5. 1. Establish the purpose of the performance review
meeting conversation
You already know the performance
information that you will be discussing
with the employee. That’s not really
the “purpose”. The purpose is this:
“What message do you want the
employee to leave the room with?”
It might be to discuss the employee’s
future opportunities within the
department. Or a specific skill you
would like the employee to master.
Regardless, think of the overall theme
you’d like the discussion to take.
Useful materials: • performanceappraisal360.com/free-128-performance-appraisal-forms
• performanceappraisal360.com/free-ebook-2456-phrases-for-performance-appraisals
6. 2. Outline your agenda for the meeting. And ask the
employee for their agenda as well
A performance review meeting is not a
one-way conversation. Employees
often save discussions about their
career for these meetings. I’m a big fan
of having a discussion with the
employee prior to the performance
review meeting.
I use this pre-meeting to set a date for
the conversation, give the employee
their last review, ask the employee to
do a self-review and find out their
goals for the meeting. This allows the
employee to come to the meeting
equally prepared.
Useful materials: • performanceappraisal360.com/free-128-performance-appraisal-forms
• performanceappraisal360.com/free-ebook-2456-phrases-for-performance-appraisals
7. 3. Review the relevant parts of the performance review
form. Discuss challenges and successes.
Use the meeting to cover the
highlights of the performance
review form. Discuss any ongoing
challenges and brainstorm ways to
solve those issues. In addition, ask
the employee to share their
successes.
The success information is valuable
not just as a form of recognition.
The employee has solved a problem.
If you are ever in a similar situation
or another employee is facing the
same problem, you have a proven
solution to share.
Useful materials: • performanceappraisal360.com/free-128-performance-appraisal-forms
• performanceappraisal360.com/free-ebook-2456-phrases-for-performance-appraisals
8. 4. Discuss ideas for development/action plan
This should be a significant portion
of the meeting. While reviewing the
performance review form is
important, on some level both you
and the employee know what it says.
The form represents the past –
behaviors and incidents that have
already happened.
This portion of the discussion
focuses on the future. Find out what
goals and plans the employee has for
their career. Discover if the
employee’s plans and the company’s
plans are in alignment or very
different. Talk about the skills and
experience needed for the employee
to accomplish their career goals.
Useful materials: • performanceappraisal360.com/free-128-performance-appraisal-forms
• performanceappraisal360.com/free-ebook-2456-phrases-for-performance-appraisals
9. 5. Agree upon specific actions to be taken by each of you
Both the manager and the employee
should leave the meeting with items
on their to-do list. The lists do not
have to be long and they do not have
to contain an equal number of items.
The goal is to have a written action
plan that is achievable and valuable
to both parties – including deadlines.
Useful materials: • performanceappraisal360.com/free-128-performance-appraisal-forms
• performanceappraisal360.com/free-ebook-2456-phrases-for-performance-appraisals
10. 6. Summarize the performance review meeting
conversation and express support
Wrap-up the conversation by
recapping the key discussion points,
thanking the employee for their
participation, and showing your
support for the employee. One other
thing I’d suggest – ask the employee
to give you some feedback. Find out
if you’re providing valuable support.
Ask for suggestions on ways you can
improve as a manager.
Useful materials: • performanceappraisal360.com/free-128-performance-appraisal-forms
• performanceappraisal360.com/free-ebook-2456-phrases-for-performance-appraisals
