How to conduct a performance appraisal interview

1. Allocate interview times for all employees.

Employees need to know well in advance the date and time for their performance appraisal interview. The meeting may occur during the month of the staffer’s birthday or at some other mutually convenient time. This gives you and the staff member adequate time to prepare for the meeting.

2. Encourage the employee to prepare for the session.

With adequate forewarning, the job holder should be able to prepare for the session. The design of the interview form or an agenda can assist in this regard. Ask the employee to focus particularly on personal performance since the last meeting, comparing against goals previously agreed to.

3. Prepare yourself for the session.

As part of planning, assemble material relevant to achieving your outcomes. Review the records of the employee’s past performance appraisal meetings and decide if there are any other issues you wish to raise or emphasise. Arrange for a location where you will not be interrupted and ensure you both allocate sufficient time for the meeting.

4. Establish rapport.

Gaining the employee’s trust and confidence is essential to successful outcomes. This process cannot be rushed and the interview should not proceed until you feel rapport has been successfully established.

5. Reach agreement on past and present performance.

Give the employee an opportunity up-front to describe personally how the job is progressing generally. Examine together how well the previously set goals in key result areas were achieved - were the standards met adequately? were they met on time? what improve-ment is needed? any problem areas? If both parties have completed their pre-meeting preparation, agreement can be reached by each person walking through their respective lists. Those lists will include positive items and others in need of attention.

6. Acknowledge employee successes.

Give full and generous acknowledge-ment for appropriate performance, and special emphasis to above average achievements. Indicate your intention to build upon these personal strengths.

7. Assess progress fairly.

When conducting performance appraisals, it’s important to assess each employee fairly. Here’s how:

Focus on facts. Discuss objective data - such as customer satisfaction scores, error rates, caseload volumes, etc. To arrive at an unbiased conclusion, always begin with facts rather than opinions.

Benchmark progress. Good reviews compare this year’s work with last year’s and against agreed-upon standards. Explore bench-marks to allow the worker to see what’s been achieved and where he or she’s going.

Balance details equitably. If you list examples of how Jack messed up, make sure you don’t ignore the specifics of Ted’s as well. Consider each worker’s performance consistently by focusing on the same level of detail in each case.

8. Identify and agree on areas needing improvement.

Gain the employee’s commitment to addressing those areas in need of attention. Focus particularly on no more than two or three areas. Explain why improvement is necessary, express improvement in measurable terms if possible, and record actions to be taken. This process should not be rushed and should involve considerable employee input: ownership of the issues is essential.

9. Stay focused.

If you are criticised or forced to defend your position at any stage, remain calm and focused on outcomes. Adopt the attitude that nothing can happen in the interview that you can’t handle competently.

10. List future directions.

You’ll gain little from dwelling in the past. Devote maximum time to discussing the employee’s future. Reach agreement on the next stage and list the steps to be taken. Agree on new goals or standards together with an action plan to achieve them. How can you assist in any staff training that may be appropriate? Update the job description if necessary. Document the outcome and include it on the employee’s file. A review of that list will form the basis for the next performance appraisal interview.

11. Close on a positive note.

Conclude the meeting by summarising what you think the appraisal interview has achieved. Ensure that the employee leaves in a positive frame of mind, feeling prepared to tackle the next stage with confidence. If required, set a date for a follow-up meeting.

12. Monitor outcomes.

Continue to look critically at the real results of your appraisal interviews and make changes accordingly. Those changes may even involve moving to a 360° appraisal system, outlined in topic 404.