How To Write Your Own Performance Appraisals

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Important changes relating to age discrimination in UK employment law became effective in

October 2006, with implications for all types of appraisals and job performance and suitability
assessment. Ensure your systems, training and materials for appraisals reflect current
employment law. It's helpful to understand these recent laws also if you (young or old) are being
appraised. The UK (consistent with Europe) Employment Equality (Age) Regulations 2006, effective
from 1st October 2006, make it unlawful to discriminate against anyone on the grounds of age.
This has several implications for performance appraisals, documents used, and the training of
people who conduct staff appraisals. For example, while not unlawful, the inclusion of age and
date-of-birth sections on appraisal forms is not recommended (as for all other documentation used
in assessing people). For further guidance about the effects of Age Equality and Discrimination on
performance appraisals, and other aspects of managing people, see the Age Diversity information.
Of course many employment laws, including those relating to other forms of discrimination, also
affect appraisals and performance assessment, but the age issue is worthy of special not because
the changes are relatively recent.
Here is a basic performance appraisal form template, in PDF and MSWord formats. Feel free to use
and adapt it to suit your purposes.
performance appraisal form (pdf) sample/template - downloadable pdf (revised August 2006)
performance appraisal form (MSWord) sample/template - downloadable MSWord file (revised
August 2006)
For guidance on assessment centres/centers, graduate assessment days and group
selection recruitment see the group selection information on the job interviews page.
Also on this page:
Individual Skill/Behaviours Assessments and Group Training Needs Analysis (TNA) - tools,
templates, process, tips and guidelines
360 Degree Appraisals - tools, templates, process, tips and explanation
Appraisals timing with pay reviews, and training and planning issues
Probationary reviews appraisals elements and factors
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Tips on completing your own self-assessment performance appraisals
Performance appraisals are essential for the effective management and evaluation of staff.
Appraisals help develop individuals, improve organizational performance, and feed into business
planning. Formal performance appraisals are generally conducted annually for all staff in the
organization. Each staff member is appraised by their line manager. Directors are appraised by the
CEO, who is appraised by the chairman or company owners, depending on the size and structure of
the organization.
Annual performance appraisals enable management and monitoring of standards, agreeing
expectations and objectives, and delegation of responsibilities and tasks. Staff performance
appraisals also establish individual training needs and enable organizational training needs analysis
and planning.
Performance appraisals also typically feed into organizational annual pay and grading reviews,
which commonly also coincides with the business planning for the next trading year.
Performance appraisals generally review each individual's performance against objectives and
standards for the trading year, agreed at the previous appraisal meeting.
Performance appraisals are also essential for career and succession planning - for individuals,
crucial jobs, and for the organization as a whole.
Performance appraisals are important for staff motivation, attitude and behaviour development,
communicating and aligning individual and organizational aims, and fostering positive relationships
between management and staff.
Performance appraisals provide a formal, recorded, regular review of an individual's performance,
and a plan for future development.
Job performance appraisals - in whatever form they take - are therefore vital for managing the
performance of people and organizations.
Managers and appraisees commonly dislike appraisals and try to avoid them. To these people the
appraisal is daunting and time-consuming. The process is seen as a difficult administrative chore
and emotionally challenging. The annual appraisal is maybe the only time since last year that the
two people have sat down together for a meaningful one-to-one discussion. No wonder then that
appraisals are stressful - which then defeats the whole purpose.
There lies the main problem - and the remedy.
Appraisals are much easier, and especially more relaxed, if the boss meets each of the
team members individually and regularly for one-to-one discussion throughout the year.
Meaningful regular discussion about work, career, aims, progress, development, hopes and dreams,
life, the universe, the TV, common interests, etc., whatever, makes appraisals so much easier
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because people then know and trust each other - which reduces all the stress and the uncertainty.
Put off discussions and of course they loom very large.
So don't wait for the annual appraisal to sit down and talk.
The boss or or the appraisee can instigate this.
If you are an employee with a shy boss, then take the lead.
If you are a boss who rarely sits down and talks with people - or whose people are not used to
talking with their boss - then set about relaxing the atmosphere and improving relationships.
Appraisals (and work) all tend to be easier when people communicate well and know each other.
So sit down together and talk as often as you can, and then when the actual formal appraisals are
due everyone will find the whole process to be far more natural, quick, and easy - and a lot more
productive too.
There is increasingly a need for performance appraisals of staff and especially managers, directors
and CEO's, to include accountabilities relating to corporate responsibility, represented by various
converging corporate responsibility concepts including: the 'Triple Bottom Line' ('profit people
planet'); corporate social responsibility (CSR); Sustainability; corporate integrity and ethics; Fair
Trade, etc. The organisation must decide the extent to which these accountabilities are reflected in
job responsibilities, which would then naturally feature accordingly in performance appraisals. More
about this aspect of responsibility is in the directors job descriptions section.
Significantly also, while this appraisal outline is necessarily a formal structure this does not mean
that the development discussed with the appraisee must be formal and constrained. In fact the
opposite applies. Appraisals must address 'whole person' development - not just job skills or
the skills required for the next promotion.
Appraisals must not discriminate against anyone on the grounds of age, gender, sexual orientation,
race, religion, disability, etc.
The UK Employment Equality (Age) Regulations 2006, (consistent with Europe), effective from 1st
October 2006, make it particularly important to avoid any comments, judgements, suggestions,
questions or decisions which might be perceived by the appraisee to be based on age. This means
people who are young as well as old. Age, along with other characteristics stated above, is not a
lawful basis for assessing and managing people, unless proper 'objective justification' can be
proven. See the Age Diversity information.
When designing or planning and conducting appraisals, seek to help the 'whole-person' to grow in
whatever direction they want, not just to identify obviously relevant work skills training.
Increasingly, the best employers recognise that growing the 'whole person' promotes positive
attitudes, advancement, motivation, and also develops lots of new skills that can be surprisingly
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relevant to working productively and effectively in any sort of organisation.

Developing the whole-person is also an important aspect of modern corporate responsibility, and
separately (if you needed a purely business-driven incentive for adopting these principles), whole-
person development is a crucial advantage in the employment market, in which all employers
compete to attract the best recruits, and to retain the best staff.
Therefore in appraisals, be creative and imaginative in discussing, discovering and agreeing 'whole-
person' development that people will respond to, beyond the usual job skill-set, and incorporate this
sort of development into the appraisal process. Abraham Maslow recognised this over fifty years
ago.
If you are an employee and your employer has yet to embrace or even acknowledge these
concepts, do them a favour at your own appraisal and suggest they look at these ideas, or maybe
mention it at your exit interview prior to joining a better employer who cares about the people, not
just the work.
Incidentally the Multiple Intelligences test and VAK Learning Styles test are extremely useful tools
for appraisals, before or after, to help people understand their natural potential and strengths and
to help managers understand this about their people too. There are a lot of people out there who
are in jobs which don't allow them to use and develop their greatest strengths; so the more we can
help folk understand their own special potential, and find roles that really fit well, the happier we
shall all be.
It is sometimes fashionable in the 'modern age' to dismiss traditional processes such as

