Here you will find some hints and tips for you as a reviewer to support you with the conversation.
Set aside a reasonable time-slot for the review discussion and stick to that time - don't allow the discussion to run on. However, you need to allow sufficient time for reflection and analysis.
Be prepared, fully understand the process and explain it well to your team. You must also be totally familiar with the detail of the reviewee's job description, KSF post outline and their supporting information along with your observations.
Plan the key points of what you want to say in advance - be specific. Think about how you will say it and why you need to say it. Write down the key points.
Agree in advance with the reviewee which dimensions you will cover in the discussion - you don't have to cover all dimensions in every review discussion.
You might wish to gather views on the reviewee's performance from other members of the team or staff from other departments who work with them to broaden, inform and validate your own experiences.
Let the reviewee do most of the talking while you actively listen.
Keep the meeting positive - start with "What has gone well and why" so that success is recognised. Discussing how success was achieved is equally as important as discussing the task. It helps staff know their strengths and how to apply them in other areas of their work. It builds staff confidence in their knowledge and skills.
You might then wish to discuss "What might have gone better and why". This needs to be an open and constructive discussion so that staff members are aware of what needs to be done to improve performance. This may not always be an easy conversation as there may be a mismatch of views but developing your feedback skills is important as developing people is essential to improve capability, quality and effectiveness.
Ask open probing questions - you need to be sure that the job is being done to the correct quality standards and that knowledge and skills are being applied effectively.
Always finish on a positive note and agree a forward looking development plan.
Ensure you record a summary of the main points on the recognised national electronic recording tool, Turas Appraisal.
Make sure your team know that your support is there beyond the meeting.
Plan for regular informal meetings throughout the year to discuss and monitor progress.