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Conducting An Appraisal Meeting: Things to Prepare

On28/ 11 /18
Appraisal meetings are often misunderstood and mismanaged. The main aim of conducting those meetings is to assess your staff performance and recognise their achievements over the course of the year. And while 58% of managers think that they provide their employees with enough feedback, 65% of employees would like to know more.*

So how should you prepare yourself for an annual meeting that will engage your staff and motivate them to do better? 

Why conducting an appraisal meeting is important

Let’s start with understating the importance of appraisal meetings. The main purpose of conducting a review meeting is to give the appraisee the opportunity to reflect on their work and learning needs in order to improve their performance. It should also be used to maintain records in order to determine compensation packages, wage structure and salary raises, which can give your staff an additional boost of motivation and increase their job satisfaction. Another advantage of performance appraisals is to help supervisors to assess the promotion programme for efficient employees, which can be also used to identify inefficient members and create a plan of action aimed at improving their effectiveness and engagement.  

Scheduling appraisal meetings

Appraisal meetings should be organised towards the end of the year, when people are more relaxed and open for new resolution. Conducting a performance review in, say, December will also give your staff time to think about their future over the Christmas break, so they can come back with a clear head and strong motivation in January. 

Before you spread the news about the appraisal meetings, reserve yourself some time to conduct all the meetings in as tight a time-frame as possible so you can speak to everyone within one or two days. Remember to also give everyone some time for preparation. When scheduling the meetings, inform your staff about it at least two weeks in advance so they can prepare a list of questions and concerns they might want to share with you.

What you should prepare

To kick off the appraisal meeting, make sure that you have enough notes to cover all the points you need to discuss with your employee and you have a clear agenda in your hand. Trust us – you will not have enough time to ad-lib during the meeting!

Prior to the date, create a template document that you will use for all your employees. The performance review sheet should include all the key notes about an employee’s performance throughout the year, so you can cite examples of achievement as well as areas to improve. You should also ask your employee about their self-appraisal so you can compare both documents and recognise any additional achievements or problematic issues you might not be aware of. 

During the meeting

Begin your meeting by asking your employees to discuss their objectives and where they are with meeting these. Next, compare their feedback with your own comments and openly discuss any points that, in your opinion, need improvement or could be done differently. 

If you’re happy with your employee’s performance – tell them. Remember that positive reinforcement is a great tool to ensure an employee continues to do what they’ve done well in the past, which is invaluable for both the company and employee.

If there is anything that requires your employee’s attention, don’t be afraid of sharing your feedback as well – at the end of the day, the main objective of running an appraisal meeting is to give your staff their performance overview, which can help them to grow and achieve their career goals in a long run. 

At the end of the meeting – ask for feedback. You should remember that an appraisal meeting is a two-way conversation, which makes it a great opportunity to get your staff’s views on your own performance as a manager. What further support can you give them in their role? What can you do more or less of to enable them to succeed? If there is anything that needs to change to enable the business to perform better? To take the full advantage of it, don’t be afraid of asking questions and make sure that you apply all the feedback to the next year’s management strategy.

Are you looking to secure your business with unique, local talent? Here at Bucks & Berks we can help with recruiting top candidates in Wokingham, Bracknell, Slough, Maidenhead, Windsor and Reading areas. Contact us today for more information!


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