performance appraisals as being irrelevant or unhelpful. Be very wary however if considering
removing appraisals from your own organisational practices. It is likely that the critics of the
appraisal process are the people who can't conduct them very well. It's a common human response
to want to jettison something that one finds difficult. Appraisals - in whatever form, and there are
various - have been a mainstay of management for decades, for good reasons.
Think about everything that performance appraisals can achieve and contribute to when they are
properly managed, for example:
performance measurement - transparent, short, medium and long term

clarifying, defining, redefining priorities and objectives
motivation through agreeing helpful aims and targets
motivation though achievement and feedback
training needs and learning desires - assessment and agreement
identification of personal strengths and direction - including unused hidden strengths
career and succession planning - personal and organisational
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team roles clarification and team building

organisational training needs assessment and analysis
appraisee and manager mutual awareness, understanding and relationship
resolving confusions and misunderstandings
reinforcing and cascading organisational philosophies, values, aims, strategies, priorities, etc
delegation, additional responsibilities, employee growth and development
counselling and feedback
manager development - all good managers should be able to conduct appraisals well - it's a
fundamental process
the list goes on..
People have less and less face-to-face time together these days. Performance appraisals offer a
way to protect and manage these valuable face-to-face opportunities. My advice is to hold on to
and nurture these situations, and if you are under pressure to replace performance appraisals with
some sort of (apparently) more efficient and cost effective methods, be very sure that you can
safely cover all the aspects of performance and attitudinal development that a well-run
performance appraisals system is naturally designed to achieve.
There are various ways of conducting performance appraisals, and ideas change over time as to
what are the most effective appraisals methods and systems. Some people advocate traditional
appraisals and forms; others prefer 360-degree-type appraisals; others suggest using little more
than a blank sheet of paper.
In fact performance appraisals of all types are effective if they are conducted properly, and
better still if the appraisal process is clearly explained to, agreed by, the people involved.
Managers need guidance, training and encouragement in how to conduct appraisals
properly. Especially the detractors and the critics. Help anxious managers (and directors) develop
and adapt appraisals methods that work for them. Be flexible. There are lots of ways to conduct
appraisals, and particularly lots of ways to diffuse apprehension and fear - for managers and
appraisees alike. Particularly - encourage people to sit down together and review informally and
often - this removes much of the pressure for managers and appraisees at formal appraisals
times. Leaving everything to a single make-or-break discussion once a year is asking for trouble
and trepidation.
Look out especially for the warning signs of 'negative cascaded attitudes' towards appraisals.
This is most often found where a senior manager or director hates conducting appraisals, usually
because they are uncomfortable and inexperienced in conducting them. The senior
manager/director typically will be heard to say that appraisals don't work and are a waste of time,
which for them becomes a self-fulfilling prophecy. This attitude and behaviour then cascades down
to their appraisees (all the people in their team) who then not surprisingly also apply the same 'no
good - not doing it' negative attitude to their own appraisals responsibilities (teams). And so it goes.
A 'no good - not doing it' attitude in the middle ranks is almost invariably traceable back to a senior
manager or director who holds the same view. As with anything, where people need help doing the
right thing, help them.
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All that said, performance appraisals that are administered without training (for those who
need it), without explanation or consultation, and conducted poorly will be counter-
productive and are a waste of everyone's time.
Well-prepared and well-conducted performance appraisals provide unique opportunities
to help appraisees and managers improve and develop, and thereby also the organisations
for whom they work.
Just like any other process, if performance appraisals aren't working, don't blame the
process, ask yourself whether it is being properly trained, explained, agreed and
conducted.
Aside from formal traditional (annual, six-monthly, quarterly, or monthly) performance appraisals,
there are many different methods of performance evaluation. The use of any of these methods
depends on the purpose of the evaluation, the individual, the assessor, and the environment.
The formal annual performance appraisal is generally the over-riding instrument which gathers
together and reviews all other performance data for the previous year.
Performance appraisals should be positive experiences. The appraisals process provides the
platform for development and motivation, so organizations should foster a feeling that performance
appraisals are positive opportunities, in order to get the best out of the people and the process. In
certain organizations, performance appraisals are widely regarded as something rather less
welcoming ('bollocking sessions' is not an unusual description), which provides a basis only on which
to develop fear and resentment, so never, never, never use a staff performance appraisal to
handle matters of discipline or admonishment, which should instead be handled via separately
arranged meetings.
Formal annual performance appraisals

Probationary reviews
Informal one-to-one review discussions
Counselling meetings
Observation on the job
Skill- or job-related tests
Assignment or task followed by review, including secondments (temporary job cover or
transfer)
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Assessment centres, including observed group exercises, tests presentations, etc.

