A lack of dialogue is a common shortcoming of many performance management processes. Throughout this entire process, there are many opportunities for dialogue and one example is the final appraisal discussion. Regardless of whether the performance of the team member you are speaking with is exceptional, steady or concerning, these discussions, are important.

The final appraisal discussion provides a leader with an opportunity to enable learning, demonstrate care, and link the team member’s work into the next performance cycle. A productive performance discussion deepens relationships and focuses on results.

To facilitate a productive performance discussion, leaders can use these questions to take stock and assess whether the discussion was productive.

• My views about this team member’s performance on each objective were clear.
• I was able to support my views on each objective with a concise rationale.
• I asked for the other person’s views on each objective first before I gave my own.
• I was genuinely curious about the other person’s views.
• I was open to opinions that were different than my own.
• Once their views were shared, I inquired further so that I could learn more about their views.
• I listened.
• I confirmed, without judgement, my understanding of the other person’s views on each objective.
• I spent adequate time exploring our points of view where we didn’t see their performance the same way.
• I asked for their views on next steps before I gave my own.
• I clearly expressed my opinions about next steps.
• We explored differences of opinions, if there were any, on next steps.
• I confirmed and summarized next steps.

A good barometer of whether a discussion is productive is to gauge the behavior of the other person. How receptive were they to what you had to say? If they seemed unwilling to consider your views, chances are that some of the behaviours listed above were not demonstrated as much as you thought.

A key indicator that it was productive is that you both walked away feeling alright. A performance appraisal that has predominantly positive feedback achieved is undoubtedly easier than one where there are performance concerns to address. That said, it is still possible for someone to walk away feeling alright, even if the discussion was a tough one and there isn’t 100% agreement. Ultimately, the leader must make a call and decide what the final performance assessment will be. Giving a team member a respectful, comfortable space in the discussion to provide their views will help a leader ensure that they’ve been fair and help a team member feel respected, seen and heard. Then both parties can feel alright.