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How To Run A Performance Review Meeting

To run a performance review meeting, establish clear objectives, gather relevant data, create a comfortable environment for discussion, provide constructive feedback, and set actionable goals for future performance.

A Performance Review Meeting is a formal discussion between a manager and an employee to assess and evaluate the employee’s performance over a given period. It provides an opportunity to discuss goals, achievements, challenges, and areas of improvement. The meeting typically involves reviewing performance metrics, discussing feedback from colleagues or customers, and setting objectives for future growth and development. The purpose of a performance review meeting is to provide constructive feedback, recognize achievements, address concerns, and align expectations to enhance employee performance and overall organizational success.

What is the purpose of a Performance Review Meeting?

The purpose of running a performance review meeting as a leader is to provide constructive feedback and evaluate the progress and development of team members. It offers an opportunity to set goals, address challenges, and recognize achievements, ultimately fostering growth, maximizing productivity, and aligning individual performance with organizational objectives.

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


Step 1: Performance Review Preparation

In addition, the manager should also assess the employee’s skills and strengths, identify areas for improvement, and gather feedback from colleagues and clients. This comprehensive review process helps ensure a fair and objective evaluation of the employee’s contribution to the organization.

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Step 2: Define the Objectives

Clearly lay out the objectives of the meeting, such as aligning the individual’s job performance with the company’s goals, facilitating career development discussions, addressing employee grievances, or implementing improvement plans to enhance job performance.

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Step 3: Schedule the Meeting

When deciding on a date and time for a meeting between the manager and employee, it is important to ensure that enough time is allotted for a thorough and constructive discussion, accommodating both parties’ schedules.


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Step 4: Setting the Scene

To begin the meeting positively, create a comfortable environment for the employee. Clarify the meeting’s purpose and emphasize that the conversation will foster openness and honesty, laying the foundation for a constructive discussion.

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Step 5: Reviewing Past Performance

During the defined period, it is important to thoroughly assess the employee’s work performance. This includes a review of the objectives set during the last evaluation, highlighting the areas where the employee excelled, as well as areas that require improvement.

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Step 6: Presenting Feedback

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Step 7: Employee’s Feedback

Create an inclusive environment by actively engaging employees to express their perspectives and worries openly. Encourage open dialogue where they can freely discuss their personal encounters and address any challenges they may have encountered.

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Step 8: Discuss Future Goals

Set clear and attainable goals for the employee that are in line with the company’s strategic plan. These goals could involve skill-building, project management, or achieving specific targets to ensure alignment and contribute to overall business success.

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Step 9: Review Job Description

To ensure employees’ roles and responsibilities are accurately reflected, regularly review and adjust their job descriptions if any changes occur. A proper alignment between job descriptions and actual job tasks promotes clarity and accountability within the organization.

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Step 10: Draft a Performance Improvement Plan

A Performance Improvement Plan (PIP) can be created when performance is lacking. It outlines key areas for improvement, suggests remedies, and sets specific deadlines to address the issues.

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Step 11: Meeting Conclusion

In conclusion, summarize the main points discussed in the meeting and outline the future plans. Allow the employee to express any final thoughts or questions. Take this opportunity to acknowledge and appreciate their hard work and dedication.

Questions to ask as the leader of the meeting

1. “What specific goals did you set for yourself during this review period, and how did you work towards achieving them?” – This question allows the leader to gauge the employee’s self-awareness, commitment, and ability to set and achieve goals.

2. “How have you demonstrated your strengths within your role, and in what areas do you feel you could improve?” – This question encourages the employee to reflect on their performance, identify their strengths, and acknowledge areas of potential growth.

3. “Can you provide examples of how you have collaborated with team members and contributed to a positive work culture?” – This question assesses the employee’s teamwork skills, interpersonal dynamics, and contribution to a supportive work environment.

4. “What challenges did you face during the review period, and how did you overcome them?” – This question helps the leader understand the employee’s problem-solving abilities, resilience, and their approach to handling obstacles.

