How to Prepare for the Performance Appraisal

Preparing for the performance appraisal meeting helps employees focus on examining their performance in a more objective way. Whether you are a manager or employee, overcome the fear of performance appraisals with our useful guide on how to prepare for the appraisal meeting!

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For Managers

Before the meeting

Schedule it in advance

Inform the employee at least one week prior to the meeting to give both of you sufficient time to prepare.

Select a suitable location

Find a place that is free from distractions and interruptions. Rather than meet at the cafe or any public place, a business setting such as the office meeting room might be more appropriate for both.

Choose a convenient time

Do not infringe on personal time such as lunch breaks or ask employees to come back on their leave days to meet. Set aside at least an hour for your meeting and ensure that neither of you have anything pressing immediately after your conversation. This is to allow your employee time to transit from a potentially emotional state (for instance, if you are dealing with an underperformer) to get back to their normal work routine. Do not infringe on personal time such as lunch breaks or ask employees to come back on their leave days to meet. Set aside at least an hour for your meeting and ensure that neither of you have anything pressing immediately after your conversation. This is to allow your employee time to transit from a potentially emotional state (for instance, if you are dealing with an underperformer) to get back to their normal work routine.

Agree on content

• Review the job description for the employee’s position, along with the requirements and goals that were set at the beginning of the year.

• Review any work product or documentation that shows progress or evidence of the employee meeting the goals.

• Be prepared to give specific advice and feedback about the employee’s performance.

Send the employee a copy of the appraisal forms. Employees should review it, understand it, and if they don't understand parts of it, try to get clarification from their managers BEFORE the performance review meeting, so they can discuss it intelligently and rationally.

During the meeting

• Review and discuss performance ratings on competencies and give specific examples

• Identify and agree on a developmental plan to close skills gaps

• Discuss strengths/weaknesses/areas for improvement

• Discuss possible barriers to effective work performance

• Discuss career aspirations and set appropriate work goals

After the meeting

• Assign the documents to the employee's personnel file and forward a copy to Human Resources

• Set a date for the next performance review (if applicable)

• Ensure that the necessary forms have been signed by yourself and the employee

  
  
  
  

For Employees: 

Before the meeting

Review your previous year’s performance

Review the SMART goals that were established for the current year.

• What goals did you meet?

• What goals did you not meet? Reflect on reasons for not meeting these goals.

Think of your performance in terms of a SWOT Analysis

• What are your strengths?

• What are your weaknesses?

• What opportunities do you see in regards to your performance?

• What threats do you see with regard to your performance?

  
  
  
  

Keep notes throughout the year to track your accomplishments

Complete the Self-Appraisal and provide it to your supervisor.

Gather and review feedback received from others during the year

You don’t just work with your boss, so it’s important to make sure the feedback you’re seeking out is well-rounded.

During the meeting

Remember that the performance appraisal is about positive communication between you and your supervisor.

• Support your case with facts and figures

• Be prepared to listen to feedback about yourself

• Talk about career development

• Pay attention to your areas for improvement and weaknesses

After the meeting

• Set and agree on work goals for the following year

• Create a development plan based on feedback from the performance meeting

• After reflecting on the meeting, contact your supervisor to clarify any comments that may have been vague or need further explanation