An employee performance meeting is to assist department heads and employees consider performance in an open and structured way. The performance meetings are each employee’s opportunity to discuss and assess past achievements, future objectives and development needs.
The success of the meetings depends on the ability to have an open and transparent discussion. Performance feedback should be occurring throughout the year, so that there are no surprises for employees at the formal meetings.
There are three types of performance meetings as follows:
1. Employee Performance Planning Meeting
Overview: Department head and employee set objectives for the employee and have a formal discussion to review and confirm these objectives and ensure understanding. The objectives will provide the necessary input for the department head and employee to discuss and suggest the adequate training and development needs.
2. Formal Mid-Year Performance Review Meeting
Overview: A mid-cycle formal documented discussion providing the opportunity for department heads and employees to discuss progress toward objectives, as well as make any adjustments or changes needed to incorporate relevant business environment modifications occurred since the performance planning phase meeting.
3. Final End-of-Year Performance Evaluation Meeting
Overview: Department head consolidates and reviews the employee’s performance against each objective and assigns a rating. The department head and employee have a formal discussion to review the employee’s performance and discuss development opportunities.
Purpose of Employee Performance Meetings A performance meeting will be conducted in a quite environment and normally takes 45 - 60 minutes per employee.
The purpose of a performance meeting is to:
Provide an opportunity for employees to express themselves on performance-related issues
Assist employees do a better job by clarifying what is expected of them
Inform employees know where they stand
Strengthen the department head-subordinate working relationship by developing a mutual agreement of job expectations
Plan improvement opportunities for development and growth
Exhibit 1: Performance Meetings Do's & Don'ts
Employee Development Plan Each employee may be required to have an individual Development Plan that is prepared at the beginning of the performance-planning meeting and at the end-of-year performance evaluation meeting. The individual Development Plan provides the opportunity for the department head and employee to jointly identify training and development needs in order to improve job performance and to support individual development.
Completion of the Development Plan for the next 12 months is part of the performance & development process and the actions detailed therein should be realistic, achievable within the time-frame, and agreed between the department head and the employee.
