Step 4: Discuss the Employee’s Performance

Recognition

Pick one or two items on the PDP that the employee has achieved for which you can give praise. A simple thank you for the work done to date could be well received, but recognition for a specific achievement in the review period will be much more powerful.

Feedback

Feedback should be centred on strengths and opportunities for developing. Pick one or two areas of the employee’s performance that can be improved and discuss these constructively with the employee.

Even if there are several areas for improvement, only focus on a couple. This way, the employee will feel positive about themselves and believe it is realistic that they can improve, making it much more likely that they will do so.

Expectation

Discuss the performance expectations for the coming year, including any changes in Accountabilities, KPIs and Goals. Check whether the employee is clear on what’s expected of them in the role. An indication of this could be where their listed Results fall short of your expectations or where you have different requirements for the year ahead. Clearly spell out your expectations and priorities and talk about how these may be achieved. Perhaps use the position description as a reference.

Help

Where gaps in performance have been acknowledged explore what help needs to be offered. Work with the employee’s ideas about what could practically be done to achieve the desired improvement.

Suggested comments for recognising good performance
 
  • Well done. _____________ is a strength of yours!
  • You have impressed me with your performance in _____________.
  • I’m very pleased about the _____________ area.
  • Your positive attitude is very pleasing – you’re always willing to learn and develop.
  • You understand the impact of doing this properly and making an effort to get it done right.
  • Keep up the good work.

Points to consider to get to the cause of the performance issues
 
  • What exactly is the problem that is affecting performance?
  • Has the employee got what it takes (mentally & physically) to perform as required?
  • Is the employee clear as to what is expected of him/her?
  • Does the employee know exactly how well he/she is performing?
  • Does the employee know what he/she needs to do to perform? (are there any obstacles?)
  • Does the employee know how to perform?
  • Is the employee concerned that achieving the desired performance may impact them negatively in some other respect? (eg compromise another objective)
  • Does the employee believe there are negative consequences for unsatisfactory performance? 

Key points for reviewing performance
 
  • Assess performance not potential.
  • Provide examples.
  • Review each Goal and Result separately. Talk about any differing assessments you and the employee may have.
  • Consider the whole review period – don’t be swayed by a recent event.
  • Maintain standards – the employee has to earn a good review.
  • Make constructive and consistent comments. 

Constructive comments to gain improvement
 
  • We’ve agreed you will focus on improving ___________ and we will monitor that until _____________.
  • Our expectations on _______________ have been unclear, but now it’s been clearly explained you have agreed to try to do this in future.
  • You haven’t had the proper training and so we will set a training goal.
  • You know you need to improve to get up to standard and you have agreed to do this by doing _____________.
  • You agree that you haven’t made much effort in this area, but you have now agreed to focus on it.
  • We need better communication between us and we’ve both agreed to work at this.
  • We’ve agreed you need more feedback from me on ____________ and l will let you know how you’re going on a regular basis. 

Remember, a good coach always builds confidence
 
  • Focus on Gains rather than losses.
  • Look for Opportunities to acknowledge success.
  • Assume Success is inevitable.
  • Appreciate effort and success, while remembering that results count.
  • Don’t look for blame but focus on Solutions.
  • Treat setbacks as Lessons to be learnt and then move on. 

 

Continue to Step 5