Review all Performance Related Documentation and Information

Review all performance related documentation and information, identify positive and negative achievements and formulate constructive feedback.

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Preparation is the key to an efficient and effective performance evaluation meeting.

Without preparation the process will be slow and frustrating for both the staff member and the manager/supervisor. Good preparation ensures that both parties thought through any potential difficulties and have followed a reliable process that is both fair and objective. As manager/supervisor you should spend at least one hour doing preparation in this way.

Both manager and staff member should review the performance planning and agreement document in preparation to the performance appraisal. Follow the following procedure when preparing for a performance appraisal:

• Review the relevant business and team performance plan.
• Take note of individual goals and objectives that was agreed upon.
• Place emphasis on both performance and development objectives.
• Have the objectives been achieved or not and to what extent?
• Identify positive achievements and identify possible reasons why goals and objectives were achieved.
• Identify negative achievements and identify possible reasons why goals and objectives were not achieved.
• Identify gaps and possible reasons for these gaps.
• Formulate constructive feedback in advance, focusing on both good and poor performance.
• Plan ways in which you will maintain and enhance self-esteem throughout the discussion.
• Think about how to create a positive atmosphere in the meeting (by not being defensive, demonstrating good ideas, listening to the other person carefully, maintain self-esteem, asking for clarification, etc.).

Click here to view a video that explains how to do effective performance appraisals.