Self-Appraisal

Some organizations encourage employees to be active participants in the appraisal process by evaluating and rating their own performance prior to the assessment interview with their supervisor. In such organizations, employees are reminded throughout the year to review their standards of performance and document areas where they feel they have exceeded the standard.

Organizations that promote self-appraisal as part of the annual review process cite increased productivity, higher morale, and greater rapport between supervisor and employee as benefits of the program. Employees who participate in the review process are more familiar with their standards of performance for their job and work harder to exceed the standards. Further, employees who complete the self-appraisal are better prepared to actively participate in the review interview.

Step Five: Getting Ready for the Interview

Conducting performance reviews that make a difference and are of value to the employee require thorough prior preparation. Consider the following factors:

1.  Think about time and location. Pick a time of day convenient to both parties and schedule the meeting in an area where the door can be closed and the conversation kept private. Consider also the arrangement of the furniture. If possible, try sitting at a round table, or side-by-side with the employee, which helps equalize the situation and is more conducive to open communication between supervisor and employee.

2.  Complete all required paperwork in advance of the interview. Make sure that you have reviewed all of your documentation and used it to complete the performance appraisal prior to beginning the interview. If you are going to consider the employee’s self-appraisal, leave the actual recording of the rating until you have given the employee time to provide input into the process.

3.  Determine your approach. It is a good idea to determine, prior to the time the employee arrives, how you will conduct the interview. If the employee has completed a self-appraisal, ask for it now. The most straightforward method for proceeding with the interview is to start at the beginning and go through the job elements one at a time. The supervisor compares his or her rating with that of the employee for each element, and then mutual agreement is reached on the rating for that element. Adequate planning will help you feel prepared and confident as you begin the interview with the employee.

4.  Plan your closing. Remember, what you say last sticks with the employee as he or she leaves and returns to the normal working environment. Plan to summarize the areas where the employee met or exceeded the standard. Offer praise and encouragement, if appropriate. Review areas of concern you may have with the employee’s performance. End the interview by encouraging the employee to give some thought to areas where he or she did not meet, or minimally met the standard. Suggest that the employee meet with you again in one week’s time to complete a plan of action that will help the employee raise the level of performance in areas where acceptable standards were not met. Plan to end the interview on a positive note, perhaps by conveying to the employee your appreciation for his or her contributions to the company.