Set The Scene
- Purpose: Creates a safe, productive atmosphere. Shares company information and sets framework.
- Establish a conversational climate and restate the purpose of the meeting.
- Summarize the appraisal process.
- Explain the company mission and vision.
Discuss Factors
- Employee's View First.
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Let the employee discuss factor ratings (self-appraisal) first. If you do not utilize self-appraisal let the employee discuss his performance over the past year.
Present Your Views
- Share your ratings and viewpoints and compare them with the employee's, noting the differences.
- Focus on results and behaviors - not the person. Example: "Sales were down 5%" vs. "Don't you care that sales were down?"
- Shoot straight, be direct and honest. Highlight the best examples you have to support especially high or low ratings.
- Don't argue or debate the evaluation. "We basically disagree on..." vs. "Well you're wrong Frank, I've been here a lot longer than you and I can tell you that this is poor performance."
- Allow for venting and emotions.
- Purpose: Focus on the issues, gather input, and provide the manager's viewpoint. Discuss gaps between your perceptions and the employee's.
Discuss Goals
- Discuss goal progress and ratings. Review differences between you and the employee.
- Set and weight the goals for new period.
- Ensure that the employee understands goal expectations and standards.
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Purpose: Clarify issues and create understanding. Provides focus, makes clear what is important. Check for employee comprehension.
- Ask for employee input, suggestions, and concerns.
- Purpose: Keep communication channels open.
- Summarize discussion.
- Emphasize the positive.
- Review overall expectations.
- Build on strengths, not weaknesses.
- Weaknesses, mistakes, and performance difficulties must be talked about and documented for performance improvement and also for potential legal concerns.
- To increase performance and ultimately production, the supervisor should build a foundation based on the employee strengths. Use the strengths to overcome the weaknesses.
- Purpose: Focus on where you'll make the most progress. Check for clarity. Highlight the important issues.
- Seek commitment and understanding. It is not so important that an employee agree with his appraisal, as it is that he understands it.
- Purpose: Promote employee buy-in and commitment.
- Leave on a High Note and Provide Psychic Income:
As appropriate, recognize, reward, and provide positive reinforcement.
Purpose: Motivation.
Follow-up
- Performance management is ongoing. Don't put the appraisal on the shelf.
- Purpose: Appraisals are powerful tools if integrated into day-to-day activities.