How to prepare and succeed in an annual appraisal interview as a manager?

The annual appraisal interview is a privileged moment of exchange between the employee and manager. The objective is both to review the past year and to define the objectives for the coming year. To conduct this dialogue in a constructive, efficient and benevolent manner, managers should be aware of a number of good practices.  

1- Prepare the framework for the annual performance review

To ensure that your annual appraisal interview as a manager runs smoothly, preparation is key. Take the time, well in advance, to draw up a framework for the discussion. Try to build this framework around three main areas, so as not to drown the employee with information.  In particular, you should take stock of:

• The skills of the employee being evaluated: what are their strengths and areas for improvement (operational efficiency, team spirit, initiative-taking, etc.)?
• The results and objectives achieved over the past year: successes, possible pitfalls, obstacles encountered, etc.
• The objectives for the coming year: what are the skills to be developed? Are there any training or coaching needs? What are the prospects in terms of professional development, remuneration and promotion? What are the challenges ahead, the improvements to be made and the results to be achieved for the following year?

Each statement should be illustrated with concrete examples and facts. In addition, if possible, the manager can validate this assessment, as well as the evolution perspectives envisaged, with their own line manager and/or the human resources manager.  

2 - Define the date, duration and place of the interview 

The date and time of the interview must be communicated as soon as possible, at least one week or even two weeks beforehand, in order to give the employee time to prepare. The place and duration of the discussion must also be specified (generally, one to two hours). The manager should also explain to the employee the purpose of the exchange, informing them of the need to prepare the annual appraisal interview in advance. The choice of location is also important: preferably a quiet room and a neutral, confidential and informal setting (a round table is preferable to an office).  

3 - Prepare materials for the interview

The assessor should also prepare materials for the interview. These can be personalised evaluation grids to be completed as the discussion progresses, notes or a business and skills reference framework, for example. Annual appraisal templates can also be found online.  

4 – Rules for a successful annual appraisal interview

In order to conduct a successful annual appraisal interview as a manager, several rules should be followed. First of all, it is important not to monopolise the floor, and to give the employee the opportunity to express their requests, concerns, wishes, etc. The assessor must take the time to value and thank the employee at the beginning of the interview (it is always advisable to start this exchange with the positive points). Furthermore, criticism and feedback should be given in a friendly manner, accompanied by personalised advice and appropriate solutions. To encourage communication and transparency during the interview, the manager must be reassuring. To put the employee at ease, active listening, patience, empathy and open-mindedness are fundamental qualities. It is important to be prepared for the possibility of differences of opinion, blockages, and stress, especially if the manager emphasises a lack of performance or efficiency on the part of the employee. The manager should then define a course of action to be adopted to manage possible conflict situations. It is also necessary to anticipate any potential employee requests: salary increase, training, adjustment of working hours, implementation of teleworking, etc. Furthermore, the annual appraisal interview should always close with a brief summary of the points discussed and a reminder of the subsequent actions to be taken and the objectives to be reached.  

5 - After the annual appraisal meeting: the report and follow-up

At the end of the annual appraisal interview, the manager must draft a report of the interview, outlining the key points discussed and the final conclusions. This document may be given to the employee being evaluated. The interview should also include interim reviews, a rigorous follow-up of progress and possibly a re-evaluation of the objectives set. Lastly, the manager must keep the commitments made to the employee and implement concrete actions based on the feedback received from the latter (improving the quality of life at work, reorganising the work schedule, reducing the workload, etc.).