are ready to have the employee appraisal discussion.
- Schedule the meeting time a few days in advance. This lets your employee prepare what he/she wants to discuss. Be sure to reserve sufficient time for discussion.
- Choose a meeting place that is comfortable and private. Arrange your schedule so you will not be interrupted.
- Avoid discussing motivation or personal issues. Concentrate on the employee's behavior and the consequences of that behavior to the individual and the organization. This is a good time to reinforce the requirements of the job.
- Be sure to give the employee an opportunity to discuss his/her feelings and reactions to your feedback.
Important elements of an appraisal discussion
- Establish the purpose of reviewing the performance appraisal and outline the discussion.
- Review results or accomplishments achieved against objectives, emphasizing how these contributed to the work group's efforts.
- Review performance data against Performance & Goals performance review topics.
- Discuss causes of problems and reasons for success, emphasizing problem solving and concentrating on future actions.
- Agree on action to be taken and discuss ideas for development. (The meeting to finalize the development plan may be a separate discussion, but the appraisal form cannot be turned in as finished until the development plan is completed.)
- Summarize the discussion and express confidence in the employee's ability to succeed.
Remember, the Performance & Goals employee evaluation process is an interaction:
- Listen to your employee. Encourage reactions and suggestions—let him/her say what he/she needs to say.
- If there are areas that need improvement, encourage your employee to come up with solutions for improvement.
- If an employee disagrees with you, allow him/her to discuss his/her feelings. Listen without arguing or defending your point of view. Be prepared to adjust your views, if appropriate. Remind the employee that he/she can comment on any remaining areas of disagreement in the Employee Comment section of the appraisal form.