Performance appraisal is a process of evaluating and providing feedback on the work performance of employees. It can help identify strengths, weaknesses, opportunities, and areas for improvement. However, the effectiveness of performance appraisal depends largely on how you share the results with your employees. Here are some tips on how to do it right.
Before you meet with your employees to share the performance appraisal results, you need to prepare yourself and the documents. Review the performance criteria, the evidence, the ratings, and the comments. Make sure they are clear, accurate, and consistent. Anticipate any questions or concerns your employees might have and think of how to address them. Also, prepare some positive and constructive feedback, as well as some specific and realistic goals for the next period.
In my experience, it pays when appraisal practices an empathetic approach with the employees, being an active listener (genuine) giving feedback and feedforward (what is expected from the employee) will create a trusting relationship and employee engagement. I agree that SMART and realistic goals mutually agreed will benefit the employee as well as the appraisee
The timing and location of the performance appraisal meeting can affect the mood and receptivity of your employees. Choose a time when both of you are not too busy, stressed, or distracted. Avoid scheduling it right before or after a major deadline, event, or holiday. Choose a private and comfortable place where you can have a candid and respectful conversation without interruptions or distractions. Make sure you have enough time to cover all the points and listen to your employees' input.
Yes, I do agree that time, place, and undivided attention during the appraisal discussion create a trusting relationship between the employee and the manager.
One of the best ways to share the performance appraisal results is to start with the positive aspects. Recognize and appreciate your employees' achievements, contributions, and strengths. Highlight how they have met or exceeded the expectations, how they have demonstrated the core values, and how they have added value to the team and the organization. This can help build trust, confidence, and motivation in your employees and make them more open to the feedback.
After acknowledging the positive, you need to address the negative aspects of the performance appraisal results. Be honest, specific, and constructive when pointing out the areas where your employees need to improve, the gaps between the actual and the desired performance, and the consequences of the poor performance. Provide examples and evidence to support your feedback and avoid vague or general statements. Explain the expectations and standards clearly and ask for your employees' perspective and agreement.
Sharing the performance appraisal results should not be a one-way communication. You need to involve your employees in the discussion and encourage them to share their thoughts, feelings, and opinions. Listen actively and empathetically to their feedback, questions, and concerns. Acknowledge their achievements, challenges, and suggestions. Ask for their input on how to improve their performance, what support they need, and what goals they want to set. Make sure you have a mutual understanding and agreement on the performance appraisal results and the action plan.
The last step in sharing the performance appraisal results is to follow up with your employees. Document the performance appraisal results and the action plan and share them with your employees. Provide regular and timely feedback on their progress and performance. Recognize and reward their improvements and achievements. Monitor and evaluate their performance and adjust the action plan as needed. Keep the communication open and ongoing until the next performance appraisal cycle.