Survey of opinion of others who have dealings with the individual
Psychometric tests and other behavioural assessments
Graphology (handwriting analysis)
None of these methods is mutually exclusive. All of these performance assessment methods can be
used in conjunction with others in the list, depending on situation and organizational policy. Where
any of these processes is used, the manager must keep a written record, and must ensure agreed
actions are followed up. The notes of all review situations can then be referred to at the formal
appraisal.
Holding regular informal one-to-one review meetings greatly reduces the pressure and time
required for the annual formal appraisal meeting. Holding informal reviews every month is ideal all
staff. There are several benefits of reviewing frequently and informally:
The manager is better informed and more up-to-date with his or her people's activities (and
more in touch with what lies beyond, e.g., customers, suppliers, competitors, markets, etc)
Difficult issues can be identified, discussed and resolved quickly, before they become more
serious.
Help can be given more readily - people rarely ask unless they see a good opportunity to do so
- the regular informal review provides just this.
Assignments, tasks and objectives can be agreed completed and reviewed quickly - leaving
actions more than a few weeks reduces completion rates significantly for all but the most senior
and experienced people.
Objectives, direction, and purpose is more up-to-date - modern organizations demand more
flexibility than a single annual review allows - priorities often change through the year, so
people need to be re-directed and re-focused.
Training and development actions can be broken down into smaller more digestible chunks,
increasing success rates and motivational effect as a result.
The 'fear factor', often associated by many with formal appraisals, is greatly reduced because
people become more comfortable with the review process.
Relationships and mutual understanding develops more quickly with greater frequency of
meetings between manager and staff member.
Staff members can be better prepared for the formal appraisal, giving better results, and saving
management time.
Much of the review has already been covered throughout the year by the time comes for the
formal appraisal.
Frequent review meetings increase the reliability of notes and performance data, and reduces
the chances of overlooking things at the formal appraisal.
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Prepare - prepare all materials, notes agreed tasks and records of performance,
achievements, incidents, reports etc - anything pertaining to performance and achievement -
obviously include the previous performance appraisal documents and a current job description.
A good appraisal form will provide a good natural order for proceedings, so use one. If your
organization doesn't have a standard appraisal form then locate one, or use the template below
to create one, or download and/or adapt the appraisal forms from this page. Whatever you
use, ensure you have the necessary approval from your organization, and understand how it
works. Organize your paperwork to reflect the order of the appraisal and write down the
sequence of items to be covered. If the appraisal form includes a self assessment section
and/or feedback section (good ones do) ensure this is passed to the appraisee suitably in
advance of the appraisal with relevant guidance for completion. A sample performance
appraisal template is available free below, which you can adapt and use to create your own
form. Part of your preparation should also consider 'whole-person' development - beyond and
outside of the job skill-set - as might inspire and appeal to the appraisees. Many people are not
particularly interested in job skills training, but will be very interested, stimulated and motivated
by other learning and development experiences. Get to know what your people are good at
outside of their work. People's natural talents and passions often contain significant overlaps
with the attributes, behaviours and maturity that are required and valued in the workplace. Use
your imagination in identifying these opportunities to encourage 'whole-person' development
and you will find appraisals can become very positive and enjoyable activities. Appraisals are
not just about job performance and job skills training. Appraisals should focus on helping the
'whole person' to grow and attain fulfilment.
Inform - inform the appraisee - ensure the appraisee is informed of a suitable time and place
(change it if necessary), and clarify purpose and type of appraisal - give the appraisee the
chance to assemble data and relevant performance and achievement records and materials. If
the appraisal form does not imply a natural order for the discussion then provide an agenda of
items to be covered.
Venue - ensure a suitable venue is planned and available - private and free from interruptions
- observe the same rules as with recruitment interviewing - avoid hotel lobbies, public lounges,
canteens - privacy is absolutely essential (it follows also that planes, trains and automobiles are
entirely unsuitable venues for performance appraisals......)
Layout - room layout and and seating are important elements to prepare also - don't simply
accept whatever layout happens to exist in a borrowed or hired room - layout has a huge
influence on atmosphere and mood - irrespective of content, the atmosphere and mood must
be relaxed and informal - remove barriers - don't sit in the boss's chair with the other person
positioned humbly on the other side of the desk; you must create a relaxed situation, preferably
at a meeting table or in easy chairs - sit at an angle to each other, 90 degrees ideally - avoid
face to face, it's confrontational.
Introduction - relax the appraisee - open with a positive statement, smile, be warm and
friendly - the appraisee may well be terrified; it's your responsibility to create a calm and
non-threatening atmosphere. Set the scene - simply explain what will happen - encourage a
discussion and as much input as possible from the appraisee - tell them it's their meeting not
yours. Confirm the timings, especially finishing time. If helpful and appropriate begin with some
general discussion about how things have been going, but avoid getting into specifics, which are
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covered next (and you can say so). Ask if there are any additional points to cover and note
them down so as to include them when appropriate.
Review and measure - review the activities, tasks, objectives and achievements one by one,
keeping to distinct separate items one by one - avoid going off on tangents or vague unspecific
views. If you've done your preparation correctly you will have an order to follow. If something
off-subject comes up then note it down and say you'll return to it later (and ensure you do).
Concentrate on hard facts and figures, solid evidence - avoid conjecture, anecdotal or
non-specific opinions, especially about the appraisee. Being objective is one of the greatest
challenges for the appraiser - as with interviewing, resist judging the appraisee in your own
image, according to your own style and approach - facts and figures are the acid test and
provide a good neutral basis for the discussion, free of bias and personal views. For each item
agree a measure of competence or achievement as relevant, and according to whatever
measure or scoring system is built into the appraisal system. This might be simply a yes or no,
or it might be a percentage or a mark out of ten, or an A, B, C. Reliable review and
measurement requires reliable data - if you don't have the reliable data you can't review and
you might as well re-arrange the appraisal meeting. If a point of dispute arises, you must get
the facts straightened out before making an important decision or judgement, and if necessary
defer to a later date.
Agree an action plan - An overall plan should be agreed with the appraisee, which should
take account of the job responsibilities, the appraisee's career aspirations, the departmental
and whole organization's priorities, and the reviewed strengths and weaknesses. The plan can
be staged if necessary with short, medium and long term aspects, but importantly it must be
agreed and realistic.
Agree specific objectives - These are the specific actions and targets that together form the
action plan. As with any delegated task or agreed objective these must adhere to the SMARTER
rules - specific, measurable, agreed, realistic, time-bound, enjoyable, recorded. If not, don't
bother. The objectives can be anything that will benefit the individual, and that the person is
happy to commit to. When helping people to develop, you are not restricted to job-related
objectives, although typically most objectives will be.
Agree necessary support - This is the support required for the appraisee to achieve the
objectives, and can include training of various sorts (external courses and seminars, internal
courses, coaching, mentoring, secondment, shadowing, distance-learning, reading, watching
videos, attending meetings and workshops, workbooks, manuals and guides; anything relevant
and helpful that will help the person develop towards the standard and agreed task. Also
consider training and development that relates to 'whole-person development'
outside of job skills. This might be a hobby or a talent that the person wants to
develop. Developing the whole person in this way will bring benefits to their role, and
will increase motivation and loyalty. The best employers understand the value of
helping the whole person to develop. Be careful to avoid committing to training expenditure
before suitable approval, permission or availability has been confirmed - if necessary discuss
likely training requirements with the relevant authority before the appraisal to check. Raising
false hopes is not helpful to the process.
Invite any other points or questions - make sure you capture any other concerns.
Close positively - Thank the appraisee for their contribution to the meeting and their effort
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through the year, and commit to helping in any way you can.
Record main points, agreed actions and follow-up - Swiftly follow-up the meeting with all
necessary copies and confirmations, and ensure documents are filed and copied to relevant
departments, (HR, and your own line manager typically).
This performance appraisal template and process guide has been created to support the
downloadable appraisal forms available from this page, but the process and the forms can be
adapted to suit your own situation.
Here is a free performance appraisal form in pdf format, and here is the same performance
appraisal form in MSWord format. Both versions of the appraisal form were revised August 2006.
These free forms are based on the template and process below, which also act as instructions and
guidelines for the form.
The structure is formal but the process and content does not have to be constrained by work and
job issues. Always be looking for opportunities to help the person develop beyond their formal work
responsibilities. Not everyone is interested in promotion, and lots of people find job-skills training
less than riveting, but nearly everyone has something in them that they want to pursue and
develop. When appraising someone if you can tap into these desires and help the other person to
achieve their own personal aims, then everyone wins. If the connection with work don't seem
obvious at first, the benefits from personal growth generally produce dramatic and positive benefits
for employers and work performance.
Obviously a certain amount of work-related training is necessary for good work performance and
advancement, but the biggest advantages accrue to the employing organisation when people grow
as people, outside of their job skills sets. In fact most of the really important attributes for work
are distinctly outside of the typical job skills: factors relating to emotional maturity, self-esteem,
relationships, self-awareness, understanding others, commitment, enthusiasm, resoluteness, etc.,
are typically developed far more effectively in people when they follow their own paths and fulfil
their own natural desires, rather than on endless (and for many people somewhat meaningless)
job-skills courses.
So be imaginative and creative. Use the template and process as a structure for the appraisal
process, but don't constrain the areas of personal development to those only related to the job and
work standards and organisational objectives. Be led by the people about what they love and
enjoy, and what they want to develop and experience in their lives. And then look for ways to help
them achieve these things. This is the true way to develop people.
Remember this is just a structure for the process - the content and the direction of personal
development is as flexible as your organisation allows, or can be persuaded to allow. Use your
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imagination to develop people in the way they want to go, not just the way the organisation thinks
it needs people to be.
A free sample appraisal document in this format is available from this site in MSWord or pdf
(acrobat) versions:
August 2006)
Obviously the first part of a formal document like this needs to contain essential identifying data:
organization, division and department

