Hear honest stories  every week
Get leadership resources, tips, and encouragement on topics like productivity, success, work/life balance, and more right in your inbox!
Book Laurie

How to Hold a Performance Review Meeting That Inspires and Motivates

December 19, 2022

In my last blog, I shared best practices for writing an effective annual performance review. Here I provide strategies for making the performance review meeting more comfortable, conversational, and meaningful.

Most performance evaluation meetings are stressful and ineffective. According to Gallup, only 14% of employees strongly agree that their performance reviews inspire them to improve, and only two in ten strongly agree that their performance is managed in a way that motivates them to do outstanding work.  Taking time to prepare for a thoughtful and meaningful conversation can set up the year for continued success, improvement, and development. Even if an employee is underperforming, you can still facilitate a discussion that is clear, honest, and encourages improvement.

Follow these guidelines to facilitate a conversation that is much less stressful for you and your employee and more effective!

Facilitate a Meaningful, Conversational Evaluation Meeting (That You and the Employee Don’t Dread!)

Prepare Each Employee for the performance review

An important step in preparing for the conversation is to prepare the employee for the evaluation process. If your organization uses self-evaluations, let each employee know that their self-evaluation is an important part of the performance management process, and that you rely on them to take time to be reflective and honest.

Encourage the employee to include specifics about accomplishments, lessons learned throughout the year, improvement areas, progress on goals, and career development goals in the self-evaluation.

Providing guidance to team members before the meeting with increase the likelihood of a meaningful and productive conversation. Let your team members know that the meeting will be a conversation discussing the past year and the upcoming year.

You may want to suggest that employees come prepared to discuss their:

  • Self-evaluation
  • Goals for 2023 (are there any particular goals the employee feels are relevant or important for the upcoming year?)
  • Top two accomplishments from the previous year
  • Top two areas of development or improvement

Prepare a Performance Snapshot  

I recommend creating a simple performance snapshot/summary sheet that you can refer to when facilitating the evaluation conversation. This provides clarity for the discussion rather than looking through the written evaluation for information.

You can still refer to the evaluation and point out areas to the employee, if necessary, but the summary document ensures that you cover all the main points you want to review or highlight with the employee.

Questions to ask yourself as you are completing the performance snapshot/summary sheet:

  • What is the main message I want to convey to this employee?
  • What do I want the employee to get out of this meeting?
  • What specific feedback is important for me to cover?
  • What is working well?
  • What is not working well?
  • What would success look like in the upcoming year?

Create an Opening Statement  

When facilitating the performance appraisal meeting, engage the employee in a discussion rather than direct the entire conversation.

Avoid reading through the evaluation line by line. Instead, facilitate a discussion by asking the employee questions to engage them in the conversation.  

One best practice is to start the conversation off with a statement and then move to asking questions to facilitate a conversation. For example:

“We’ve had several conversations throughout the year, and what I’d like to focus on today is recap successes and development areas, and provide clarity for how to make this year successful. This is meant to be a dialogue—I want you to share what goals and areas you would like to focus on, and I can provide any clarity that will help support you.”

Use Questions to Facilitate a Conversation

  • How do you feel about your overall performance this past year?
  • What do you see as your strengths?
  • What do you see as your development opportunities?
  • In which areas do you feel you need the most improvement? OR “What are two areas you would like to focus on improving this year?”
  • What are your professional goals? What types of projects or tasks do you want to take on this year to develop your skills?
  • What do you feel was your biggest contribution to the company this year?
  • What can I do as your supervisor to support you this year?

There are many open-ended questions that will facilitate a rich and meaningful discussion. Since ideally you have had many coaching sessions throughout the year where you provided the employee with feedback and coaching, you should not need to spend a lot of time focusing on past performance.

Instead, focus the discussion on the future by asking future-oriented questions. This sets the foundation for a successful year for the employee.

A good thing to remember is that you as the supervisor should talk less and the employee should talk more.  Even if the employee is not meeting expectations, you can end the discussion expressing encouragement around improvement. For example:

“There are several things we have discussed today, as well as over the past six months, that need significant improvement to meet expectations this year. As your manager, I am here to support you in improving and contributing to the team. I’d like to continue to meet weekly to review goals and provide support. With continued focus, you have the opportunity to meet your goals next year and have a positive impact on the company.”

Principles for a Meaningful Conversation

Below are guidelines of things to do and not do for a successful evaluation meeting.

Do:

  • Facilitate an open conversation rather than direct the meeting. Recap the previous year, and keep most of the discussion future focused.
  • Focus on performance, not characteristics. (Avoid “always” and “never”). Avoid judgmental language.
  • If an employee is not meeting expectations, use the coaching approach to shift the ownership to the employee (facilitate, don’t fix).

Examples of questions:

  • This area has been a challenge for over a year. What are your ideas for improving this going forward?
  • What can you do to make sure you are here on time?
  • What will you do ensure this area is addressed this year?