5. “How effectively have you communicated your ideas, concerns, and feedback to others in the team?” – This question evaluates the employee’s communication skills, including clarity, active listening, and constructive expression of thoughts.

6. “How have you contributed to meeting or exceeding department or company goals?” – This question allows the leader to assess the employee’s impact on the overall success of the department or organization.

7. “In what areas do you believe you have made the most significant progress, and how have you demonstrated your growth?” – This question provides insights into the employee’s professional development, willingness to learn, and desire for continuous improvement.

8. “What additional support or resources do you need to excel in your role?” – This question demonstrates the leader’s commitment to the employee’s success and provides an opportunity for the employee to express their needs or challenges they might be facing.

9. “Can you provide feedback on how I can better support you as a leader?” – This question shows the leader’s willingness to receive feedback and fosters an open, trusting dialogue between the leader and employee.

10. “What are your long-term career goals, and how can we assist you in achieving them?” – This question allows the leader to understand the employee’s aspirations and to align organizational opportunities to support their professional growth.

To prepare a performance review meeting agenda as a leader, start by establishing clear meeting objectives and desired outcomes. Include topics such as performance goals, achievements, areas for improvement, and future development plans. Schedule sufficient time to discuss each employee’s performance, ask for their input, and provide constructive feedback. End the meeting by setting actionable goals and outlining the next steps.

How To Prepare For A Performance Review Meeting
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During a performance review meeting, it is essential to discuss topics such as goal achievement, strengths, areas for improvement, feedback from colleagues or clients, and professional development opportunities. By covering these areas, both the employee and the manager can gain valuable insights and work towards continuous improvement and growth.

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

Software can immensely assist leaders in running performance review meetings. By providing automated performance tracking and evaluation tools, it enables leaders to easily access and analyze employee performance data. This streamlines the process, ensures consistency, and allows leaders to focus on meaningful discussions and coaching, ultimately driving improved performance and employee development.

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In conclusion, running a successful performance review meeting is vital for the growth and development of both your employees and your organization. By following the step-by-step guide outlined in this blog post, you can ensure that these meetings are productive, constructive, and ultimately beneficial for everyone involved.

Remember to set clear expectations, gather and analyze data beforehand, create a supportive and safe environment, provide actionable feedback, and collaborate on setting future goals. Additionally, don’t forget the importance of ongoing communication and feedback throughout the year, and consider implementing regular check-ins to keep employees engaged and motivated.

A well-executed performance review meeting not only improves individual performance but also strengthens overall team dynamics and fosters a culture of continuous improvement. It allows employees to reflect on their achievements, identify areas for growth, and feel valued and heard. Similarly, managers have the opportunity to provide guidance and support, recognize exceptional work, and align goals with the company’s objectives.

By investing time and effort into these performance review meetings, you are investing in the long-term success of your organization. So, take charge, implement the strategies discussed, and make your performance review meetings a powerful tool for driving employee engagement, productivity, and professional development.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of a performance review meeting?

The purpose of a performance review meeting is to provide feedback on an employee’s work performance. It’s an opportunity to discuss achievements, areas for improvement, set goals for the future, and ensure both the employee and employer are aligned in their expectations.

Who should attend a performance review meeting?

Typically, a performance review meeting is attended by the employee being reviewed and their immediate supervisor or manager. In some cases, a representative from Human Resources may also be present.

How frequently should performance review meetings be held?

The frequency of performance review meetings can vary by organization. Some companies conduct them annually, while others prefer semi-annual or even quarterly reviews. Regular check-ins, however, are encouraged for consistent feedback and open communication.

How should an employee prepare for a performance review meeting?

An employee should prepare for a performance review meeting by reflecting on their accomplishments, challenges, and goals. It’s beneficial to gather any relevant data or examples to support these points. They should also be ready to discuss their future aspirations and any support they may need to achieve them.

How should feedback be given in a performance review meeting?

Feedback in a performance review meeting should be delivered in a constructive, respectful, and balanced manner. It’s important to highlight the employee’s accomplishments and strengths, as well as discuss areas for improvement. Feedback should be clear, specific, and related to job performance, not personal characteristics.

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