• Have a record of performance
• Give feedback on performance in a formal way
• Receive feedback from your employee
• Measure performance and track progress
• Acknowledge contributions/ recognize achievements
• Identify areas for growth and improvements and create action plans/ goals for success

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Click HERE for detailed Information on Tools and Guides

Preparing to Write an Evaluation – Before you get started in writing an evaluation for your employee, make sure that you have these items with you:

• Employee’s self-evaluation
• Past notes/documentation on the employee
• Record of what trainings your employee has completed
• Copy of Performance Improvement Plans/Write Ups/Disciplinary Action
• Copy of last year’s performance review
• Employee job description/ last year’s goals

Successful Evaluation Meetings – A Performance Review should be a Dialogue, not a Lecture.

• Review and Discuss past performance – Be fair, have proper documentation (don’t rely on just memory)
• Discuss where things are right now and what needs to be done to improve – Don’t compare your employees. View them as individuals; Don’t make excuses for your employees, Focus on results.
• Discuss the future plans, goals and objectives

The difference between a dream and a goal: Dreams are visions of what you want to achieve or who you want to be. Goals are clear, specific and
measurable and they have a deadline.

Handling the appraisal meeting – Tips for Supervisors

The Evaluation Meeting

• Schedule the meeting in advance. Make sure that you have a quiet, private room with no disruptions (a conference room is a good choice). Be sure to schedule enough time for a discussion (1 – 1.5hrs)
• Welcome the employee; put the employee at ease.
• Let the employee start
• Listen and take notes.
• Maintain good eye contact and attentive posture.
• Reflect back to the employee your understanding of what the employee said.
• Don’t interrupt, but ask questions only for clarification.
• Apply the 90/10 Rule: the employee talks 90% of the time and you talk 10% of the time.
• Be non-judgmental
• Compare the actual specific performance results and behaviors to the standards. Stay away from an attitude or personality focus.
• Keep the appraisal open to employee input.
• Ask the employee for ideas about how to resolve problems.
• Focus on the future, not on the past.
• Emphasize strengths, as well as areas that need improvement.
• Be honest and be prepared to discuss questionable items. Support the employee’s effort to improve.
• Set goals, expectations, and standards together for the next appraisal. Goals should be SMART: Specific; Measurable; Attainable; Relevant; Timely.
• Discuss development/training plans with the employee.
• Summarize the session and end on a positive note.

Handling employee behaviors

If the employee becomes defensive or makes excuses:

• Listen to what the employee has to say and paraphrase back. Remain neutral. Maintain eye-contact.
• Ask for specifics with open-ended questions.
• Try to determine the cause: “Tell me more.” “How did you reach that conclusion?”
• Ask how the employee will resolve the problem.

If the employee becomes angry:

• Stay calm and centered. Maintain eye-contact.
• Listen to what the employee has to say and paraphrase back.
• Let the employee “run down” for as long as s/he needs until the employee can listen to you.
• Avoid arguments.
• Bring discussion and focus back to performance and standards.
• Say the employee’s name, and ask open-ended questions.

If the employee is unresponsive or withdraws:

• Be patient and friendly.
• Show concern.
• Stay silent, and wait for the employee to say something.
• Ask open-ended questions.
• Note that the employee is unresponsive.
• Encourage the employee that you want to hear his or her input, and this input is important to you

Tips for a successful evaluation meeting:

• Remember that the appraisal meeting is a discussion and a dialog between you and your supervisor.
• Maintain good eye-contact, attentive posture, and a professional manner.
• Listen and take notes.
• Reflect back to your supervisor your understanding of what your supervisor said.
• Compare the actual specific performance results and behaviors to the standards. Stay away from blaming others and making excuses.
• Emphasize strengths, as well as areas that need improvement.
• Be honest and take responsibility.
• Provide your ideas on how to resolve problems.
• If you don’t agree with your supervisor, ask for specific examples.
• Set goals, expectations, and standards together for the next appraisal. Goals should be SMART: Specific; Measurable; Attainable; Relevant; Timely.
• Discuss development and training needs.
• Tell your supervisor what you need to do your job more efficiently

Be willing to discuss:

• What are your major accomplishments?
• What could you have done better?
• Do you understand what is expected of you? Are performance standards and work rules clear?
• What training or professional development do you need?
• Would you like to see your responsibilities change? How? Why?
• What career goals do you have? What do you need to attain those goals?
• How are relationships going with your co-workers? What could they do to help you perform your job better?
• What could your supervisor do to help you perform your job better