Involve the employee in the goal setting process. You should bring ideas that relate to moving the company forward, and ask the employee to also bring ideas.

As much as possible, end the session in a way that leaves the employee inspired to continue great performance, or improve performance. Even if the employee is not meeting expectations, end the conversation in a way that encourages the employee.

Follow up on the goals, development opportunities, and improvement areas after the evaluation conversation in regular meetings and coaching sessions with the employee. Make sure you are tracking performance (goals, challenges, and improvements) throughout the year.

Don’t:

  • Direct the meeting while the employee listens. You want to employee to be an active participant in the conversation. Asking questions is a great way to facilitate a dialogue.
  • Give general feedback. Be specific, clear, and use data and examples.
  • Avoid the tough conversation with an underperformer. This is your opportunity to be clear and set expectations for the coming year.  

Planning & Planting Seeds after the performance review

Planning for the performance evaluation meeting should start much earlier than most leaders think.

Most of the challenges and stress leaders feel around this process have to do with poor planning.   NOW is the time to start planting the seeds and planning for a successful performance evaluation season.

Preparing a performance snapshot and opening statement will help you facilitate a meaningful, engaging conversation to set up the coming year for success.

Leave a comment
Thank you, your comment has been received!
Oops! Something went wrong while submitting the form.
Comments
Beverly
December 19, 2023

Whenever I have a work project that I keep putting off - I think about delegating that project to someone else - which accomplishes 2 things- it gets the project done and frees us my brain space thinking about it.

the-importance-of-boundaries-in-leadership-and-life
Reply from Laurie:
Absolutely, Beverly! We create more time for ourselves, and we can release the mental stress it is taking up.
Melissa Smith
December 7, 2023

Good morning. I loved this read. Thank you so much for sharing. Sincerely, Melissa :)

how-to-manage-your-emotional-hot-buttons-2
Reply from Laurie:
You're welcome, Melissa! Thanks for your comment.
Anonymous
November 29, 2023

Thank you for this blog Laurie. I liked most part and specially "As organizations have become more complex, there is a tendency to require employees to do more with less. This is a slippery slope, and often can result in employees feeling overwhelmed and burnt out. One of the biggest contributors to this is not evaluating resources during the strategic planning process." I will use this practice "A best practice is to do what I call Priority Planning—putting important practices on your calendar ahead of time so they become a priority in your day. Examples of activities to Priority Plan include scheduling recurring coaching sessions with each team member, time for strategic thinking and planning, vacations, doctor appointments, important children’s events, and blocks of time for focused work on projects." To be more effective, I will get a good rest so I can have enough energy in the morning. I will read the blog again along with the other links on employee evaluation. Thank you so much Laurie. Best wishes to you and your family.

six-leadership-practices-that-support-employee-wellbeing-and-a-thriving-culture
Reply from Laurie:
So glad you will be implementing these things!
Tracey
October 23, 2023

this is a test comment

/professional-pause-makes-you-a-better-leader
Reply from Laurie:
Add an answer
Anonymous
October 23, 2023

...

...
Reply from Laurie:
Add an answer
lynn beisel
October 20, 2023

I love the feedback on the more than 50 hours of work. AND filling time. So true. Unfortunately, showing that you work longer hours is still seen as being a "hard worker" - not sure how to change that though.

professional-pause-makes-you-a-better-leader
Reply from Laurie:
Lynn, I agree that working longer hours is still seen as working "hard" in our culture. I wish this was an easy shift. Our society needs to redefine what being productive means--not related to hours, but true productivity, which I find is not related to hours, but is related to focus. I do think leaders in organizations can model great boundaries and set the tone for their culture. Thank you for your comment!
Krystle
September 26, 2023

I enjoyed the read. I concur that transitioning from technical skills to delegating results was a task within itself. I did not realize I was almost trying to do the same thing from my previous position, and it was not working. However, I am seeing the results of how delegating daily tasks makes my job and workload easier. Thank you, Laurie.

technical-expertise-gets-in-the-way-of-great-leadership
Reply from Laurie:
Thank you, Krystle! I think this is something most managers are challenged with when shifting from a more technical role to a leadership role. Delegation can really help free up time for the leadership aspects of our job.
Anonymous
August 29, 2023

Thank you for sharing information about your trip Laurie! All 3 things resonate with me - probably #1 being the biggest. I know when I'm gone for a week, I'm still thinking about work and need a vacation when I get back because I did not relax enough. I think your idea of a longer vacation is definitely in my future!!

