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Prepare for an Appraisal

Delegate Workbook

To help you to do this. real benefit will only be gained if learning is put into practice. This session on preparing for an appraisal aims to help you understand the benefits that appraisals can bring if they are approached by the end of the Power Hour you will be able to:    State the benefits of performance appraisals for all involved List what you need to prepare in advance of the appraisal discussion Suggest what information should be gathered as evidence of performance. or agree similar actions with your session leader so that you can bring about a real change in the way you do things as a result of attending your Power Hour session. Although a lot can be achieved in an hour. at least 4 measurable activities are suggested at the end of this Delegate Workbook Page 2 Copyright Power-Hour 2011 . and turn into a form-filling exercise with all concerned feeling that they are waste of time. rather than a complete topic area. You should select at least one of them. What benefits do you hope this Power Hour brings for you? Power Hour – Prepare for an Appraisal www. and why. Objectives of this Session Appraisals that are not prepared for properly tend to be of limited use.power-hour. It will outline the things that you should do to make sure that the appraisal discussion is worthwhile and adds value to the individual and the business.Prepare for an Appraisal About this Power Hour Session The Power Hour series has been developed to allow you to receive practical and effective training with minimal disruption to your normal every-day operations. Each session is focussed on one specific skill. In particular.

Some benefits of appraisals are provided below.Prepare for an Appraisal Why Have Appraisals? Appraisals can have a real impact on someone’s career so it is important that they are given proper attention. This is why proper preparation is vital. Within an organisation. and completed fairly and thoroughly.power-hour. it is important that everyone works to the same criteria when making judgements about Delegate Workbook Page 3 Copyright Power-Hour 2011 . rather than firefighting and problem solving  Able to plan the future work and development of the team  Lower staff turnover  Encourages open communication Benefits to The Business     Improved business performance A more engaged and motivated workforce Improved succession planning and promotion from within Continuous improvement in all key areas Space for your notes. Power Hour – Prepare for an Appraisal You may be able to add to this list.       Benefits to Individuals Understand how they are performing Increase motivation and self esteem Re-focus energy and effort on the things that make a difference Discuss how their behaviour supports the business Identification of strengths and development areas The opportunity to discuss career development and future training needs Benefits to Managers and Teams  Increase performance and confidence in the team as a whole  Frees up more time to manage and be pro-active. and approaches each appraisal objectively.

uk Delegate Workbook Page 4 Copyright Power-Hour 2011 . •Gather your evidence –make sure you have the evidence that you need: Reports. Colleague •Write down what you want to discuss •Make sure they know when and where the meeting will take place •Brief them about the purpose of the meeting •Encourage them to consider how they have performed against any agreed objectives in the review period •Gather evidence to support their view. Preparation is key. including examples from other people •Assess their own performance using a blank version of the correct form (if appropriate) •Prepare any questions they might have You The Other Person •Give plenty of notice •Book a room where discussions can remain private •Allocate sufficient time in your diary •Make sure that you will not be interrupted •Discuss anything you are not sure about with HR in advance Practicalities Power Hour – Prepare for an Appraisal www.Prepare for an Appraisal What to Prepare? Successful appraisals don’t just happen. To make them work. and neither are they the responsibility of just one person. and achieve all of the benefits described on the previous page. Letters from customers. Objective information e.power-hour.g. At least two people (and often 3 if you include HR) are involved. everyone must play their part. KPIs •Plan to talk about performance not personality •Make sure you have and are familiar with the paperwork – appropriate forms etc.

co. which will usually be an accurate one. This is not to say that “gut instinct”. and set appropriate goals and objectives. feelings and emotions do not have a place in performance appraisals: It is just that they have to be tempered with something a little more robust. KPIs and so on. This “something” is usually quantitative data that is available to you and will show measurable aspects of the individual’s performance such as error rate. It is up to both the manager and the individual to gather information that provides evidence of performance (good or bad) that can be discussed and recorded at the meeting. What qualitative and quantitative evidence can you use in your appraisal discussions? Remember that: Examples Qualitative evidence includes things like:   Things you have observed Feedback from other colleagues/customers Examples Quantitative evidence includes things like:   Key Performance Indicators Targets/stats Power Hour – Prepare for an Appraisal www. Both quantitative and qualitative information are important when deciding on the areas to be praised and issues to be addressed with each individual.power-hour.Prepare for an Appraisal Gathering Evidence As a manager. The quality of information gathered in advance of the appraisal discussion will have a direct impact on how worthwhile the appraisal discussion will Delegate Workbook Page 5 Copyright Power-Hour 2011 . From this you can make EFFECTIVE decisions. targets. Using all the information available to you will result in a balanced judgement. you have to make BALANCED judgements about someone’s performance. absence record. You cannot afford to let your personal preferences affect your decisions.

Space for your notes. Power Hour – Prepare for an Appraisal www. not just performance over the last few Delegate Workbook Page 6 Copyright Power-Hour 2011 . so 3. Praise should be given and concerns should be addressed as soon as they occur. There should be NO SURPRISES at an appraisal. 3 Golden Rules 1. and it is important that evidence from the whole period is considered. Performance appraisal is just PART of performance management. as for an Appraisal Summary An appraisal should summarise performance over the whole period (usually 6 months or a year).

4. Hold a team meeting to check understanding of the appraisal process. Make sure that you are familiar with all of the paperwork. What was the quality of evidence referred to like? Was there a mix of qualitative and quantitative evidence? How will you improve the balance next time? What will you do as a result of this Power Hour Session? What benefits will it bring? Power Hour – Prepare for an Appraisal 3. 2. Write down some evidence of performance for each member of your team every single month.Prepare for an Appraisal Suggested Measurable Activities to Apply the Learning 1. This will reduce your preparation time and ensure that evidence is balanced across the whole period. and meet with your manager or HR representative to make sure that you are completing it correctly. Review the last appraisals that you Delegate Workbook Page 7 Copyright Power-Hour 2011 . and make sure that everyone knows what their responsibilities are in terms of the review.