Demystifying appraisal meeting

ShubikaBilkha

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With appraisal process on in most of the organisation during this time of the year, it is time to take stock of the all-important appraisal meeting.  

Ideally appraisals should be conducted in a way that  fosters a constructive dialogue and provides a forum that enhances the professional development of the team member. It is a great time to reflect on the accomplishments of the team members over the last year versus their annual goals and set clear goals/targets (both personal and professional to ensure work-life balance) for the coming year. It is essential that both parties — the manager/team leader and the team member come prepared for the appraisal so as to have a meaningful discussion.

As a good manager or team leader, however, it is essential that you provide ongoing feedback to your team rather than wait for the annual appraisal cycle.   For both reviewers and reviewees, it is imperative to prepare in advance for the appraisal meeting:

Performance journal notes

For reviewees it is helpful to maintain notes with respect to their performance over the past year and come to the meeting with examples/key highlights with respect to their performance. 

For reviewers it is equally essential that you main an appraisal journal and reflect on the previous years discussions for this appraisal meeting. It is also important for reviewers to qualify their ratings/feedback with constructive examples. 

Keeping a record of activities, accomplishments, and tasks as they happen helps both the employee and manager get a broader, more objective view of your performance over the year, which helps avoid making judgments/decisions based on recent events. 

Self-evaluation

Prior to completing your self-evaluation, it is important to reflect on the key competencies and objectively review your performance vis-à-vis the goals set by you. 

The purpose of the self-evaluation is to make an honest recommendation to your supervisor about your performance to date, as well as highlight key accomplishments and areas of continuous improvement. 

Do remember to list concrete examples of your accomplishments in your self-evaluation.

Areas for development

Highlight areas where you would like to enhance your skills and experience, as well as mention key areas of improvement. At our organisation we have a policy of ‘meliuscotidie’ which entails being ‘better each day’ and encourage all our employees to undertake continuous professional development programmes to serve themselves and their teams better.

Drafting goals

Go to your appraisal meeting with a clear set of goals for the coming year in line with your job profile. Make sure you also include items that show a proactive approach to your work and indicate your enthusiasm to outperform against the stipulated expectations in the coming year.

Do not negotiate/discuss money

The purpose of a review/appraisal is to receive feedback on your performance over the last year and have an open dialogue/discussion with your appraiser. Please refrain from discussing your monetary expectations as that creates an uncomfortable environment for both parties.

 — The writer is Business Head at The Real Estate Management Institute

Objectives of the performance appraisal meeting

• To review and reflect on the accomplishments of the employee over the last year versus their annual goals. 
• To give meaningful and constructive feedback to the employee on their performance 
• To work with the employee to establish new targets and goals for the coming year
• To discuss the employee's career growth trajectory and highlight any additional skills/trainings that the employee should undergo in the coming year
• To address any questions/feedback/concerns that the employee may have with respect to their role/the organisation
• Encourage a two-way dialogue to enhance the professional development of team members

The typical appraisal process

A standard appraisal process comprises of the following steps:

• A Self Appraisal
• Team leader/manager rating and review
• A one-on-one appraisal meeting