Performance review discussion plan template

Providing feedback at the performance review meeting

A performance system will allow you to set clear goals and expectations for your employees. It also provides a process for ongoing feedback and discussion. We recommend that you use this plan in conjunction with our “Setting up a performance system checklist” and “Performance agreement template”.

For more information on managing performance, contact one of our HR Consultants.

Step 1: Preparation before the Meeting

PREPARATION – The Role of the Manager

Managers should support their employees in their career training & development activities. The manager should discuss with the employee how to prepare for the Performance Review Meeting and encourage them to do so.

Each manager should ensure that each employee leaves the Performance Review Meeting with an understanding of the areas in which they did a good job, where there are development needs and how they will develop these areas.

Managers are encouraged to speak with their staff regarding their performance at any time during the year, not just the formally recognised review times.

The following checklist may be useful prior to your Performance Review Meetings.

Ensure that a meeting time and place has been arranged
Assess the individuals’s performance against their goals
Review last year’s personal training & development plan
Prepare specific examples to support your view
Consider any changes to the goals levels for next year
Consider the employee’s training & development needs for next year

PREPARATION - The Role of the Employee

Employees are expected to take a leading role in their career training and development. Employees are encouraged to speak with their manager regarding their performance at any time during the year, not just the formally recognised review times.

The Performance Review gives each employee the opportunity to reflect on his or her performance and career development. Employees are encouraged to work on their Self-Appraisal at least one week prior to their Performance Review meeting.

The following checklist may be useful prior to your Performance Review Meetings. Plan when you’ll do each step, and mark each step as it’s completed.

Complete the employee Self-Appraisal
Have specific examples ready to support your Self-Appraisal. Keep a record of the feedback you have received, and critical incidents during the year. (Informal comments may be useful, eg e-mail messages, thank you cards etc.)
Review last year’s personal training & development plan
Consider goals for the next year.

Step 2: During the meeting

At the start agree on an agenda for the meeting and how it will be run. If you wish, an agenda may be agreed a day or two before the meeting. Take the time to ensure that the purpose, process and outcome of the interview are clear.

Spend as much time listening as speaking.

Create an open atmosphere and aim for an exchange of ideas. Employees should have ample opportunity to raise problems themselves. Where concerns or issues arise, see them as a problem solving opportunity, not a chance to attach and score points.

When giving feedback, focus on the positives. Be specific, always use examples and focus on demonstrable behaviour.

Where there are negative performance issues, these need to be discussed openly and in some detail. Do not try to down play the problem or refer to it indirectly. While this is likely to be the most difficult part of the discussion, it is necessary if people are to improve their work and get greater satisfaction from their efforts.

Focus on what can be changed. Emphasising things people are unable to do anything about is inappropriate and likely to lead to frustration and disappointment.

Where performance does not meet expectations, discuss these as challenges or opportunities for improvement rather than as deficiencies.

Where there is a serious difference of opinion about work performance, it is important to reach a mutual understanding about the decision. Don't compromise by meeting somewhere in the middle, which will leave both parties dissatisfied with the outcome.

Review the main points made during the interview to ensure there is a shared understanding of what will happen next.

It is important that employee’s do not feel there is still something hanging over their head at the conclusion of the meeting. They should leave the meeting confident that all matter of concern was addressed and they had an opportunity to make their opinions know.

Also note when you and the employee will next meet to review their performance, as well as any next steps for you and/or the employee.

You can use the information that you record in the plan to develop the employee’s performance agreement for the next performance cycle.

We are committed to providing you with advice that you can rely on. The information contained in this template is general in nature. If you are unsure about how it applies to your situation you can call or email our support desk to make contact with one of our HR professional’s.

Performance review discussion plan

Before the meeting

List how well do you think this employee has performed against each of their goals? Be as objective as possible and include evidence such as facts and figures.

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Discuss what has your employee done well?

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What are further areas that could be improved or developed further? Aagain be a sobjective as possible and provide facts and figures to back up your views.

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During the discussion

Ask the employee how they think they’ve performed against each of their goals? Ask them to discuss each one in detail.

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Ask your employee how they are enjoying their role, or if they have any concerns that need to be addressed?

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Discuss the employee’s career goals and any personal development opportunities they may have identified?

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Discuss new individual performance goals for the next performance cycle?

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Ask the employee what support they may need to be provided to help them reach their goals?

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What are the next steps?

For you:

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For your employee:

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