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Checklists for Appraisal Conversation

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Example Checklists (5)

1
Standard Performance Review
2
Addressing Insufficient Performance
3
Shaping Employee Development
4
Promoting High Performers
5
Role Transition or Restructuring
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Standard Performance Review

This performance review serves the comprehensive evaluation of an employee's performance and development over a specific period. It is a standard procedure aimed at promoting employee development and setting future goals.

Progress: 0/14 (0%)

1Preparation

Collect all relevant data regarding the employee's performance, project involvement, and achieved goals.
Create a list of areas where the employee has excelled and where there is potential for further development.
Plan the structure of the meeting, including time frame and main topics.
Ask the employee to provide a written self-assessment of their performance and goals in advance.

2Beginning of the Meeting

Start with appreciation for the employee's work and foster an open conversation environment.
Clarify the purpose of the performance review: exchange, assessment, and joint future planning.

3Main Part

Systematically go through the performance areas and goal achievement based on the prepared data and the self-assessment.
Formulate feedback in a specific, objective, and solution-oriented manner. Focus on behavior, not the person.
Emphasize the positive contributions and successes of the employee.
Collaboratively discuss areas where the employee can improve and what support they need.

4Conclusion and Follow-up

Define clear, measurable, and achievable goals for the upcoming work period.
Document specific measures for further development (e.g., training, projects, mentoring).
Summarize the main points and clarify open questions. Schedule a follow-up meeting.
Document the discussed points and agreements, and have the employee sign off on the minutes.

Addressing Insufficient Performance

This evaluation conversation focuses on employees whose performance falls below expectations. The goal is to explore the underlying causes, formulate clear expectations, and develop an improvement plan.

Progress: 0/12 (0%)

1Preparation

Collect precise examples and data that substantiate the insufficient performance (e.g., metrics, missed deadlines, error rates).
Consider possible reasons for the performance issues (e.g., lack of resources, overwhelm, inadequate skills, personal problems).
Define the specific performance improvements expected and the timeline for achieving them.

2Beginning of the Conversation

Start directly with the topic, but emphasize your support and the goal of finding a solution together.
Present the collected data and observations objectively, without making accusations.

3Main Part

Give the employee ample space to express their viewpoint and potentially identify reasons for the performance issues.
Discuss possible causes and identify which factors contribute to the current situation.
Collaboratively develop a realistic improvement plan with specific, measurable goals and timelines (SMART goals).
Discuss what support the employee can receive from you or the company (e.g., training, coaching, mentoring).

4Conclusion and Follow-Up

Clearly state what steps will be taken if the performance does not improve as agreed (e.g., follow-up conversation, further actions).
Plan short, regular follow-up meetings to review progress and make adjustments if necessary.
Record the agreed plan, goals, and support. Have the employee sign the document.

Shaping Employee Development

This appraisal conversation serves to actively shape the professional development of an employee. It focuses on identifying potentials, discussing career goals, and planning concrete development paths.

Progress: 0/12 (0%)

1Preparation

Consider where the employee can best utilize their strengths and what untapped talents they possess.
Research internal and external training opportunities, projects, or roles that could suit the employee.
Ask the employee to reflect in advance on their long-term career goals and development wishes.

2Beginning of the Conversation

Emphasize from the start that this conversation is about individual development and future planning.
Create an environment where the employee can freely express their wishes and uncertainties.

3Main Part

Thoroughly discuss the employee's short-, medium-, and long-term ambitions.
Align the employee's current competencies with the requirements of the desired roles and identify necessary development steps.
Agree on specific actions such as training, mentoring, project participation, or job rotation to close the identified gaps.
Clarify how realistic the goals are and within what timeframe they can be achieved, considering the company's needs.

4Conclusion and Follow-up

Record the agreed goals, measures, and timelines in a development plan.
Plan follow-up appointments to discuss progress and adjust the plan if necessary.
Confirm your support and the provision of necessary resources for the employee's development.

Promoting High Performers

This performance review is designed for high performers. The goal is to acknowledge their commitment, offer new challenges, and retain them in the company long-term to avoid turnover.

Progress: 0/12 (0%)

1Preparation

Gather concrete examples and data that demonstrate the employee's outstanding performance (e.g., exceeded goals, innovative contributions, mentoring role).
Consider which projects, responsibilities, or development opportunities could further challenge and motivate the employee.
Think about the next steps in the high performer's career (e.g., promotion, specialist role, leadership position).

2Conversation Start

Start with explicit and sincere recognition of the employee's outstanding achievements and contributions.
Make it clear that this conversation is about planning and shaping the employee's future in the company.

3Main Part

Discuss the successes in detail and allow the employee to share how they achieved them.
Present potential new tasks, projects, or responsibilities that will challenge the employee and provide new development opportunities.
Talk about concrete next steps on the career ladder and the associated development opportunities.
Consider giving the high performer the opportunity to pass on their knowledge and experience to others.

4Conclusion and Follow-Up

Document which new tasks or development opportunities the employee will take on and by when.
Schedule regular, informal conversations to discuss progress and maintain high engagement.
Ensure that appreciation for the employee's performance remains visible even after the conversation.

Role Transition or Restructuring

This evaluation conversation is necessary when an employee takes on a new role or when the team/company is being restructured. It serves to clarify expectations, adjust goals, and support the transition.

Progress: 0/12 (0%)

1Preparation

Define the new tasks, responsibilities, and performance indicators of the new or adjusted role precisely.
Understand how the restructuring affects the employee's daily work and collaboration.
Consider what new competencies the employee needs for the role and what support they will require.

2Beginning of the Conversation

Explain the reasons for the role change or restructuring and show understanding for any uncertainties the employee may have.
Make it clear that the goal is to support the employee as best as possible in the new situation and to define goals together.

3Main Part

Go through the new task description point by point and clarify any open questions.
Talk about how the changes will affect the employee's daily work and what challenges they foresee.
Actively ask what training, resources, or support the employee needs to succeed in the new role.
Define new, realistic goals and performance indicators that fit the new role and the changed circumstances.

4Conclusion and Follow-Up

Record the new goals, the agreed-upon support measures, and important deadlines.
Plan frequent follow-up meetings to monitor progress, provide feedback, and respond quickly to any issues.
Assure the employee that they can reach out to you with any questions or concerns at any time.

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