Use appraisals to manage performance

Carry out the appraisal

An employee's line manager usually carries out the appraisal. They are likely to have day-to-day contact and be aware of the employee's performance. Many businesses also prefer members of senior management to see the results of the appraisal so that they are kept up to date on staff progress.

Another option is the 360-degree appraisal system, where a variety of people who come into contact with the employee give written feedback on their performance. This could include the line manager, peers, staff working below them, and in some cases even customers and suppliers. It may give a broad picture of how the employee is performing, but this is also rather time-consuming and costly to implement, and needs to be handled sensitively.

Preparation

When filling in appraisal forms, try not to concentrate on the recent past. Keep records of performance throughout the year, including occasions when the employee has been praised, or when problems have been addressed. Make sure employees know what to expect in advance, and ask them to prepare as well.

The interview

To make the appraisal meeting as productive as possible:

• set aside enough time for the appraisal interview
• make sure the room you use is comfortable and that you won't be disturbed
• open with positive comments
• use the appraisal form as a guide through the meeting
• discuss any objectives set at the last appraisal and how far they have been achieved - make sure it's a two-way discussion
• remember that any criticism should be constructive
• agree further objectives together
• make sure the employee understands the next steps, such as a pay review or training programme

Follow up

Give employees a written copy of their new objectives, and keep one in their personal file too. Some companies also give their employees a copy of the appraiser's comments. In any case, your employees have a right to access appraisal or performance review notes. It is good practice to give the employee the right to appeal if they don't agree with the appraisal and the opportunity to have this noted on their file.

Subjects covered in this guide

• Introduction
• What performance targets and appraisals can achieve
• Set up a performance management and appraisal system
• Agree objectives
• Carry out the appraisal
• Rating performance
• Reward good performance
• Here's how staff appraisals help us monitor performance and motivate staff

 

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