How to run a performance review meeting
The short answer
Prepare with specific examples from the whole period, not just recent weeks. Start with the employee's self-assessment, discuss results and behaviours with evidence, be clear about the overall rating, then spend the second half on goals and development. Follow up in writing.
Step by step
- 1
Prepare evidence
Examples from the whole period, plus feedback from others if you use it.
- 2
Start with their view
Ask how they think the period went.
- 3
Discuss results and behaviours
Specific examples, positive and constructive.
- 4
Be clear about the outcome
Don't hide the rating or message in vague language.
- 5
Agree goals and development
What to focus on next and how you'll support it.
- 6
Follow up in writing
Summarise what was agreed.
Common mistakes
- Surprising them with feedback they've never heard.
- Only using the last few weeks as evidence.
- Running out of time for goals.
Acta's 1:1 notes keep examples and agreed actions from every meeting, so review evidence isn't from memory.
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Should performance feedback be a surprise?
No. Nothing in a review should be new; regular 1:1s should cover it first.
How long should a performance review take?
About an hour: half on the past period, half on goals and development.