Before meeting with the employee
- Block sufficient time in your calendar to discuss goals and expectations for performance on a project or assignment.
- Find a private space to hold the meeting (a closed office or a conference room).
During your meeting with the employee
- Discuss the importance of having clear and agreed-upon goals and expectations for performance so the employee can achieve results and meet expectations.
- Discuss priorities in the employee’s job or assignment(s).
- Clarify your expectations for performance (results, deliverables, quality, time frames).
- Discuss possible performance goals or a general work plan for the upcoming year.
- Discuss what they want to learn, do or accomplish on the job so you can understand their career aspirations; this does not suggest automatic promotion if they fulfill their aspirations.
- Document agreements made and any next steps; remember this should be a living document to reflect changes in work requirements and/or the employee’s assignments.
After your meeting with the employee
- Write up a summary of the meeting (or have your employee draft it for your review) to use as reference in future discussions you have with your employee about his/her performance and professional development.
- Include this document in the desk file you keep on your employee (i.e., do not submit this document to HR).
Discuss performance goals and the employee’s professional aspirations throughout the year
- Review performance goals and expectations with employee (quarterly or mid-year, not just at annual performance review time) to ensure continued alignment with priorities and that performance is on track to achieve goals.
- Revise performance goals and expectations when needed to reflect changes in priorities, role, project, or assignment.
- Check in on a periodic or as needed basis to see what support you can provide that will enable employees to achieve their goals (training, resources, time, interactions with others, etc.).
- Actively support employees in achieving their goals and in their ongoing professional development:
- Find opportunities within your group or in elsewhere in the division for them to build knowledge, skills and experience that relates to their goals.
- Look for opportunities in other divisions for assignments, projects or roles that relate to their goals.
- Ask other programs or projects to keep your employee in mind if opportunities become available.
- Consider working with the employee on a Career Development Plan .
Recognize the employee for progress on goals and when goals are achieved
- Provide verbal recognition (in 1:1 meetings, during group meetings, in front of partners).
- Document contributions, progress and successes in the employee’s file.
- Update your manager about the progress and accomplishments of your employee.
- Include descriptions of achievements in the annual performance evaluation.
