Three Focus Areas in Depth

Focus Area 3: Conducting the Appraisal Meeting and Follow-Up

You've spent time preparing and writing the employee's review. It's now time to meet with the employee to discuss the review.

Setting the Performance Appraisal Meeting Agenda

The agenda focuses the performance discussion.  The format generally works for all employees, but can be tailored as appropriate.

The year in review:

1. Employee’s effectiveness in Performing the Job.   Two-way discussion regarding the employee’s effectiveness in performing his/her job during the past year.
2. Employee’s strengths and areas for improvement.   This discussion focuses on how the employee does the job as opposed to job responsibilities.  The factors include organizational and individual behaviors, which are important to effective performance.
3. Identify barriers/obstacles.   The people closest to the work know their jobs better than anyone and, as a result, are in the best position to identify barriers which impact work performance and job satisfaction and to offer possible solutions.
4. Employee development goals.  Discuss whether established goals for the year in review were met.  If a performance improvement plan was in place, review to ensure that all goals and objectives were attained.  Discuss reasons and establish a plan of action or next steps if goals were not achieved.
5. Review of Position Description.  Discuss whether or not the PD is accurate or if significant changes to the job have or will be made.  The details may be done as part of the follow up.
6. Follow up and Signatures.  As a result of the meeting, identify any follow up items. Agree on a date for the employee to sign and return the written evaluation.

Clarify the Purpose of the Meeting

To bring focus, if you had to write one sentence or a phrase that depicts what you would like the employee to most take away from the meeting, what would it be?  By answering this question, you’ll be able to keep a focus on that one item.  For each employee the focus may be different.  Focus areas to consider include:

• Affirm that you have an outstanding employee.
• Reinforce the person’s accomplishments.
• Address performance or behavior issues.
• Emphasize the person’s strengths and how valuable they are to the organization’s success.
• Discuss changes to the job because of changing business needs.
• Focus on goals for next year.
• Stress developmental areas.

Whether this is a positive or difficult review, the meeting should build upon the connection you have with the employee.