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How To Run A Performance Management Meeting

Conduct a Performance Management Meeting by setting clear objectives, gathering relevant performance data, discussing feedback constructively, and agreeing on performance improvement plans.

A Performance Management Meeting is a form of communication and evaluation process conducted between a supervisor and an employee to discuss and assess an individual’s performance in relation to their goals, objectives, and expectations. It serves as a platform to review past performance, provide feedback, set new targets, identify areas for improvement, and develop strategies for enhancing performance and professional development. The meeting typically involves discussions about performance metrics, accomplishments, challenges faced, opportunities for growth, and plans for future actions.

What is the purpose of a Performance Management Meeting?

The purpose of running a performance management meeting as a leader is to review the progress, achievements, and challenges of team members, provide feedback, set new goals, and address any performance issues. These meetings foster open communication, motivate employees, and align individual goals with the organizational objectives, ultimately driving overall team and company success.

How To Run A Performance Management Meeting: Step-By-Step


Step 1: Scheduling the Meeting

The performance management meeting’s scheduling should consider the availability of both the manager and employee, ensuring that it doesn’t clash with other workplace responsibilities. This allows for a productive and focused discussion without added stress.

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Step 2: Preparation

Both the manager and the employee should engage in pre-meeting preparation. The manager should analyze the employee’s performance data, while the employee can conduct a self-evaluation to pinpoint their strengths and areas requiring development. This ensures a thorough discussion during the performance review.

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Step 3: Setting the Agenda

Other possible agenda items may include brainstorming ideas for improving processes, addressing any challenges or issues that have arisen, and updating team members on upcoming projects or changes in the organization.


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Step 4: Invoking a Positive Atmosphere

Starting the meeting on a positive note is crucial as it sets the tone and ensures that the meeting remains focused and efficient. It creates an atmosphere of collaboration and motivates participants to actively engage and contribute their best ideas and solutions.

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Step 5: Reviewing Past Performance

During this crucial step, the manager and employee engage in a comprehensive dialogue concerning the employee’s performance over the preceding period. This conversation encompasses the assessment of goal attainment, evaluation of key performance indicators, and identification of commendable skills and abilities.

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Step 6: Identifying Strengths and Areas for Improvement

This involves engaging in open and productive dialogue regarding the employee’s areas of proficiency and areas for improvement. Feedback should be supported by specific instances and examples to facilitate growth and development.

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Step 7: Discussing Goals and Objectives

In this collaborative process, the manager and employee work together to establish attainable goals and objectives that contribute to the professional development of the employee while simultaneously advancing the overall mission of the organization.

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Step 8: Training and Development

Assessing whether an individual needs training or skill development is crucial for achieving set goals. By enhancing the employee’s performance, it not only benefits the current role but also opens up new opportunities for professional growth and success.

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Step 9: Agreeing on a Performance Improvement Plan

In order to improve performance, it is crucial to develop a practical plan. This could involve implementing mentoring programs, providing frequent feedback, organizing training sessions, or reviewing and reallocating job duties accordingly.

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Step 10: Concluding the Meeting

The meeting concludes with a concise recap of the key points, confirming mutual understanding and agreement between both parties.

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Step 11: Follow Up

To ensure meeting effectiveness, schedule regular follow-ups, formal or informal, to track progress towards meeting goals and ensure accountability.

Questions to ask as the leader of the meeting

1. What were your key accomplishments since our last meeting? (To assess the progress and productivity of the employee.)

2. Can you identify any challenges or obstacles that hindered your performance? (To understand any external factors that may have impacted their work.)

3. Do you feel adequately supported in your role? (To gauge if the employee feels they have the necessary resources and assistance to succeed.)

4. Are you satisfied with your current workload? (To ensure the employee’s workload is balanced and manageable.)

5. How do you prioritize your tasks and manage your time? (To determine the employee’s organizational skills and time-management abilities.)

6. Have you encountered any areas where you need additional training or development? (To identify potential gaps in skills and offer appropriate learning opportunities.)

7. What goals have you set for yourself moving forward? (To encourage the employee to think about their future objectives and aspirations.)

8. Can you provide examples of how you have collaborated with colleagues or contributed to team projects? (To evaluate teamwork and interpersonal skills.)

9. How do you handle feedback and constructive criticism? (To assess the employee’s response to feedback and their willingness to learn and improve.)

10. Is there anything else you would like to discuss or any feedback you have for me? (To give the employee the opportunity to address any additional concerns or provide feedback to their leader.)

To prepare a performance management meeting agenda as a leader, start by identifying the specific objectives and goals to be discussed. Prioritize key areas for improvement, set expectations, and gather relevant data or feedback. Include time for open discussion, feedback, and action planning. Keep the agenda concise and ensure it aligns with the overall organizational strategy.

How To Prepare For A Performance Management Meeting
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The performance management meeting should discuss the employee’s progress towards achieving their goals, any challenges they may be facing, areas for improvement, and steps to enhance performance. It should also address training and development opportunities, feedback on performance, and alignment of individual objectives with company goals.

See Our Performance Management Meeting Template
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Software tools to facilitate a Performance Management Meeting

Software helps leaders run performance management meetings by providing a centralized platform to track employee goals, monitor progress, and provide real-time feedback. It streamlines the process by automating reminders, scheduling meetings, and generating performance reports. With easy access to data and analytics, leaders can make informed decisions, identify areas for improvement, and ensure effective communication and collaboration among team members.

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In conclusion, running a performance management meeting is a crucial aspect of effective leadership and employee development. By following the steps outlined in this blog post, you can create a supportive and productive environment that encourages open communication, goal-setting, and feedback. Remember to approach these meetings with a growth mindset, focusing on empowering individuals and fostering their professional growth. Regularly conducting performance management meetings will not only benefit the employees but also contribute to the overall success and growth of the organization. So, embrace this opportunity to strengthen your team and watch as it yields positive results in both individual and organizational performance.

Popular Questions

What is the purpose of a Performance Management Meeting?

The purpose of a Performance Management Meeting is to provide constructive feedback to employees about their performance, to set goals and expectations, discuss any areas of improvement, and to strategize ways to achieve maximum productivity. It is an opportunity to have a one-to-one discussion about progress, plans, and personal development.

How often should you hold Performance Management Meetings?

Performance Management Meetings should ideally be held quarterly to provide timely feedback and address any issues. Though it may vary depending on the organization’s culture and needs, some companies also hold these meetings semi-annually or annually. Regular check-ins or monthly catch-ups can also be beneficial.

How should an employee prepare for a Performance Management Meeting?

An employee should prepare for a Performance Management Meeting by reviewing their job description, past performance reviews, goals, and any feedback received throughout the review period. They should be ready to discuss their accomplishments, challenges faced, and areas they feel they could improve. Being open to critique and showing a proactive attitude towards improvement is also beneficial.

How should a manager handle a Performance Management Meeting?

A manager should handle a Performance Management Meeting with clear communication and openness. Before the meeting, they should review the employee’s performance data, goals, and any feedback from coworkers or supervisors. During the meeting, they should provide constructive feedback, discuss any areas of concern, encourage the employee, and establish clear goals and next steps.

How can Performance Management Meetings help an organization?

Performance Management Meetings can help an organization in numerous ways. They reinforce the alignment between the individual’s goals and the organizational objectives, can improve employee engagement and morale by making them feel valued, aid in identifying skills gaps and development opportunities, and can substantially enhance productivity and overall performance.