Preparing for the Conference
To get the most out of a performance conference, both parties must
prepare before the meeting. Start by reviewing last year’s
performance review form and the most recent job description.
- Identify the employee's responsibilities.
The supervisor must have a clear understanding of what the employee’s job is—not
just the job title, but what the individual is expected to do. Supervisor and
employee should be able to state standards of performance in terms of expected
results and their appropriate completion deadlines.
- Compare actual to expected performance.
On all major aspects of the job, the supervisor must compare what the employee
is actually doing to what should be done, making notes of important points to
discuss with the employee in the conference. If appropriate the supervisor may
want to cite previous concerns as examples of learning experiences for the
future.
- Remember the purpose of the conference.
The purpose is to aid in improving performance. Both parties should avoid
criticism. Research shows that a positive, helpful, forward-looking approach
facilitates improvement and advancement better than criticism.
- Arrange for the conference. Arrange
a time and place for the conference which will allow a private discussion.
Several days before the meeting the supervisor should remind the employee that
the purpose of the meeting is to discuss job responsibilities and to plan for
the next period. The employee should be an active participant in the meeting and
be prepared with a list of items of concern to discuss.
