This document provides a guide for leaders to conduct performance appraisal and development conversations with employees. It outlines an 8 step process for the conversation: 1) preparation, 2) opening and setting objectives, 3) exploring achievements and areas for improvement, 4) reviewing performance, 5) goal setting, 6) identifying development needs, 7) providing support, and 8) concluding the meeting. The leader is guided to discuss the employee's accomplishments, growth areas, set goals for the next period, and identify ways the leader can support the employee's development.

1. LEADER’s GUIDE for PERFORMANCE APPRAISAL
& DEVELOPMENT CONVERSATION
SECTION A: PREPARATION
STEP ONE: SET UP
• Choose a time and place that is conducive to a meaningful conversation.
• Be sure to set aside sufficient time.
• Eliminate distractions and interruptions, turning off phone, pages and mobile
devices
• Prepare MBO and Rehearse for the Performance Review Conversation
SECTION B EMPLOYEE ENGAGEMENT
STEP TWO: OPEN & CLEAR
• Build Rapport – small talk to make the employee feel at ease
2.1. “How are you doing?”
• Objectives of the meeting – Share with the employees of the objectives of the
meeting
A. Review Your Performance
B. Performance Expectations of Next Year
C. Development Needs and Support
2.2 “This meeting has three objectives - Review your performance, Set
your performance expectations and Explore your development needs”
• Balanced Views – Positive and Negative
2.3 “The period of the performance appraisal is from 1st
September 2015 to 31st
August 2016. I will explore the areas you did well and the areas you need to
improve during this time.”
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2. • Explain the Definition of the Appraisal Grading
2.4. “Before I start, I would like to share with you the definition of “Meet
Expectations, Exceed Expectations and Exceptional.”
“”Meet expectations” is achieving all the goals of your job. “Exceeds expectations”
is exceeding some of the goals of your job. “Exceptional” is exceeding most of the
goals of your job. In Exceed Expectations and Exceptional, you are expected to
have contributed beyond your job scope to the organisation.”
0
20
40
60
80
100
120
Below
Expectations
Meets
Expectations
Exceeds
Expecations
Exceptional
1st Goal
2nd Goal
3rd Goal
Note: 100 represents Goals of the Year
STEP THREE EXPLORATION
• Areas of Achievement
3.1 “What have you done well last year?” “How did you do it?”
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3. Employee Feedback
Achievements/Contributions
“What have you done well in the past one
year?”
Routine Works
Ad-Hoc Projects/Special Assignments
Approaches for the success
” “How did you do it?”
3.2 “This is what I have observed for the areas you have done well last year.”
Your Observations
Accomplishments/Contributions
“What are the areas of work you have done well in
the past one year?”
For example:
I saw your ability to handling difficult customers has
improved. In June, you have managed one difficult
customer, Jack, for our defected products. He is now
our loyal customer due to your way of handling him.
Reasons for the success
For Example:
I observed you can handle Jack is
because of your ability to listen to
him even you disagreed with him.
On top of that, you answer his
concerns with patient and without
failed to smile to calm him down.
Finally, you took immediate
actions to solve the problems
within 1 hours.
Routine Work
Ad-Hoc Projects/ Special Assignment
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4. • Areas for Improvement
3.3 “In which areas would you like to improve?”
“What would you like to do it better next time?” “What support do you need
from me?”
Employee Feedback
Areas of Improvement
(What are the areas of work you would like
to improve?)
Improvement Ideas and Support
What would you like to do it better next
time?
What support do you need from me?
I would like to improve my project
management skills.
I need to look at my work progress closely.
Properly daily review instead of a weekly
review.
I hope you can send me to Intermediate
Project Management Course/ I hope you
can review my project progress and provide
one on one coaching once in a week.
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5. 3.4 “This is what I think you can improve your work performance.”
(Optional)
Mention not more than three improvement areas of the employees. You may want
to tell them selectively in particular to those who rated have “Below Expectations”
and “Improvement Required” (OPTIONAL)
Your Observations
Areas of Improvement
“This is my observation of the areas you could improve.”
Key Point:
“The first area you can improve is to
Manage your time management and report writing”
Observations:
You have not submitted Sales Monthly Report for the last six months consistently despite
several reminders.
Reasons:
May I know the reason?
Next Step:
May I know how you want to improve next year? Are there any supports you need from
me to make it better?
1st
Feedback
Key Point:
Observations:
Reasons:
Next Step:
2nd
Feedback
Key Point:
Observations:
Reasons:
Next Step:
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6. 3.5 “What have you gone above and beyond in your work?”
