Guidelines for Appraisal

Principles

• Every employee needs to know how he / she is doing, what he / she can do better and how he / she can develop.
• Every individual should receive on-going feedback during the year and a formal, written appraisal once a year. The annual appraisal should reflect feedback given during the year – there should be no surprises!
• All performance discussions should be open and two-way.
• Where performance issues are addressed during the year, notes should be taken of the specific issue, and agreed actions and timeframes.

Performance appraisal discussion should cover both:

• Performance review:
  • what has been achieved, how it has been done and
• Career discussion:
  • what are the strengths and development needs?
  • What career options does the individual have?

The Appraisal Discussion

The appraiser should:

• Acknowledge the self-appraisal and congratulate the employee for his/her accomplishments
• Acknowledge areas of agreement
• Discuss areas of disagreement

Do’s	Dont’s
Be objective – try to put aside any personal feelings Begin with highest rated areas & proceed toward lowest rated areas Build on employee self-appraisal Give specific examples and reasons Be open to revising the appraisal, but don’t cave in Evaluate based on defined goals and skill / behavior expectations	Rushing through sensitive areas Becoming defensive Letting one item take over the whole discussion Making unrealistic promises Comparison with others Rushing the discussion (not having allowed sufficient time)

If there is a performance issue:

• Focus on specific performance problems.
• Get the employee to agree there is a problem and that it is his/her responsibility to correct the performance.
• Use a problem-solving approach with the employee.
• Document agreements appropriately
• Hold the employee accountable for following through on the plan to correct performance.

The appraise should:

• Go through the Appraisal form thoroughly before filling it.
• Seek clarifications from the appraiser or HR incase of any difficulties.
• Fix a date and time with the appraiser for the review discussion.
• Ensure that the review discussion is held on time.
• Be open and frank in stating his / her views / concerns before the appraiser.
• Seek first to understand, and then be understood. The best way is to ask for data in support of the feedback.
• Identify areas of development with the appraiser.
• Seek guidance and feedback from the appraiser.