year or period covered
name
position
location/site/based at/contact details (e.g., email)
months in present position
length of service
N.B. The UK (consistent with Europe) Employment Equality (Age) Regulations 2006, effective from
1st October 2006, make it unlawful to discriminate against anyone on the grounds of age. As such,
while not unlawful, the inclusion of age and date-of-birth sections on appraisal forms is not
recommended (along with all other documentation used in assessing people). See the Age Diversity
information for more details.
Part A (to be completed by the appraisee before the interview and sent to the appraiser x days
before the appraisal)
A1 State your understanding of your duties and responsibilities.
A2 Discussion points: (not exhaustive or definitive - for more ideas look at the interviews
questions)
1. Has the past year been good/bad/satisfactory or otherwise for you, and why?
2. What do you consider to be your most important achievements of the past year?
3. What do you like and dislike about working for this organization?
4. What elements of your job do you find most difficult?
5. What elements of your job interest you the most, and least?
6. What do you consider to be your most important tasks in the next year?
7. What action could be taken to improve your performance in your current position by you, and
your boss?
8. What kind of work or job would you like to be doing in one/two/five years time?
9. What sort of training/experience would benefit you in the next year? Broaden this question
to include 'whole-person development' beyond job skills - for example: What do
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you have a personal passion for that we might help you to pursue? (It's a fact that
when person develops interests, talents and experiences that they truly love and enjoy - even
if the area seems completely unrelated to work - then the person becomes more valuable,
mature, and motivated at work too, because they have grown as a person. Within reason,
employers can and should help people to develop in any way they wish, and often even the
most unconnected development or experiences hold much valuable learning that are directly
transferable and usable at work - all it takes is a bit of imagination.)
A3 List the objectives you set out to achieve in the past 12 months (or the period covered by this
appraisal) with the measures or standards agreed - against each comment on achievement or
otherwise, with reasons where appropriate. Score the performance against each objective (1-3 =
poor, 4-6 = satisfactory, 7-9 = good, 10 = excellent):
A4 Score your own capability or knowledge in the following areas in terms of your current role
requirements (1-3 = poor, 4-6 = satisfactory, 7-9 = good, 10 = excellent). If appropriate bring
evidence with you to the appraisal to support your assessment. (This list is not exhaustive or
definitive - the list should reflect the requirements of the job and the career path.) See
the skills and behaviours assessment tools for other aspects to include in this list. Other roles in
other industries, for example technical, engineering, healthcare, legal, finance, leisure, transport,
construction, etc, will require different skill sets. These are examples of a typical commercial or
management skill set.
1. commercial judgement
2. product/technical knowledge
3. time management
4. planning, budgeting and forecasting
5. reporting and administration
6. communication skills
7. delegation skills
8. IT/equipment/machinery skills
9. meeting expectations, deadlines and commitments
10. creativity
11. problem-solving and decision-making
12. team-working and developing/helping others
13. energy, determination and work-rate
14. steadiness under pressure
15. leadership and integrity
16. adaptability, flexibility, and mobility
17. personal appearance and image
18. appreciation and application of social responsibility, sustainability, and ethical considerations
A5 In light of your current capabilities, your performance against past objectives, and your future
personal growth and/or job aspirations, what activities and tasks would you like to focus on during
the next year. Include in this any 'whole-person non-work-related development that the person
feels would help them to grow and become more fulfilled as a person.
Part B (to be completed during the appraisal by the appraiser - where appropriate and safe to do
so, certain items can completed by the appraiser before the appraisal, and then discussed and
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validated or amended in discussion with the appraisee during the appraisal.)

name of appraiser:
position:
time managing appraisee:
B1 Describe the purpose of the appraisee's job. Discuss and compare with self-appraisal
entry in A1. Clarify job purpose and priorities where necessary.
B2 Review discussion points in A2, and note the points of interest and action.
B3 List the objectives that the appraisee set out to achieve in the past 12 months (or the period
covered by this appraisal - typically these objectives will have been carried forward from the
previous appraisal record) with the measures or standards agreed - against each comment on
achievement or otherwise, with reasons where appropriate. Score the performance against each
objective (1-3 = poor, 4-6 = satisfactory, 7-9 = good, 10 = excellent). Compare with the
self-appraisal in B3. Discuss and note points of interest and action, particularly training
and development needs and wishes.
B4 Score the appraisee's capability or knowledge in the following areas in terms of their current
(and if known, next) role requirements (1-3 = poor, 4-6 = satisfactory, 7-9 = good, 10 =
excellent). NB This competencies list is not exhaustive or definitive - the list should reflect the
requirements of the job and the career path. See also the skills and behaviours assessment tools
for other aspects to include in this list. Other roles in other industries, for example technical,
engineering, healthcare, legal, finance, leisure, transport, construction, etc, will require different skill
sets. These are examples of a typical commercial or management skill set. Compare with the
self-appraisal in B4. Discuss and note points of interest and action, particularly training
and development needs and wishes.
1. commercial judgement
2. product/technical knowledge
3. time management
4. planning, budgeting and forecasting
5. reporting and administration
6. communication skills
7. delegation skills
8. IT/equipment/machinery skills
9. meeting expectations, deadlines and commitments
10. creativity
11. problem-solving and decision-making
12. team-working and developing/helping others
13. energy, determination and work-rate
14. steadiness under pressure
15. leadership and integrity
16. adaptability, flexibility, and mobility
17. personal appearance and image
18. appreciation and application of social responsibility, sustainability, and ethical considerations
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B5 Discuss and agree the appraisee's career direction options and wishes, and readiness for
promotion, and compare with and discuss the self-appraisal entry in A5. Some people do not
wish for promotion, but everyone is capable of, and generally benefits from, personal development
- development and growth should be available to all, not just the ambitious. Again consider 'whole-
person' development outside of obvious work-related training.
B6 Discuss and agree the skills, capabilities and experience required for competence in current
role, and if appropriate for readiness to progress to the next role or roles. It is usually helpful to
refer to the skill-set or similar to that shown in A/B4, in order to accurately identify all development
areas, whether for competence at current level or readiness to progress to next job level/type.
Consider the connections between a person's natural talents, personal interests, passions, etc., to
their work roles and their work aspirations. There are often huge overlaps between ' whole-person
development' outcomes (which might not obviously relate to work) and the person's job. A person
who becomes better at anything outside of their work almost always becomes better at their work
too. The big difference of course is that people want to pursue their own personal passions and
interests, whereas many are not so keen to attend job skills training courses that to them are far
less stimulating. Seek to help the person to grow in whatever direction they want, not just to
identify relevant work skills training.
B7 Discuss and agree the specific objectives that will enable the appraisee to reach competence
and to meet required performance in current job. These must adhere to the SMARTER rules -
specific, measurable, agreed, realistic, time-bound, enjoyable, recorded.
B8 Discuss and agree the specific objectives that will enable the appraisee to move towards, or
achieve readiness for, the next job level/type, or if no particular next role is identified or sought, to
achieve the desired personal growth or experience. Must also adhere to SMARTER rules.
B9 Discuss and agree as far as is possible (given budgetary, availability and authorisation
considerations) the training and development support to be given to help the appraisee meet the
agree objectives.
NB Appraisers should note that personal development and support must be offered to all
employees, not just the ambitious. Job-skills training isn't restricted to sending someone on an
external course - it includes internal courses, coaching, mentoring (mentoring someone else and
well as being mentored), secondment to another role (eg, deputising for someone while they are
away on holiday), shadowing, distance-learning, reading books, watching videos, attending
meetings and workshops, workbooks, manuals and guides, researching, giving presentations;
anything relevant and helpful that will help the person develop towards the standards and aims,
and as a person. Training and development should not be restricted to job-skills. Discuss ways to
help the person achieve whatever personal development and experiences that they feel passionate
about, even if initially there seems no relationship or benefit to the work and the job because
almost certainly there will be: often in the skills themselves, and if not, then almost always in the
increased wisdom and maturity that comes from any sort of personal growth.
Avoid giving commitment to an appraisee for any training expenditure before suitable approval,
permission or availability has been confirmed - discuss likely training and development requirements
with the relevant authority before the appraisal to check on policies and options and approvals.
Raising false hopes is not helpful to the appraisal process.
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B10 Any other issues (it's important to offer the opportunity to the appraisee to raise any other
points, even if they need to be discussed at another meeting, outside of the appraisal process,
which would generally be the case.)
Signed and dated appraiser and appraisee:
(Finally it's advisable to show instructions as to the distribution of copies of the completed form, a
reminder of its confidential nature, and a statement as to the individual's rights under the data
protection laws applicable.)
The following are few examples of tools and materials that relate closely to the appraisals process,
and particularly for identifying and prioritising individual and collective group training needs, all of
which is commonly referred to Training Needs Analysis, or TNA.
Modern integrated computerised HR/training management systems will offer more sophisticated
functionality than these simple tools, however these templates and traning needs analysis (TNA)
spreadsheets can be useful for basic requirements, and also for specifying and evolving more
modern complex learning and development management systems.
Bear in mind that these assessments and TNA tools are concerned principally with conventional
work skills and attributes, and how to identify and prioritise group development needs. You should
consider separately how best develop unique personal potential in every person, since a
person's unique personal potential is usually quite different to the skills implied or required by
their job role. See the 'Fantasticat' concept for ideas about nurturing and encouraging development
of unique personal potential.
Various other templates and tools for learning and development which can be used alongside
appraisals processes are available from the free resources section.
The resources below are available as in different file formats including PDF's, MSWord or Excel
working tools.
performance appraisal form sample/template - PDF (revised August 2006)

