In our former article, we analyzed how Team Leaders and Managers can successfully carry out an effective performance appraisal. However, today in this article, we are going to be shifting our focus to the employee. We are going to be discussing on how YOU as an employee can adequately prepare for your performance appraisal discussion with your manager.
One thing you must put at the back of your mind before heading into any appraisal is that you have to actually be a part of the process. And to do this you have to ensure that you are prepared for it. Ideally, you do not just want to be laid back and be passive in the whole process. It is pertinent that you engage your manager. Regardless of if your company has a self-evaluation role integrated into the appraisal or not, you have to weigh in on the action, engage your manager, allow him see what you have actually been up to and create an even better image of yourself – ultimately this will translate to you taking charge of your career progression. Below are some tips that can help you prepare for your performance appraisal.
1. GATHER FOUNDATIONAL INFORMATION
Go out and have a review of your last appraisal, what were the goals that were set out for you then, what and what were you keen on improving on then? Use this information to set the core of your preparation and this can be a guide to your accomplishments, strengths and areas for development.
Put together any report you have created up until this point created (e.g. weekly reports, monthly highlights, and project status reports). They will help you to better review your performance, help you recall any milestones or accomplishments that you may not have picked up on, and of course, challenges too.
It is also good to go back to your last appraisal and review the feedback, suggestions and ratings that you were given. It can go a long way in helping you quantify how much you have improved since then.
2. REVIEW YOUR PERFORMANCE JOURNAL NOTES
If you’ve kept a journal of your performance or progress since the last cycle, then great. This is the time where you need to have keenly read it. Notice any trends or recurring themes that reveal things like: particular strengths, challenging people or situations, knowledge or skills you need to develop, projects or work you really enjoyed, etc.
On the contrary, if you didn’t keep a journal in the past, then start today and cultivate the habit of noting down your accomplishments, challenges and targets as they will always help refresh your mind. Having all this information before your appraisal will help you engage your manager, broaden his view about you and also highlight your objectives and performance during the period under review, and also offer a fair view of events that have transpired in the past. Additionally, it will make preparing for your next appraisal a whole lot easier.
3. PREPARE A LIST OF YOUR ACCOMPLISHMENTS
Once you have gathered all this background information, you are now ready to draft an accurate list of your accomplishments. When you do this, it is important that you link it to your goals and higher level organization goals. Be sure to encapsulate not just the “how” but also the “what” that you attained. However, remember to keep it concise; don’t jot down unnecessary information in this journal, as it should not be treated like a diary. Avail your manager to any contextual information that they may need to properly comprehend your performance. Be sure to point out any troubles or difficulties that impaired your ability to succeed, also mention areas where you received assistance from others.
Remember, this appraisal is not just for the last month or two, focus on the performance in the whole period under review. Think about your audience. What other information does your manager need to know? What do they already know?
Gather any letters, emails, certificates of recognition, awards, etc. that document exemplary performance since your last appraisal. Also, gather any written communications that identify challenges or problems with knowledge and performance.
Be sure to indicate and highlights any training or certifications that you completed in the period under review.
Take advantage of this chance to blow your trumpet. It’s OK to flaunt what you have accomplished a little. Your manager may not be privy to everything about you, especially the small details like this that can really be a game changer.
You may opt to submit this information to your manager before the appraisal to help them prepare or alternatively you could use it as a reference for your discussion when you engage your manager during your appraisal meeting.
4. DO A SELF-EVALUATION
Irrespective of whether your company carries out a self-evaluation or not, it is always a clever thing to do them. Normally, you should use the same performance appraisal form that your manager will be adopting for the appraisal. Scheme through each goal listed and competency, and do a self-assessment of your performance. It is important that you keep sentiments aside and try and be as honest and rational as possible in this self-evaluation. The aim of this self-evaluation is not to inflate your ego by giving yourself the highest ratings but rather to share your view about your performance with your manager prior to your appraisal meeting.
You can also use the information about your accomplishments and achievements from your journal notes to provide a recap of how well you performed. It can also be useful in areas where you would need to point out precise details of any of your accomplishments to justify your ratings.
Normally, it is advised that you share your ratings with your manager before the meetings. This will enable your manager prepare for the meeting and demonstrate any disagreement they may have with you in advance. On the other hand, you could still just show up with your own self-evaluation, keeping it as a reference material for the appraisal.
5. PREPARE A LIST OF AREAS FOR DEVELOPMENT
In reviewing your job description, competencies, goals, performance journal notes, list of accomplishments, etc. make a note of areas where you think you had a hard time or others think you have struggled or fared poorly in.
It is also important that you highlight areas where you would like to grow or further develop your skill/expertise/experience or share them with others as a detail of your personal growth and career progression.
Be honest about areas where you have been lacking in. come clean with your manager, ask for guidance, mentoring, tutoring and that would enable you to improve and develop your career. Nobody knows It all, neither is anybody perfect. See this as a chance to gain valuable advice from somebody higher up the management ladder.
You should also think about your career plans if you have any and be prepared to talk to your manager about them. What skills / knowledge / experience do you need to develop to help you achieve these goals?
If you can do a bit of research and background work before the appraisal meeting, scout for courses and training that may be available through your company and any other training vendors that may help you further improve your skill and boost your performance. Research possible learning activities and bring a list of possibilities to your performance review meeting. And remember to think outside the box. Look at more than just training courses; you can include things like volunteer jobs, reading, certifications and training, special duties etc. – anything that you feel will help you prop up your skills and will help you develop faster.
6. DRAFT GOALS FOR THE COMING PERIOD
Take the initiative and prepare a list of goals and targets for the upcoming year or review period based on your work description, department and organizations higher level goal and your skill and level of experience. You do not have to wait for your manager to hand them down to you.
While drafting your goals, you may take the chance to take on more responsibility, broaden your role, increase your knowledge or even look to expand your duties. During the course of your appraisal with your manager, you can then refine and organize this list.
7. SHARE YOUR PREPARATIONS WITH YOUR MANAGER
Normally, you should give your manager a copy of some of the materials that you have prepared before your performance appraisal meeting. This will ensure that your manager is in line with you and will further encourage a speedy two-way rapport during the appraisal. It can also help them prepare for any difference or variations in view about any of your performances, thus ensuring that you do not get caught out during the appraisal.
8. PREPARE AN OPEN MIND
Most times people show up to a performance appraisal meeting on the defense. Waiting to hear criticism or talked down on, or simply lobbying for ratings/positions that impact our compensation and advancement in the company.
Unfortunately, when you come in with a defensive approach, you tend to not listen fully. Thus, ensure that you come to your performance appraisal meeting with a different approach – calm and open minded. Your main aim should be to soak in the feedback from your manager and focus on the goals that are set for you in the next term.
THE LAST WORD
Remember, it’s Your own career! You are solely responsible and have all the control and power to manage your own performance and ensure that you are on the path to success and continuously developing along the line. Get the best out of the opportunity that your performance appraisal avails you to and make your suggestions and contributions known. In addition, listen back for vital feedback and direction that will help you grow. Remember that it isn’t a show that your manager should exclusively run, get involved in it too – adequate preparation can guarantee that.
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