This document provides guidance for conducting employee performance reviews. It outlines how to prepare for the review meeting by considering the employee's performance requirements, conditions, efforts, and accomplishments. It also discusses how to structure the meeting by setting an agenda, presenting performance information and feedback, discussing the performance rating, and putting together an action plan. The key aspects of an effective review meeting are presenting factual information, focusing on performance not personal issues, engaging the employee in discussion, and gaining their acceptance of the review outcome.

1. I F Y O U A R E T H E B O S S
Your first performance review

2. The Review Outcome
 Newspapers predict hiring activity will increase by
25% to 40% in 2015
 3 out of 4 employees are already on the look out now.
 Your review will decide your team member’s and
your fortune.

3. How to ……
 Prepare for the meeting ?
 Conduct the meeting ?
 Get reviewee’s attention ?
 Set an agenda ?
 Present information ?
 Discuss feedback ?
 Gain acceptance ?

4. W H A T Y O U N E E D T O D O B E F O R E T H E
A P P R A I S A L M E E T I N G
Meeting PREPARATION

5. Preparing for the meeting
 Think about the reviewee as a valuable team member
- irrespective of performance metric
 What were the performance requirements ?
 What were the performance conditions ?
 Your recollection of outstanding efforts ?
 Your recollection of major performance gaps ?
 Do complete the paper work

6. About Performance Requirement
Performance
expectations in
Metrics
Actual
Performance
in Metrics
Qualitative
Standard of
Performance
expected
Qualitative
Standard of
Performanc
e Achieved
KPI’S
e.g.,
Sales Revenue
Target
Collection target
New client
acquisition
Repeat Sales
IN % AGE METRICS THAT
PREDICT KPI’S
Sales forecast
accuracy
Call Activity per
month
Pipeline base value
Prospect to order
ration.
IN % AGE
Major breakthrough
targeted
Major
Breakthrough
achieved
Complex problem
resolution
expectation
Complex
problems
resolved

7. VOLATILE
UNCERTAIN
COMPLEX
AMBIGUOS
Proactive
Reactive
Risk
Taker
Risk
Avoider
Problem
Solver
Problem
Escalator
Analytic
Generic
About Performance Condition

8. Results to efforts
HOW ACHIEVEDErratic Consistent
RESULTS
LowHigh
High PerformerWindfall Gainer
Laggard Choked Performer

9. Creativity
Problem Solving
Results Drive
Self Discipline and Action
People and teams
Role Ownership
H
I
N
D
E
R
I
N
G
H
E
L
P
I
N
G
H
I
N
D
E
R
I
N
G
H
E
L
P
I
N
G
Memorable incidents of
Performance

10. What are the success requirements
ATTRIBUTE LEVEL 1 LEVEL 2 LEVEL 3 LEVEL 4
Knowledge Basic Acceptable Proficient Expert
Skill Learner Can Use Can Teach Can Inspect
Behaviour Individualistic Self centered Collaborative Cooperative
Challenge Avoids Accepts with
reluctance
Looks
forward
Enthused by
challenges
Accountable Indifferent Conditional Self
accountable
Owns the role
Make a picture of the team member marking the current position

11. What will help the employee to succeed?
What is the employees
latent potential ?
How is this potential best
realized ?
What condition can bring
out this potential ?
What is diffusing this
capability today ?

12. Why should you do your homework ?
Your team member expects fairness.
Your team member expects career guidance.
Your team member expects motivating discussion.
Your team member expects demonstration of your
interest and support.
Your specific feedback will establish trust.

13. YOUR OPPORTUNITY TO
SWING SCALES
Holding the meeting

14. Getting started
Be punctual
Greet with warmth
Sit at an angle
Avoid interruption

15. Getting reviewees attention
Start with a stress buster –
 Pleasantries
 Zoom in on a specific interest
hobby etc., till ice is broken.
 Express your sincere interest in the employee
Do set a cordial tone and maintain warmth.

16. Set the Agenda
Here is what we are set to do.
•Review your performance
•What’s going well and what can
Improve
•Your career aspirations
•Opportunities for improvement
•Performance rating - what and
why
•Some next steps.
I estimate that this will take us
about an hour
Would you like to add anything ?
Sounds Good !
Can we discuss the
Company policy on
Compensation

17.  Use data – in relative
terms
% age achievement
 Clarify expectations and
benchmark levels.
 Use quadrants to show
relationship e.g .,efforts
to results
 Apply analytics
 Discuss insights
x Start asking questions
from the word “go”
x Enter into argument
x Stop listening
x Falsify information.
x Mis-interpret data
x Display lack of
understanding
Presenting Information

18.  Begin with positive’s
 Discuss“what “ and “how”
of performance.
 Show evidence and actual
observation
 Focus on issue –not person
 Ask reflective questions
 Talk of actions.
x Accuse
x Sit in as a judge
x Hear to confirm –
Listen.
x Use references of others
who are not present.
x Criticize and condemn
x Talk without facts and
evidence
x Sound manipulative
Feedback Conversation

19. Discussing Rating
 Explain performance context and expectations
 Use homework – performance conditions
- Result to effort analysis
- Success requirement
 Percentage of people meeting, exceeding, falling
short and wide misses in a histogram.
 Rationale of all the above and justification of rating
 Confirm acceptance from the reviewee.
( Please be as true as possible)

20. Putting it together
A M J J A S O N D J F M
Key Performance
Metric
Performance
Enabler Metric 1
Performance
Enabler Metric 2
Strength
Weakness
Opportunity
Threat
Performance
Action By Whom When
1
2
3
4
5
Target Target
Target

21. Winding up the discussion
 Thank the reviewee for participation
 Seek feedback on the process conducted
 Check for satisfaction with engagement and outcome
of the discussion
 Document next steps
 Conclude by agreeing on follow through actions.
 Complete documentation process as per HR.

22. Thank you for reviewing
Please contact
Sid Bhattacharjee
Phone +919960595489
Email : Sid.Bhattacharjee@gmail.com
https://in.linkedin.com/in/siddharthabhattacharjee