Here is a checklist for you and your teams to use as you go into "REVIEW SEASON".
Performance Appraisal Checklist
Schedule the performance appraisal well in advance. Let the employee know if he/she is required to prepare anything for the appraisal meeting such as:
Accomplishments of the past year/ appraisal period;
Developmental goals for the coming appraisal period;
Area of most improvement for the past appraisal period;
Training needs or desires;
Performance goals for the upcoming appraisal period;
Any other materials that are important to consider when constructing the formal appraisal.
Prepare the written appraisal by:
Reviewing the personnel and employee relations file for the past review period for any accomplishments, coaching, discipline, training events, etc.;
Soliciting feedback from other managers, leads, or project managers;
Focusing on the key areas of the review and provide succinct, example-based commentary to support your ratings, noting additional examples that you can refer to during the meeting, if needed;
Identifying areas of continuing development for the coming appraisal period;
Considering that nothing should be a surprise, decide whether to add items to the review that have not been addressed directly with the employee;
Asking the employee to provide a self-appraisal; and
If applicable in your organization, include the 360 degree reviews from employees or managers in the process.
Discuss the appraisal with the employee by:
Scheduling the review well in advance and blocking time so that the review is not interrupted;
Providing a verbal agenda of the meeting;
Providing a copy of the appraisal to the employee at the start of the meeting and allowing the employee time for review;
Explaining the review, highlighting the most important areas;
Discussing the goals for the upcoming appraisal period;
Soliciting the employee’s interaction and feedback;
Informing the employee that he/she is welcome to submit a response in writing if desired;
Setting dates for follow-up meetings with the employee during the upcoming appraisal period, if applicable;
Agreeing to the future performance goals and developmental plans for the next review period; and
Providing the employee with a signed copy of the review for his/her records.
After the meeting:
Add notes regarding the meeting to the employees file if needed;
Make any agreed-upon edits from the meeting to the review;
Add scheduled follow-up meetings to your calendar;
Update the HRIS, if applicable; and
File the signed and delivered appraisal in the personnel file.