Guidelines for Effective Performance Appraisal

Guidelines for Appraisal


  • Every employee needs to know how he / she is doing, what he / she can do better and how he / she can develop.
  • Every individual should receive on-going feedback during the year and a formal, written appraisal once a year. The annual appraisal should reflect feedback given during the year – there should be no surprises!
  • All performance discussions should be open and two-way.
  • Where performance issues are addressed during the year, notes should be taken of the specific issue, and agreed actions and timeframes.

Performance appraisal discussion should cover both:

  • Performance review:
    • what has been achieved, how it has been done and
  • Career discussion:
    • what are the strengths and development needs?
    • What career options does the individual have?
The Appraisal Discussion

The appraiser should:

  • Acknowledge the self-appraisal and congratulate the employee for his/her accomplishments
  • Acknowledge areas of agreement
  • Discuss areas of disagreement
Do’s Dont’s
  • Be objective – try to put aside any personal feelings
  • Begin with highest rated areas & proceed toward lowest rated areas
  • Build on employee self-appraisal
  • Give specific examples and reasons
  • Be open to revising the appraisal, but don’t cave in
  • Evaluate based on defined goals and skill / behavior expectations
  • Rushing through sensitive areas
  • Becoming defensive
  • Letting one item take over the whole discussion
  • Making unrealistic promises
  • Comparison with others
  • Rushing the discussion (not having allowed sufficient time)
If there is a performance issue:
  • Focus on specific performance problems.
  • Get the employee to agree there is a problem and that it is his/her responsibility to correct the performance.
  • Use a problem-solving approach with the employee.
  • Document agreements appropriately
  • Hold the employee accountable for following through on the plan to correct performance.
The appraise should:
  • Go through the Appraisal form thoroughly before filling it.
  • Seek clarifications from the appraiser or HR incase of any difficulties.
  • Fix a date and time with the appraiser for the review discussion.
  • Ensure that the review discussion is held on time.
  • Be open and frank in stating his / her views / concerns before the appraiser.
  • Seek first to understand, and then be understood. The best way is to ask for data in support of the feedback.
  • Identify areas of development with the appraiser.
  • Seek guidance and feedback from the appraiser.