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
I think it takes me a week to just wind down before I can really relax. My goal next year is to take at least one two week (rather than one week at a time) vacation!
Perry Crutchfield
August 22, 2023

Hey Laurie, My take on your list - 1 - everyone has a story - listen 2- social media causes interpersonal problems 5- generational differences create hurdles / earn it you aren't entitled / we should help them get there not give it to them 6 AMEN some leaders I would have followed thru Hell, some I wish - well, you know 7- true BUT be as good as your word and 14- Hopefully we leave some good from our efforts, I know the good leaders I have had have. Seen a lot in my career but it really comes down to treat others the way you want to be treated, fair, honest, and straight forward. Good read. Take care

15-leadership-and-life-lessons
Reply from Laurie:
I always appreciate your perspective, Perry! I so agree with you that we should treat others with respect, just like we want to be treated. I have also had leaders that I would follow anywhere, and others who I have learned what NOT to do!
LISA KINNEY
August 16, 2023

I love this so much and thank you so much for sharing! I really just love realizing that enjoying the simple things sometimes is the best! Also recognizing that what is important and fun to you may not be everyone else's fun on the on the trip. “Do we get to keep these toiletries?” was my favorite!!!! :):) Glad you had a great time and got to spend it with your family!

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
I am so glad you are enjoying the blog post Lisa!
Sandra
August 15, 2023

I very much resonate with lesson no 3! Thank you Laurie

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
Thanks, Sandra!
Beverly Zook
August 14, 2023

I think the part that you might have missed in their top 5 things, some of which were not "Italian" or even different from home, all of them happened with you, both of you. And i think that is what they will remember too. And you've got tons of photos that will remind them of what the Sistine Chapel looked like - then they might remember what it sounded like or smelled like. Oh- and i agree with you 100% about sleep!

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
You are so right Bev--it was really about the experience of traveling together. I have on my list to create an album from our trip so we can look back and remember everything we did!
Tracey
August 14, 2023

LOTS of great take-aways from this post! Thank you for posting! I especially love "slow down to speed up". That's a keeper!

effective-time-management
Reply from Laurie:
Tracey
August 14, 2023

testing blog comment flow

did this come through?
Reply from Laurie:
Anonymous
August 14, 2023

the not getting enough rest to be at my best. definitely need to get more quality sleep and make that a priority

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
Sandi Richardson
August 10, 2023

It really is hard to narrow down the 3 lessons into one because they are all so interconnected. You need to give your mind and body THE TIME to relax SO THAT you can enjoy the SIMPLE THINGS, including REST. I enjoyed that lesson as a whole. I will take that lesson with me on my next vacation (or staycation). As always, thank you Laurie for your candor and for sharing your own lessons with others so that we too can benefit.

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
Yes, Sandi! Love how you pulled all those lessons together!
Andrea C.
August 10, 2023

Great information and reminders

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
Thank you, Andrea!
Arlene Byrd
August 10, 2023

Laurie, Thank you for sharing your trip and these nuggets. The lessons that resonate most with me are it does take time to relax and getting proper rest. When you devote 15 plus hours of your day for work, taking care of home and others; the 6-7 hours you lay down does not cut it! For me during this time I'm trying to unwind and find myself thinking fighting not to think about what I have to do tomorrow. Even after I create a to do list for the next day...I find things I need to add. Taking a day off here and there doesn't cut it as well because of all the plans you have for that day. I try to make sure my Mental Health Days remains just that.... time for me to laugh, cry, scream.... whatever I need to release the cares and stress!

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
Yes, Arlene! We spend so much of our time working and often taking care of others, that it can feel challenging to even find time to unwind and rest. I am working on building more margin into my schedule and blocking time off next year for some extra days off to really disconnect and relax.
Stephen Wallace
August 10, 2023

Really enjoyed the article... and all very true!

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
Tracey
August 10, 2023

Since I was already well aware of #1 (I'm in the same boat with taking a long time to relax), I think I'm resonating most with #3. I'm learning to prioritize sleep / rest and it's been wonderful. Love that you said "I love sleep.". :)

three-lessons-learned-from-one-month-sabbatical
Reply from Laurie:
Yes, Tracey, I love my sleep and I prioritize it! I feel a huge difference in my energy and focus if I lose even one hour of sleep. I know a lot of people struggle to get good rest, and for some it is not easy.
Anonymous
July 28, 2023

Welcome back from vacation. Well deserve! Action is the key to success. Shoulder to shoulder, coaching and delegating task to help other employees grow are very important. It is a sacrifice that one must do. Forget about yourself and be with your team day in and out to help them grow, is not always easy. On the long run, your team is stronger, and you can depend on them for the success of the organization. Thank you so much!

how-to-build-your-confidence-as-a-leader
Reply from Laurie:
Absolutely agree--action is important for any success. And as a leader, we have to take action--connect with our team, make time for coaching, and showing appreciation. Thanks for your comments!
Sandra
July 26, 2023

So many great tips here, thank you!

plan-for-the-new-year-with-priority-planning
Reply from Laurie:
Thanks so much, Sandra!
Tracey
July 14, 2023

I am so impressed you're able to disconnect and these are great tips I'll be sure to try on my next trip!

how-to-unplug-from-work
Reply from Laurie:
Let me know how it goes, Tracey! :-)
Becca Levian
July 14, 2023

Such a great post - so inspiring!

how-to-unplug-from-work
Reply from Laurie:
Thank you, Becca!