Preparation, participation, and planning create a meeting that is less stressful and more beneficial for both the supervisor and the staff member. The supervisor can have a direct impact on setting the tone for both the completion of the written materials as well as the meeting. It is imperative to approach this process with a positive intent to encourage your staff member’s participation. In addition to this checklist, HR provides resources to assist supervisors throughout the process (including FAQs) and beyond the annual check-in.
|1. Prepare for the meeting
- Notify the staff member of your timetable and provide access to the Self-Assessment form.
- Schedule the one-on-one meeting and set aside at least one hour of uninterrupted time for the conversation.
- If you anticipate a difficult conversation, please contact your Senior HR Business Partner prior to finalizing the forms and prior to the meeting.
- Assemble and review the following documents and information:
- Review the position description JIQ/PER and key job responsibilities.
- Review the previous evaluation, for trends in achievement, strengths and areas for continued development.
- Review the Goals and Development Plan previously established.
- Review your file with documented observations, coaching, and feedback given throughout the year.
|2. Complete the form
- Review the staff member’s 2017 Self-Assessment form, noting areas where you are in agreement and areas that need to be discussed/clarified where you may not be in agreement.
- Draft the 2017 Performance Partnership form
- Document specific supporting facts and observed behaviors.
- Check that your appraisal is job and goal-oriented, fair, honest, and objective.
- Identify future goals that are job related and in line with department/work unit/University objectives.
|3. Lead the one-on-one meeting
- Open the meeting with the staff member:
- Communicate that the goal is to objectively review performance and identify goals and development for the coming year.
- Stress the importance of two-way communication.
- Emphasize that the importance of the review is to enhance performance and progress.
- Briefly summarize staff member’s work performance and summarize position responsibilities/expectations.
- Review goals and progress made:
- Focus on the job responsibilities, goals established, and performance.
- Focus on this staff member – do not compare staff members.
- Discuss the staff member’s strengths and areas for improvement or further development.
- Acknowledge problems or circumstances beyond the staff member’s control.
- Ask the staff member for his/her input and thoughts
- Let the staff member talk. Seek to understand his/her perspective.
- Ask for specific details, when necessary.
- Listen with an open mind.
- Don’t attack, blame, or interrogate.
- Express mutual purpose.
- Create a safe environment for the conversation.
- If there is disagreement
- Ask for clarification on the staff member’s perspective.
- Ask if the staff member has suggestions on how to improve his/her performance and/or the situation.
- Focus on the behavior and the pattern or trend.
- Try to achieve mutual agreement on definitions.
- Allow your staff member to share his/her perspective; keeping in mind this meeting is not intended to be a negotiation session but rather a time to share an accurate and honest assessment of past performance and expectations for future performance.
- Agree to disagree only if absolutely necessary.
- Follow up with your next level manager or Senior HR Business Partner for assistance.
- Close the meeting
- Always end on a positive note, even if there are areas for continued improvement needed.
- Assure the staff member that you want to work together and that you will support him/her on the achievement of the goals and areas for development.
- Summarize agreed upon actions and next steps.
- Inform the staff member that you will forward the form via e-mail and ask the staff member to sign the form with in a day or two and forward it back to you.
|4. Review, revise, and finalize the form
- Update the Performance Partnership form to include edits and updates from the one-on-one meeting.
|5. Collect signatures and submit to HR
- Collect signatures and submit the form to HR.
- Schedule a follow up meeting during the review cycle. This will help to ensure the staff member is on track to accomplishing their goals and objectives.