performance appraisal form sample/template - MSWord (revised August 2006)
360 degree appraisals form template - MSWord

360 degree appraisals form template - MSExcel
see the 360 degree appraisals guide
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general role - skill/behaviours individual assessment tool and group training needs analysis (TNA)
tool - MSExcel versions
general role - skill/behaviours individual assessment tool and group training needs analysis (TNA)
tool - PDF versions
see guidelines for use for individual assessments and TNA tools
commercial role - skill/behaviours individual assessment tool and group TNA tool - MSExcel
commercial role - skill/behaviours individual assessment tool and group TNA tool - PDF
see guidelines for use
management role - skill/behaviours individual assessment tool and group TNA tool - MSExcel
management role - skill/behaviours individual assessment tool and group TNA tool - PDF
see guidelines for use
The skill/behaviours individual assessments and training needs analysis tools (available in pdf and
working file MSExcel versions above and from the free resources section) are simple, effective and
flexible tools for assessing individual training needs and for group training needs analysis. Adapt
them to suit your purposes, which can extend to specifying and evolving more complex learning
and development management systems.
While the word 'training' is used widely on this webpage (mainly because many people search for
and recognise the word 'training'), try to use the words 'learning' and 'development' when
structuring your own processes and adapting these tools. The words Learning and Development
capture the spirit of growing people from the inside out, rather than the traditional approach of
'putting skills in' through prescriptive training methods, which are less likely to enthuse and
motivate people than self-driven learning and development.
The Training Needs Analysis (TNA) spreadsheet is now available in three different variations, based
on three different individual skill/behaviour assessments for the roles:
general,
commercial/sales, and
management.
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The tools, available above, offer a simple, free and very powerful way to identify, assess, analyse,
prioritise and plan training needs, for individuals, small teams, small companies, and very large
organisations.
You can use the tools in the present format or adapt them to suit your situation. Obviously ensure
that the skill/behaviours descriptions are consistent throughout the individual assessment tool and
the Training Needs Analysis tool. It is entirely possible to include a variety of 'skill-sets' on a single
TNA spreadsheet.
You can use whatever scoring system suits you and your situation, although number scoring
(rather than words or letters) is necessary for spreadsheet analysis.
A 1-4 scoring system generally works well, since it gives less opportunity for middling,
non-committal answers. Primarily you need to know simply whether each capability is adequate
for the role or not.
Ensure you identify clear definitions for the scoring, particularly if comparing or analysing different
people's scores, where consistency of measurement is important, eg:
1 = little or no competence
2 = some competence, but below level required for role
3 = competence at required level for role
4 = competence exceeds level required for role
Or:
1 = never meets standard

