Gather supporting materials
- Collect supporting materials, including the employee’s self assessment, prior year’s review, current goals, position description, feedback from partners and others as relevant and your notes from throughout the year.
Write the review
- Reference the forms and process on the HR PMP website .
- Base comments on feedback that was discussed and/or reinforced in writing to the employee throughout the year on the key accomplishments, performance and behavior; include specific examples, focus on behavior and describe impacts.
- Identify where the employee has met or surpassed performance expectations and/or achieved goals, and identify where the employee has not met performance expectations and/or achieved goals.
- If the employee provides a self assessment, acknowledge when you agree with the employee’s assessment, and acknowledge differences if you assess performance, behaviors or deliverables differently.
Prepare for the meeting
- Obtain division approval for the performance review draft.
- Determine talking points and key messages for delivering the performance feedback to prepare for a productive and helpful annual performance review conversation with the employee.
- Send a pdf of the review to the employee prior to the discussion so s/he can review it in advance and prepare any comments.
- Anticipate how the employee might react, and plan how will you respond or manage the interaction (see Addressing Performance Conversation Challenges for assistance).
- Identify a comfortable environment for the meeting, and eliminate distractions and interruptions.
- Consult with your HR Division Partner as needed to prepare the performance review document or plan for the discussion.
(See Managing Performance and Holding the Annual Discussion for tips on meeting with your employee.)
