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Eight crucial documents you must have ready for the performance appraisal meeting

by , 13 June 2014
Fact: The success of the performance review largely depends on your preparation.

If you don't prepare thoroughly, the whole process will be a waste of time. You'll get out of the review without encouraging and reinforcing good performance and ironing out problem areas.

So what's the best way to prepare for the performance appraisal meeting?

It all starts with these eight documents - make sure you have them ready for the appraisal...

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Do you have a paper-shuffler working for you?

You know that person…

  • Always busy but never meets deadlines…
  • Always making excuses for why he doesn't meet company targets…
  • He doesn't meet his KPI's…
  • And he's constantly making costly mistakes…

The next logical step is to get rid of him and get someone who can do the job. But watch out, that could cost you BIG at the CCMA!

So what can you LEGALLY do?


Having these eight documents ready will help you conduct a seamless performance appraisal

The Practical Guide to Human Resources Management says make sure you have the following documents ready for the performance appraisal meeting with your employee:

#1: Your employee's current job description.

#2: Your employee's latest goals/objectives.

#3: Relevant performance or service level agreements.

#4: Other performance reviews for the current business cycle.

#5: Informal review notes.

#6: Two blank copies of the appraisal forms and guidance notes – one for you and one for your employee.

#7: Your employee's individual training and development plan.

#8: Any other paperwork related to evidence of your employee's competence, customer feedback, work records, etc.

In addition to these documents, part of your preparation should be to anticipate your employee's reactions, particularly when you know you'll be contradicting their view of their performance.

Remember that employees act very differently and uniquely when they're under stress and performance review meetings can bring out the good and the bad. So check out this article. It contains tips on how to react to your employees' emotional responses.

Here's the bottom line: If you don't have all these documents ready for the performance appraisal meeting, it's unlikely that the review will run smoothly. You'll be wasting the time of all those involved. Don't take that risk.

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