2 = sometimes meets standard
3 = often meets standard
4 = always meets standard
For self-use: The skills/behaviour set assessments require some interpretation and ideally
discussion with a trusted friend, colleague or boss to establish the 2nd view validation. As well as
encouraging self-awareness development and simply thinking about one's own feelings and
aptitudes, the assessment and reflection are an interesting and viable basis for
assessing/discussing/reviewing personal development and career focus. When the scoring is
completed you can prioritise your development needs (essential skills with the lowest scores).
For use with others as development tool: The skill/behaviour assessment is an effective tool for
recruitment, appraisals and ongoing development and training. It can be adapted for different
roles, and if used with existing staff ideally the person performing the role should have some input
as to the skill and behavioural criteria listed, and the importance (essential or desirable) for each
characteristic in the role. Working with a group to adapt the skill-set criteria according to the
people's jobs makes an interesting workshop and team building session: involving people in
developing the system creates a sense of ownership and commitment to using the assessment
method itself. The skill-set/behavioural tests can be used in conjunction with the Training Needs
Analysis tool available from the website as a working MSExcel spreadsheet file. Assessment can be
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carried out formally one-to-one as part of an appraisal or review meeting, referring to evidence if
appropriate, or informally in a workshop situation as a group exercise (assessment in pairs, with
partners helping to establish the 2nd view validation for each other). Whether informally or formally
assessed, the results for a group can be transferred to the corresponding Training Needs Analysis
tool, to identify team or group training priorities. Training priorities are the essential skills with the
lowest average scores.
Informal assessments in a workshop situation also enable an immediate 'straw poll' analysis of
group training needs, and as such provide an excellent method for quickly identifying and agreeing
training and development needs for a group.
The skillset tools and related TNA (Training Needs Analysis) spreadsheet tools on this website
provide quick easy adaptable templates for explaining, identifying and planning group training
needs.
The skillset and TNA tools obviously measure the criteria that are detailed within the tools. Adapt
them as required.
The instruments are broad indicators of training and development needs, based mainly on
subjective views, and in this respect are not as sophisticated as more scientific and complex TNA
systems.
You can adapt the criteria (skills/behaviours elements) within the skillset and TNA tools according to
what you believe are important/relevant for your role(s).
So if the tool does not cover what you need to measure then adapt it by changing the criteria (the
skill/attributes/behavioural elements).
Importantly you can involve the group in doing this, and in appreciating the components and
standards of each element.
Generally assessments of all sorts work better when those being assessed feel involved, in control,
fully informed and empowered - rather than allowing a feeling of being excluded and covertly or
secretly measured, which arises commonly in the way that many work-related assessments are
introduced and managed.
The 360 degree feedback tool enables better objective measurement than the Skillset tool, but
entails significantly more set up and administration.
While I have no documented evidence or statistical data for the Skillset tool's use and
effectiveness, in my own experience I have always found it helpful in initially developing
understanding of the different management/role aspects; also for developing understanding of
individual self-awareness of strengths and weaknesses, and to provide the leader with an overview
of individual and group needs.
The skillset tool is especially useful for group training needs analysis methods when used in
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conjunction with the TNA spreadsheet, different versions of which are available and explained in
the tools for appraisals, assessments and TNA section.
These are quick broad flexible indicators, not a scientifically validated or very detailed systems; for
example they does not break down elements into smaller sub-elements of competencies.
While being quick and flexible, a weakness of the tools is the reliance on subjective opinion, and
the looseness with which the criteria can be interpreted, both of which can be addressed in the
way that you present and use and develop the tools.
Scoring and measuring system suitability is critical, especially if you are making big decisions on the
outcomes, which require clear score definitions and implications (explain to participants the
judgements/actions which will stem from the scoring).
Generally a score range of 1-3 is too narrow. Not only because life isn't that simple, but mainly
because the mid-way 2 option encourages fence-sitting which inhibits clarity of individual and
overall results (as any odd number score range tends to do). 1-3 or 1-5 virtually ensures you end
up with a cloudy result because so many answers are in the middle.
If you need to change from a 3 or 5 point system, this objective-scientific angle might provide you
with the best lever to do so. 1-4 is much better because people have to decide whether the ability
is to standard or not - there's not an automatic average or mid-way for the 'don't knows'.
If you have to stick with 1-3 then ensure the meanings are such as to ensure black or white
answers.
'Grey' answers at number 2 in a 1-3 scale, e.g., average, medium, satisfactory, etc., aren't really
any help. Nor are the typical definitions found at number three in a 1-5 scale.
A way of making a 1-3 scale acceptable is:
1 - needs improving
2 - good
3 - excellent
Here the 1-3 is effectively turned into a 1-2 (yes/no or is/isn't) scoring system (whereby 1 = below
standard; 2 & 3 = above standard) which at least enables a clear decision, albeit just yes or no,
which in actual fact is all that's necessary for many TNA's.
Tight scales are fine - in fact in some ways easier - for a group training needs analysis, but are not
good for individual skills audits or training needs analysis, where the question of degree is more
important for individual task direction and development planning, and to enable more reliable
comparison between individuals.
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The accuracy and reliability of any scoring system increases with full description/definitions, and
better still with examples for each score band. This gives everyone the same objective-scientific
reference points, and reduces subjectivity.
360 degree appraisals are a powerful developmental method and quite different to traditional
manager-subordinate appraisals (which fulfil different purposes). As such a 360 degree process
does not replace the traditional one-to-one process - it augments it, and can be used as a
stand-alone development method.
360 degree appraisals involve the appraisee receiving feedback from people (named or
anonymous) whose views are considered helpful and relevant. The feedback is typically provided on
a form showing job skills/abilities/attitudinal/behavioural criteria and some sort of scoring or value
judgement system. The appraisee should also assess themselves using the same feedback
instrument or form.
360 degree respondents can be the appraisee's peers, up-line managers/execs, subordinate staff,
team members, other staff, customers, suppliers - anyone who comes into contact with the
appraisee and has opinions/views/reactions of and to the appraisee. Numerous systems and
providers are available - I wouldn't recommend any in particular because my view about this
process is that you should develop a process and materials for your own situation, preferably
involving the appraisees in this, which like all participative approaches, often works well.
You can develop your own 360 degree feedback system by running a half-day or full day workshop
(depending on extent and complexity of the required process) involving the appraisees or a sample
