How do you share performance appraisal results with employees?

1 Prepare in advance

Before you meet with your employee, review their performance appraisal report and any relevant data, such as goals, achievements, feedback, and ratings. Make sure you have a clear and consistent message that reflects the purpose and criteria of the appraisal. Also, anticipate any questions or concerns that your employee might have and prepare your responses. Finally, schedule a meeting in a private and comfortable setting, and allow enough time for a meaningful discussion.

2 Start with positives

One way to ease into the performance appraisal conversation is to start with the positive aspects of your employee's performance. Recognize their strengths, accomplishments, and contributions, and express your appreciation and support. This can help build rapport, trust, and confidence, and also set the tone for the rest of the conversation. However, be careful not to overpraise or sugarcoat the feedback, as this can undermine your credibility and sincerity.

3 Provide constructive feedback

After highlighting the positives, move on to the areas of improvement or development that your employee needs to work on. Be specific, objective, and factual, and avoid vague or personal judgments. Use examples and evidence to illustrate your points, and explain how they affect the team, the organization, and the customer. Also, focus on the behavior, not the person, and avoid labels or comparisons. For example, instead of saying "You are always late", say "Your punctuality has been an issue in the past quarter, and it has impacted the deadlines and morale of your colleagues".

4 Listen and respond

Sharing performance appraisal results is not a one-way communication. You also need to listen and respond to your employee's reactions, questions, and feedback. Be empathetic and respectful, and acknowledge their feelings and perspectives. Try to understand their challenges, barriers, or concerns, and address them accordingly. Also, invite them to share their own self-assessment, goals, and expectations, and encourage them to participate in the discussion. This can help create a dialogue and a partnership, rather than a lecture or a judgment.

5 Agree on action steps

The last step in sharing performance appraisal results is to agree on the action steps that your employee will take to improve or sustain their performance. Help them identify specific, measurable, achievable, relevant, and time-bound (SMART) goals, and provide them with the necessary resources, guidance, and support. Also, discuss how you will monitor and evaluate their progress, and how often you will follow up with them. Finally, summarize the main points of the conversation, confirm your agreement, and thank them for their time and effort.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?