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Step-by-Step Guide for Performance Conversations

As a leader, you need to conduct many Performance Conversations and need a standardized approach - that's what our guides are for. Optimize your preparation and conduct structured, goal-oriented conversations.

Phase 1: Structured Introduction

Duration: 5-10 minutes

Begin the conversation with a clear and respectful introduction. Ensure that the employee feels comfortable and is ready to discuss their performance.

Practical Tips:

  • Create a pleasant conversational atmosphere by speaking in a quiet space.

Phase 2: Performance Review & Evaluation

Duration: 20-25 minutes

Engage in a reflective discussion about past performance together. Focus on the objectives that were achieved and the results that were obtained in order to establish an objective foundation for the conversation. This review should encompass a comprehensive analysis of all relevant achievements and challenges faced during the review period. It is essential to create a constructive environment where both parties can openly discuss strengths and areas for improvement. Ensure that you highlight specific accomplishments and provide context to the results in relation to the goals set at the beginning of the evaluation period. This will help in creating a clearer picture of the employee's contributions and areas where they excelled or may need additional support.

Practical Tips:

  • Utilize concrete examples and data to substantiate the performance claims made during the review. This can include metrics, project outcomes, and feedback from peers or clients that illustrate the employee's impact on the organization. • Encourage the employee to share their own perspective on their performance and experiences. This dialogue is crucial as it fosters a sense of ownership and accountability, allowing the employee to reflect on their contributions and engage in self-assessment. • Be transparent in your evaluation process, explaining the criteria you applied during the assessment. This may involve discussing specific performance indicators, key performance metrics, or established benchmarks within the organization. Providing clarity on how you arrived at your conclusions will help build trust and understanding in the process.

Phase 3: Strengths-Weaknesses Analysis

Duration: 15-20 minutes

Analyze the strengths and weaknesses of the employee. Discuss which skills are particularly well-developed and where there are opportunities for growth.

Practical Tips:

  • Focus on specific examples to illustrate the strengths.

Phase 4: Goal Setting & Development

Duration: 15-20 minutes

Collaborate to establish new goals and discuss development opportunities. Ensure that the goals are formulated in a SMART manner and that they motivate the employee.

Practical Tips:

  • Formulate the goals to be specific, measurable, achievable, relevant, and time-bound.

Phase 5: Documentation & Outlook

Duration: 5-10 minutes

Summarize the outcomes of the discussion and document the agreed-upon objectives. Discuss the next steps to be taken and how progress will be monitored. This phase is crucial for ensuring that both parties have a clear understanding of what was discussed and what is expected moving forward. It is important to create a comprehensive written summary that captures all key points, including any specific targets that were set and the timeline for achieving them. Additionally, clarify how the success of these objectives will be measured, and establish a system for tracking progress over time. This will help in maintaining accountability and ensuring that any potential issues are addressed promptly.

Practical Tips:

  • Create a detailed written summary of the conversation and the agreed-upon goals. This document should include not only the objectives but also any relevant context or background information that may be helpful in understanding the goals.

With this guide, you are optimally prepared to successfully conduct Performance Conversations. Use the practical tips and example formulations for your specific situation.

Quick Reference

Cheat Sheet: Performance Conversations at a glance

Total duration approx. 60-75 Minuten

Performance Review - Quick Reference
Bookmark this page for quick access

Structured Introduction

  • Create a pleasant conversational atmosphere by speaking in a quiet space.

Conversation Phases

2
Performance Review & Evaluation20-25 minutes

Utilize concrete examples and data to substantiate the pe...

3
Strengths-Weaknesses Analysis15-20 minutes

Focus on specific examples to illustrate the strengths.

4
Goal Setting & Development15-20 minutes

Formulate the goals to be specific, measurable, achievabl...

Documentation & Outlook

  • Create a detailed written summary of the conversation and the agreed
  • upon goals. This document should include not only the objectives but also any relevant context or background information that may be helpful in understanding the goals.
Avoid Mistakes

Common Mistakes in Performance Reviewn
and how to avoid them

These typical mistakes can jeopardize the success of your conversation. Recognize them early and respond professionally.

Mistake #1

You Overload the Conversation with Criticism

You gather all the negative points from the year and present them all at once. "You were often late, your presentations were poor, and teamwork is lacking." The employee mentally disengages and is unable to process anything constructively. Better: "Let's talk about your punctuality—how do you see it yourself?"

Mistake #2

You Only Discuss Weaknesses

You focus exclusively on areas for improvement and overlook strengths. "We need to work on your communication, and your expertise also has room for growth." This can be demotivating and conveys a lack of appreciation. A better approach would be: "Your analytical skills are excellent – we can refine the presentation of these results even further."

Mistake #3

You Use Vague Language and Interpretations

You tend to use ambiguous terms instead of providing concrete examples. For instance, saying "You can be difficult in the team" leaves the employee unsure of what is meant and unable to improve. A better approach would be: "In the project meeting on Tuesday, you dismissed Anna's proposal outright without asking for the reasons behind it."

Mistake #4

You Ask Pro Forma Questions Without Genuine Interest

You inquire about opinions merely for form's sake but don't truly listen. Phrases like "What do you think?" are followed by interruptions within three seconds with your own assessment. This signals disinterest and hinders honest exchange. A better approach is to ask follow-up questions and tolerate silence until a complete response is given.

Mistake #5

You Confuse Evaluation with Goal Setting

You oscillate between reviewing the past and planning for the future. "Last year was okay, but you need to improve next year, although the presentation in March was already good." This confuses and makes the conversation unstructured. It's better to first complete the review and then define specific goals for the future.

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