1. Action - start by listening to the feedback you get from your manager and co-workers
—and actually use it to improve your performance
2. Anticipate Needs - Instead of waiting for manager to ask you to do something,
you’ve already thought of it and taken action.
3. Bring Your Ideas to the Table
If you have an idea that’s going to improve efficiency, help you and your teammates
perform your jobs better, You present it with a plan.
4. Work extra miles to get things done – you do more than your job requirement to
ensure the work completed
Employee Feedback
“What have you gone above and beyond in your work?”
5. Put Feedback Into
3.6 “This is what I have observed you have walked extra miles to get certain things
done.”
Your Observations
“This is what I have observed you have walked extra miles to get things done.”
3.7 “I want to find out about your professional growth. What have you
changed/improved for the last one year?” “Can you share with me how did you
do it?”
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7. Employee Feedback
Areas of Growth
“What have you changed or improved?”
Probing
“Can you share with me how did you do it?”
3.8 “I have observed some positive changes and improvements in your
professional growth last one year.” Tell them why you think they have
changed or improved.
Your Observations
Areas of Growth
Share with your staff of your observation on
their professional growth for the last one
year
I notice you have improved ____________
I notice you are good at ___________
I observed you have grown in ______
Tell them why you think they have changes
SECTION C: EMPLOYEE PERFORMANCE
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8. STEP FOUR: REVIEW OF KEY PERFORMANCE AREAS
(Refer to Part A in Page 2 & Part B on Page 3 of the Performance Appraisal &
Development Plan)
Share with them your evaluation results. Choose 4A (EX/ EE), 4B (ME) or 4C
(BW/IR)
• Exceeds Expectations/Exceptional
4A “I have rated you “Exceeds Expectations/ Exceptional” last year because you
have exceeded most of my expectations. These are some areas you have done
exceptional well.”
Performance (Exceeds Expectations/Exceptional)
Behaviours (Exceeds Expectations/Exceptional)
OR
• Meets Expectations
4B “I have rated you “Meets Expectations” last year because you have achieved
most or all of the goals as expected” These are some areas you have done
well”
Performance (Meets Expectations)
Behaviours (Meets Expectations)
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9. OR
• Below Expectations/ Improvement Required
4C “I have rated you “Below Expectations” last year because you have only
achieved some of the goals.”
,.
Performance (Below Expectations)
Behaviours (Below Expectations)
SECTION D EMPLOYEE DEVELOPMENT
STEP FIVE GOAL SETTING (MBO)
• Wish List
5.1 “Can you share with me if there are any initiatives or projects you wish to
implement next year?“
5.2 “I would like to share my performance expectations to you through MBO.”
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10. STEP SIX: CAREER DEVELOPMENT NEEDS
6.1 “What skills, knowledge or behaviours would you like to develop next year?”
DEVELOPMENT NEEDS
Indicate the areas where additional development is required for the employee to meet
next fiscal year’s performance expectations.
Knowledge (specify)
Example: technical area, business measures, market condition, etc.
………………………………………………………………………...……………
Skills (specify)
Example: presentation, communication, supervisory, decision-making, etc.
……………………………………………………………………...…..……...……
Attitude (specify)
Example: quality conscious, assertive, punctual, initiative, cost conscious,
etc.
…………………………………………………………………………...…..…..……
SECTIONE EMPLOYEE SUPPORT
STEP SEVEN SUPPORT
7.1 “As your manager, what kind of support you need from me to help you to do a
better job?”
For example:
Spare time to coach me
Regular tell me what is happening to the company
Guide me through some difficult tasks
Appreciate some of my works
Provide some opportunities for me learn
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11. STEP EIGHT CONCLUSION
8.1 “Before we end this session. are there anything else you would like to ask me?”
8.2 Short Comments of the employee ratings
Exceptional/ Exceeds Expectations
Thank you for doing such an excellent job this year. I am very pleased with your work!
Meets Expectations
You have done a good job this year. I am happy with your work.
Below Expectations/ Improvement Required
I hope we can see some improvements of your work next year. I believe you can do it.
8.3 “I would like to take this opportunity to appreciate your effort to make Dexon a
better company. Last but not the least, I thank you for your time.”
Next Step
1. Return Employee Performance Appraisal Form Immediately to HR
2. Confirm final performance rating to HRol
3. Deliver Letter of New Salary to Employee by HR before the end of January 2017
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