group, during which process and materials can be created and provisionally drafted. The
participative workshop approach as ever will give you something that's wholly appropriate and
'owned' instead of something off-the-shelf or adapted, which would be arbitrary, mostly
inappropriate and impracticable (in terms of criteria and process), and 'not invented here', ie.,
imposed rather than owned.
I would recommend against restricting the 360 feedback to peers and managers only - it's a waste
of the potential of the 360 degree appraisal method. To use the feedback process for its fullest
'360 degree' benefit involve customers (in the broadest sense - could be patients, students, users,
depending on the organization), staff, suppliers, inspectors, contractors, and others for whom good
working relationships and understanding with the appraisee affect overall job performance, quality,
service, etc.
Ensure respondents are aware of equality and discrimination issues, notably the Age Discrimination
legislation and implications which might be new to some people. Comments such as 'you can't teach
an old dog new tricks', or 'not old enough to command respect' are ageist, discriminatory, unlawful,
and will create a liability for the originator and the employer.
Developing 360 degree appraisals systems process make ideal subjects for a workshops, which in
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itself contains some very helpful developmental benefits and experience for all involved. If you're
not able to get everyone together for a workshop you should solicit input and ideas - particularly
about appraisal criteria and respondents and anonymity - then draft out process and materials -
then issue for approval, then pilot, review, adapt and then implement. Adapt, improve and develop
on an ongoing basis.
It is my view that no aspects of 360 feedback should ever be mandatory for any appraisee or
respondent. Given more than three or four similar role-types being appraised it's not sensible to
produce individually tailored criteria, in which case when it comes to the respondents completing
the feedback not all the criteria will be applicable for all respondents, nor for all appraisees either.
By the same when designing the feedback instruments (whether hard-copy documents or online
materials), it's useful to allow space for several 'other' aspects that the appraisee might wish to
add to the standard criteria, and space for respondents to add 'other' comments. Open honest
feedback can touch sensitivities, so be sure that appraisees understand and agree to the criteria,
respondents (by type, if not named) and process.
Ensure suitable and sensitive counselling is provided as part of the informing of feedback results.
If 360 degree feedback results are to be analysed collectively to indicate the overall/total situation
(ie., to assist in determining organizational training and development needs for instance), think
carefully about the feedback form scoring system and particularly its suitability for input to some
sort of analysis tool, which could be a spreadsheet, and therefore numerically based requiring
numerical scores, rather than words, (words of course are more difficult to count and measure,
and while words and description assessment enables more subtlety, they also allow more room for
misunderstanding and misinterpretation).
For guidance have a look at the skills and behavioural assessment tool - it's not a 360 degree tool,
but is an example of the basis of one, and some of the skills elements that can be included in a 360
degree appraisals form.
Similarly the training needs analysis tool is an example of a collective or organizational
measurement tool, based on the input of a number of individual feedback assessments. This tool
can easily be adapted to analyse a number of 360 degree responses.
See the 360 degree appraisal document, available in MSWord or Excel formats:
free 360 degree appraisals form template in MSWord format
free 360 degree appraisals form template in MSExcel format
Here is a simple guide for introducing 360 degree appraisals into an organization (and any other
management system for that matter):
Consider and decide what you need the 360 degree system to achieve. What must it be? How
must it work? What difference must it make?
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Choose/design a system (or system provider), ie., research and investigate your options (other
local or same-sector companies using 360 already are a helpful reference point, or your trade
association HR group, or a specialist HR advisory body such as CIPD in the UK if you are a
member).
Check the legal and contractual issues for your sitution - privacy, individual choice, acceptable
practices and rules, training, data protection, individual rights, adoption guide, etc. (360 degree
systems are now well-developed and established. Best practice and good reference
case-studies are more widely available than in the early years of 360 feedback development.
When you've decided on a system, pilot it with a few people to make sure it does what you
expect. (It's best to establish some simple parameters or KPI's by which you can make this
assessment, rather than basing success on instinct or subjective views.)
When satisfied with the system, launch it via a seminar or workshop, preferably including
role-plays and/or practical demonstration.
Support the implementation with ongoing training, (include an overview in your induction
training as well), a written process guide/booklet, and also publish process and standards on
your intranet if you have one.
Establish review and monitoring responsibility.
Ensure any 360 degree appraisal system system is introduced and applied from top
down, not bottom up, so everyone can see that the CEO is happy to undertake what he/she
expects all the other staff to do. As with anything else, if the CEO and board agrees to
undertake it first, the system will have much stronger take-up and credibility. If the plan for 360
feedback introduction is likely to be seen as another instrument of executive domination then
re-think your plans.
Job descriptions are also a useful starting point for (but by no means the full extent of) establishing
feedback criteria, as are customer/staff survey findings in which expectations/needs/priorities of
appraisee performance are indicated or implied.
A 360 degree appraisal template typically contains these column headings or fields, also shown in
the template example below:
Key skill/capability type (eg communications, planning, reporting, creativity and problem solving,
etc - whatever the relevant key skills and capabilities are for the role in question).
Skill component/element (eg 'active listening and understanding' [within a 'communications' key
skill], or 'generates ideas/options' [within a 'creativity/problem solving' key skill]). The number
of elements per key skill varies - for some key skills there could be just one element; for others
there could be five or six, which I'd recommend be the maximum. Break down the key skill if
there are more than six elements - big lists and groups are less easy to work with.
question number (purely for reference and ease of analysis)
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specific feedback question (relating to skill component, eg does the person take care to listen
and understand properly when you/others are speaking to him/her? [for the active listening
skill])
tick-box or grade box (ideally a,b,c,d or excellent, good, not good, poor, or rate out of 5 or 10 -
N.B. clarification and definitions of ratings system to participants and respondents is crucial,
especially if analysing or comparing results within a group, when obviously consistency of
interpretation of scoring is important)
A typical 360 degree feedback form template would look like this. This template allows a mixture of
key skills comprising one, two, three, four, and up to six elements. The number of elements per
key skill/capability would vary of course, so if necessary adjust the size of the boxes in the first
column accordingly to accommodate more or less elements. See the notes directly above for more
explanation about the purpose of each column and heading, and the feedback scoring method.
Feedback Form headings and instructions: appraisee name, date, feedback

