Appraisal Interview consists of the following three Stages:
Preparing for the Appraisal
2. Conducting the Appraisal
3. Following Up
look at each of these in more detail:
STAGE 1: PREPARING FOR THE APPRAISAL
It is important that arrangements for the Performance Appraisal
be made well in advance so that both Appraisor and Appraisee
have adequate time to prepare properly.
A number of things need to be done in preparation to ensure
a fruitful discussion:
Appraisees' Performance Appraisal Forms to refresh your
memory regarding the Performance Measures (Goals/Objectives/KPIs/Competencies)
that were agreed with them.
their previous Appraisal Summary & Performance Optimization
Plans (POPs) to see what was agreed that they should work
on improving. Did you do what you have undertaken?
their Performance Record Notes as accumulated throughout
the performance period. Consult all other relevant records
on their performance.
them to prepare for the Appraisal by completing and printing
out their Appraisal Prep Forms, and studying/printing out
their Performance Record Notes. The system allows you to
request that they release their Prep Form to you prior to
the appraisal (check your company policy on this).
a mutually suitable date and time for the interview. A minimum
of one week's notice should be given. For more senior and
specialist positions, allow even more preparation time.
a private, comfortable venue where you can meet in a relaxed,
unhurried, informal atmosphere, without disturbances or
interruptions. Avoid sitting behind a desk during the interview.
Rather sit together with the Appraisee in front of your
desk or, alternatively, at a conference table. Sitting behind
a desk transmits a nonverbal message of formality, reinforcing
the "superior-subordinate" relationship.
aside adequate time for the Appraisal Interview, which may
vary in length from 45 to 90 minutes, depending on the complexity
and seniority of the position under consideration.
2: CONDUCTING THE APPRAISAL
Appraisal consists of two distinct parts:
PERFORMANCE: A "backward" look at how well previously
set Performance Measures and Standards were achieved, and
the factors that affected their achievement.
(2) PLANNING PERFORMANCE: A "forward" look at new
or adapted Performance Measures and Standards to be achieved
during the next performance period.
FIVE STEPS need to be followed to ensure a constructive session:
1. Start with an icebreaker
2. Explain the purpose of the interview
3. Work through the Performance Measures (agree Actual Performance,
Ratings and POPs)
4. Agree Performance Measures and Standards for the next performance
5. Close on a positive note
Official Performance Appraisal Form need to be completed by
the Appraisor during (or immediately after) the Appraisal
Interview to record the actual performance information, including
the ratings and POP notes, as was mutually agreed on by both
Appraisor and Appraisee.