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The Importance of
10 Keys to Conducting an Effective Formal Review Discussion
Delivering Review
Feedback Effectively
Schedule Sufficient Time Schedule enough time to discuss the formal review and answer your direct reports questions. All performance
Employees report widespread in a Private Setting feedback should be conducted in a private, one-on-one setting without any interruptions.
dissatisfaction with their
performance management
programs. Managers often lack Rehearse the conversation for a meaningful discussion, particularly for delivering development feedback. In
Rehearse the Conversation
the confidence or knowledge addition, rehearsing helps ensure that you are confident and professional throughout, and do not appear to be
Prior to the Meeting
required to deliver valuable anxious.
feedback. If executed well,
delivering performance Provide the Employee
review and focusing on the with Performance Review Offer a copy of the notes and online formal downward review to the employee and allow a few minutes to read
right type of feedback can Documentation the document before starting the conversation.
impact employee
performance by more than Begin with Strengths and
25%. Emphasis on strengths in formal reviews has the greatest potential impact (36%) on employee performance;
Then Discuss Development
consequently, managers should initiate the feedback with strengths, followed by development opportunities.
Areas
Schedule sufficient time for the meeting and book a Use clear and simple words; do not use jargon or Use GUIDE to Deliver Feedback
quiet room vague language
G Gather verifiable performance examples
Rehearse the conversation beforehand Provide examples to support feedback and
Provide the employee with performance review highlight suggestions for improvement U Understand goals and actions to achieve results
documentation Listen to the employees comments and reactions I Identify strengths and development areas
Maintain eye contact and a positive attitude End on a positive note; summarize the feedback
D Develop suggestions for performance improvement
Begin with strengths and then discuss and highlight next steps regarding goal-setting and
development areas individual development planning E Expect clarifications and questions
Avoid judgmental comments and personal remarks
Use the term development areas when providing negative feedback. Use the words weaknesses and poor performance.
Use positive, empathetic sentences, such as You are professional and
diligent with project management, but your communication style is a bit
Employ extreme words, such as always and never.
formal and leads to fragmented teamwork. Include labels, such as irresponsible, 'careless, and awful.
Be descriptive, for example, Carrie, I thought the way you managed this Make value judgments, such as best, bad, incompetent.
was innovative and professional. I particularly liked the way you...."
Compare peers, for example, You are better than John at process
Emphasize words of encouragement, for instance, Overall, your management.
analytical skills are improving steadily; moving forward I will provide you with
more opportunities to develop this skill further.
Apologize after delivering negative feedback.