The No-Brainer Checklist for Performance Appraisals

For the past two months, we’ve examined why appraisal systems fail and discussed some good guidelines for establishing an effective appraisal system. This month, I would like to focus on the tasks that a manager should do to prepare for the appraisal itself. Of course, there are numerous forms and types of appraisals. Some are simple graphic scale forms that give the appraiser an “excellent to poor” range of choices. There are also scales that measure “better than, equal to or worse than” and many, many other types. These appraisals vary from organization to organization depending upon the industry and position.

What I would like to focus on this month is the development of a generic checklist that any manager can use to prepare for the individual appraisal. If a manager follows some simple guidelines, regardless of the form of appraisal, the result will be a happier, more productive employee. Remember, that’s why an organization goes through the effort and time of conducting the appraisal.

Put It on the Schedule

1. Let the employee know at least 10 days to two weeks in advance.
   
2. Ask the employee to review his or her performance before the meeting to help clarify any positive or negative issues that may be covered.
   
3. Let the employee know that this meeting will be documented and that it is a performance appraisal.
   

1. Gather any documentation that pertains to the employee's performance for the period being reviewed. Was the employee “written up?” Did they have any good comments from customers?
2. Have real examples of any performance issues? This is no time for vagueness.
3. If there is a problem, let the employee know what they need to do to overcome it. If necessary, development a plan with easy-to-measure, short-term goals. If the performance is exceptional, reinforce that behavior with positive comments.
4. Write the appraisal several days before the meeting. (Some managers actually write them after the meeting - this is not recommended). The day before the session, read it again and amend as necessary.
5. Check with your supervisor and make sure there are no internal rules that you need to be aware of before the appraisal.

1. Location, location, location - find a good location where you and the employee can speak freely without being interrupted.
2. Go over each topic on your organization's specific appraisal form. Remember to leave a moment for the employee to comment on each of these areas, even if there’s nothing of note for your purpose.
3. Try not to be judgmental but use specific incidents and facts to support the conclusions on the form.
4. Do your best to create a relaxed atmosphere where the employee feels open to express his or her feelings about your comments. Remember, any on-going issues may require that you develop a simple plan of action with the employee.
5. Be supportive of the employee regardless of the nature of the appraisal. Bad employees are usually poorly managed. This is an opportunity to resolve those issues.

Sincerely,

Jeff Rackler, CEO
KRESS Employment Screening
jrackler@kressinc.com

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Read More: online.wsj.com

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