Steps to Assure a Smooth Performance Appraisal

Performance Appraisals are not always the easiest or the highlight of being a manager. Most people are hesitant to conduct a thorough review for fear of upsetting an employee.

Appraisals are most often used to determine salary increases. However, the main reason for appraisals should be to determine and improve the quality of an employee’s performance, set goals and plan for personal and career growth. When this becomes the main focus it is easier to have a more laid back appraisal since it shifts more towards coaching instead of critiquing.

So, the question becomes what steps you as the manager need to take to ensure a coaching session. Below will detail the prep and process of performing a proper performance appraisal. 

Before the Appraisal:

- Review the performance Appraisal Form and Format

- Using objective data, list all the points that need to be discussed

- List the employee’s good points, as well as areas for improvement

- Review the employee’s last performance appraisal

- Develop a series of questions and answers that need to be asked about pervious goals

- Determine if the employee had any problems on the job, look at the overall year

- Seek input from other supervisors who have worked with the employee

- Discuss the appraisal with the next level of supervision, as appropriate

- Set an appointment with the employee for a specific time and day for the face-to-face appraisal

- Allow the employee at least a week to review the materials to develop questions and comments

The Appraisal Process:

- Greet the employee by name

- Review in detail the written form with the employee

- Give specific examples and be direct

- Let the employee know you are aware of their positive qualities and accomplishments

- If it becomes necessary to deliver constructive criticism, it is vital that the employee maintains his/her dignity and self-worth 

- Encourage comments and questions from the employee

- Listen to what the employee has to say

- Discuss any standards that were not met by the employee and be specific 

- Do not argue with the employee but graciously and truthfully accept suggestions

If there are any disagreements between the supervisor and the employee, allow the employee an opportunity to create a written rebuttal that can be attached to the appraisal form before it becomes final. For more information on how best to handle and conduct performance appraisals, contact Lowden & Associates, Inc. at 770.248.0401.