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Road Map for Powerful Appraisal Discussions
Maggie Grafton
 It's that time of year all managers dread - appraisal time. Nobody likes it - not the managers, not the employees and even the HR department doesn't seem too happy about it. So why do we all do it?
Simply put, when it is done right, appraisals are the first step in developing our employees. It provides the feedback that can awaken new insights, drive different behaviors and spark new career paths.
Too often leaders plan the performance appraisal as a one-way feedback session. We get ourselves all worked up about how to deliver a message and what evidence we have to prove our point.
Guess what? It turns out that listening - not talking - is the key to an effective appraisal! The more you know about your employee's thoughts and experiences, the better prepared you will be to discuss your observations in a meaningful way.
Here are 5 simple tips:
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Begin your meeting by asking your employee to describe their performance. What were
the highlights and low spots from their own perspective?  What did they learn from the past year's experiences? What would they do differently? Ask only open ended questions and listen. While this sounds simple, it can actually be quite challenging. It is important that you stay neutral to fully consider your employee's perspective. Many times you will find you learn new facts about a situation that gives you a new perspective. At the very least you clearly identify if there are significant differences between you and your employee's assessment. And this lets you frame your message accordingly. -
Clearly state your assessment in summary terms. For example, "In the past year you have demonstrated great strengths in the area of innovation and motivating your team as evidenced by the Jones project. You are creative and energetic which leads to a lot of support for your ideas. And an area that will need more work in the upcoming year is executing on the ideas and project plans that you have established."
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Next, check in with your employee. What did they hear? What would they like to know more about? Use this dialogue time to bring in specific examples without overloading the person with data. Clarify the measurements and milestones if necessary. Generally, employees know when they have been successful and when they have missed the mark. Keep listening and asking clarifying questions until you understand your employee's reality and your employee has heard your observations.
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Review the Appraisal Document. By this time, you will have already discussed your feedback. There should be no surprises - the document simply restates the themes of your conversation.
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Shift the conversation to the future. What does the employee see as possible for the next year? Based on this discussion, what would the employee like to learn, develop or accomplish? And what will they need from you to do that? Agree to a next step and timing.
All employees will appreciate being heard, getting feedback that takes their perspective into consideration and participating in the creation of their next year's development plan. As a manager, you can create an appraisal experience that actually makes a difference in the performance of your employee. And their success ultimately means your success!
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