The appraisal interview as a welcome instrument of personnel management describes a personal conversation between supervisor and employee. There is no one-size-fits-all framework, as each appraisal interview should be tailored to the individual. However, tools for conducting conversations are advisable: checklists, guidelines or even sheets for (self-)evaluation offer a good structure and help to maintain orientation.
Reasons for appraisal interviews
- Individual target agreements
- Feedback on performance and expectations
- Conflict resolution
- Work appraisals
Both parties should prepare according to the predefined topics. But how does the employee know about the appointment, the reason and the topics to be discussed? That's where the invitation comes in. It is best to announce the appraisal verbally so that the employee is not caught off guard. You then send an official invitation by e-mail – at least one week in advance: the focus, the expected duration and the goal are clearly stated in the invitation text. In addition, please note that individual matters outside the agenda are also included and welcome.
As a rule, the appraisal interview takes place during working hours and in the company. In exceptional cases, it is possible to deviate from the regulation and take individual circumstances into account.
Invitation to the appraisal interview – sample text
Dear employee,
I hereby invite you to the appraisal interview on (date) at (time).
We dedicate an hour to forward-looking topics with a long-term perspective. In the attachment you will find the topics that will be dealt with exactly. Please prepare yourself by thinking about the first 4 points. If you have any questions, please feel free to contact me.
I am looking forward to the exchange and remain until then with kind regards,
(Manager's name)
Appendix: Contents and objectives of the interview
- Clarification of the common understanding of roles (tasks, scope for responsibility and room for manoeuvre)
- Measurable goals for the next 6 months
- Development goals (training, new projects)
- Feedback on cooperation
Practical tip for an appraisal interview: how to ensure a good exchange for both parties
- both sides are well prepared,
- they treat each other at eye level and with respect,
- time is taken for the conversation,
- and it takes place in a relaxed atmosphere in a suitable place. Disruptive factors should be identified in advance and avoided (switching off the mobile phone, etc.).
A protocol should also be kept in which the contents discussed are recorded.
Juliane Bürkle
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