respondent name, position (if applicable) plus local instructions and guidelines for
completion, etc.
key
skill/capability question feedback
skill/capability feedback question
element number score
area
10
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11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Optional section: for additional feedback comments about the appraisee (if you
provide this option it is advisable to ask respondents to be as constructive as
possible.....)
A working file based on this format is available in MSWord and Excel versions:
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free 360 degree appraisals form template in MSWord format

free 360 degree appraisals form template in MSExcel format
You can see from this that the process of designing the feedback document (essentially a
questionnaire) is to build it from the role's key skill areas, break down these into elements, and
measure each via carefully worded questions, which the respondents answer and thereby grade
the performance - ie., give feedback - in respect of the person in question.
The question as to anonymity of respondents is up to you. A grown-up organization with grown-up
people should be able to cope with, and derive more benefit from, operating the process
transparently - but you need to decide this. Some people are happier giving feedback anonymously.
And some people are not able to deal particularly well with criticism from a named person. For
more information and guidance about handling and explaining this particular aspect refer to the
Johari Window model - it's a powerful and helpful concept to use alongside the 360 degree
feedback/appraisal process.
As mentioned above, workshops are a good way to devise these questionnaires, especially the
questions to assess each skill or behavioural element.
Analysis of group results is much easier if you use a numerical rating system. The sample free
training needs analysis spreadsheet tool can easily be adapted for analysis of 360 degree feedback
results, which can then feed into the analysis of training needs. The same training needs analysis
tool is also available in pdf format.
Some people advocate separating appraisals from pay review, however this does not make sense
in organizations which require staff to be focused on their contribution to organizational
performance, especially where there are clear accountabilities and measures (which in my view
should apply in all organizations).
Organizations rightly or wrongly are geared to annual performance, and the achievement of a
trading plan. This cascades to departments, teams and individuals, so it makes sense to assess
people over a time period that fits with what the organization is working to. Put another way, it's
not easy to appraise someone on their year's performance half way through the year.
Transparency and accountability are prerequisites for proper assessment and appraisals.
Arguably 'best practice' is to schedule appraisals close to trading year-end, when year-end results
and full year performance - for individuals and departments and organizations - can reliably be
predicted. By holding appraisals at this time, and staff knowing that appraisals are focused on this
trading period, people's thoughts and efforts can be concentrated on their contribution towards
the organization's annual trading plan, which is a main appraisals driver and output (as well as
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individual development of course). Holding appraisals after year-end means that people start the
year without formal agreed objectives, and also creates bigger delays for financial and payroll
departments in their task to process pay awards and adjustments.
Departmental, team and individual objectives provide the context for the appraisal, linking clearly to
performance bonus and performance-based pay awards, the rationale for which needs to be
transparent and published prior to the start of the year to which they relate, for the full benefit and
effect on staff effort to be realised.
Pay review would also coincide with the trading year, which makes sense from the planning and
budgeting perspective. The business is in a position to know by the close of the final quarter what
the overall pay review position is because the rationale has already been (it jolly well should have
been) established and year-end financials can be predicted. Moreover the next year's trading plan
(at least in outline) is established, which gives another useful context for appraising people,
especially those (most staff hopefully) who have contributed to the planning process (ie, committed
as to what they can do for the coming year, targets, budgets, staffing levels, priorities, objectives,
etc).
The appraising managers can therefore go into appraisals fully briefed and prepared to discuss and
explain the organization's overview results and financials to the appraisees. And the appraisees can
see results and think in terms of their full year performance and contribution to corporate results,
plus what they plan for next year, which provides the basis of the aims and objectives to be
reviewed through the coming year and at the next year's appraisal.
Other than for directors, complex or difficult appraisals, appraisal meetings should not be 3 hour
marathon sessions - this daft situation happens when boss and subordinate never sit down
together one-to-one other than for the annual appraisal. If you only talk properly with someone
once a year no wonder it takes all afternoon...
Boss and subordinate should ideally sit down one-to-one monthly (or at worse, quarterly, for the
more mature, self-sufficient people), to review activity, ideas, performance, progress, etc., which
makes the annual appraisal really easy when it comes around, and manageable in an hour or 90
minutes maximum.
Use of a good appraisal form including self-assessment elements is essential for well organised
appraisals. See the free templates which are ready to use or adapt for your own situations and job
roles:
August 2006)
Ensure that appraisers and appraisees understand that they must prepare in advance or you're
looking at 3 hour marathons again.
Training for appraisers and appraisees on how to use the appraisals process properly is very
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helpful obviously, especially taking a more modern view of what makes people effective and
valuable to employers, and how to encourage this development, which relates to developing the
whole person, in the direction they want to go, not just job skills, as explained earlier in this
section.
If you want to be regarded as a caring and ethical organization, it's also helpful for the organization
(board) to agree a basic across-the-board inflationary salary increase close to year end and
announce this - everyone gets this. This can be based on a collection of factors, decided by the
board, typically: inflation, the organization's financial position, demographics and competitor market
forces on salary levels.
Individuals can then receive an additional increase on top of this according to criteria agreed before
the start of the year (at their last appraisal) based on performance, achievement of targets,
job-grade advancement, qualifications attained, training aims achieved, and any other performance
levers that it is sensible, fair and practicable to incentivise.
From 1st October 2006 (UK and Europe) it is unlawful for pay and benefits to be linked to a
person's age, aside from statutory mechanisms such as minimum wage levels. See the Age
Diversity information.
The rationale for these individual awards must be established and budgeted for by the board,
circulated, and explained to all staff via managers.
Whilst not always easy or practicable to design and implement, arguably the best collective annual
pay increase mechanism is one that effectively rewards everyone directly and transparently for
corporate performance, ie, 'profit share' in spirit, based on the whole organization and a business
unit/department to which they relate, plus an individual performance-linked award based on the
sort of levers mentioned above. It's about people believing that they are all part of the group
effort, pulling together, and all enjoying a share of the success. Profit share deals just for directors
are rightly regarded by most staff as elitist, exclusive, and divisive. If you want your people to give
you 100%, include them in as many reward schemes as you can.
Where appraisals coincide with year-end, training department must not rely exclusively on
appraisals data for training planning (the data arrives too late to be used for training planning for
the next year quarter 1 and probably quarter 2).
Training planning must work from data (based on audits, analyses, manager inputs, questionnaires,
market and legislative drivers, etc) gathered/received earlier during the year.
Training planning by its nature is a rolling activity and thought needs to be given to how best to
manage the data-gathering and analysis (including the vital details from staff appraisals), training
planning activity, and integrating the costs and budgeting within the corporate trading planning
process.
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A new employee is often subject to a probationary period - normally three months although
probationary periods vary from a few weeks to a year. Probation must have a strong link to
induction training. Probationers need to be supported properly or the chances of the new employee
struggling or failing will increase. The nature and process of probationary reviews depend on local
methods and policies, however the elements of the review process (and any documentation or
system used) will commonly be:
name position department etc.

dates - commencement and review
basis of review - clear explanation of what constitutes a successful outcome, linked to
consequences of success and failure, according to probationary policies
agreed activities and aims for probationary period
clear and transparent quantifiable measures for each aim/activity - for acceptable probationary
review, and for ultimate job performance standard if different (aims must be SMART - specific,
measurable, agreed, realistic, time-bound - aims and activities should logically reflect and
represent the core skills, knowledge, behaviour an learning necessary for the probationers job
function)
agreed support, training and resources for aims/activities
names and contact details for mentors, trainers, helpers for each activity
self-assessment section for each aim/activity
trainer/supervisor assessment of each aim/activity
probationary review comments and agreed future actions, per aim/activity
overall review summary, comment and agree status/actions
signatures and dates of reviewer and probationer
See the SMART task delegation review sheet, which is helpful for agreeing, recording and
measuring aims.
See also the general competencies skill set assessment form, and other examples of individual
assessment tools, which can also help in the probationary review process.
The Multiple Intelligences concept and test and VAK Learning Styles concept and test are extremely
useful tools for appraisals, before or after, to help people understand their natural potential and
strengths and to help managers understand this about their people too.
There are a lot of people out there who are in jobs which don't allow them to use and develop their
greatest strengths; so the more we can help employees to understand their own special potential,
and find roles that really fit well, the happier we shall all be.
29 of 32 1/20/2010 8:32 AM
You might also want to look at the Fantasticat concept too - it's mainly for children, but sometimes
it helps to return to where we started when and if things go off track. Understanding what we are
fantastic at is at the very heart of being happy and achieving great things in our work, and this
applies whether you are thinking about this for yourself, or helping others to do the same.
It is worth re-emphasising the implications of the UK (consistent with Europe) Employment Equality
(Age) Regulations 2006, effective from 1st October 2006, which make it unlawful to discriminate
against anyone on the grounds of age, (in addition of course to race, religion, gender, disability,
etc). New or recent legislation always creates a vulnerability for trainers and managers, and Age
Discrimination particularly has several implications for performance appraisals, documents used,
and the training of people who conduct staff appraisals. See the Age Diversity information.
Understand about the Age discrimination law also if you are being appraised. Young or old - it
affects very many people and situuations.
Be as truthful as you can without exposing yourself unnecessarily. Obviously if your company
and/or boss does not have a positive and fair approach be careful not to create vulnerabilities for
yourself.
Always be positive, never negative - don't complain, don't point out problems, avoid making
personal attacks on anyone or their abilities. If there are problems express them as opportunities
to develop or improve, an if possible suggest or recommend how these improvements can be
made.
Ask for help and training and coaching and development in areas that you believe will improve your
productivity and value to the organization.
Look for ways to relate personal growth and development of your own passions and interests
outside of work, to your work, and the benefits this sort of development will bring to your
employer. Think about your hobbies and your natural strengths - they will almost certainly entail
using many attributes that will be helpful for your employer - perhaps beyond the role that you find
yourself in currently. If your employer is unaware of your talents and potential make sure you tell
your manager, and if your employer fails to understand the benefits of helping you to follow your
unique personal potential (which each of us has) then maybe think about finding an employer who
places a higher value on their people.
Use the list or skill categories on the appraisal form to assess your capabilities and behaviours one
by one - be specific, objective and be able to reference examples and evidence. This is an
important area for the appraisal meeting itself so think about it and if necessary ask others for
feedback to help you gather examples and form a reliable view of your competence in each
category listed. If the appraisal for does not have a list of skills and behaviours create your own
(use your job description for a basis).
Assess your performance for the appraisal period (normally the past year) in each of your areas of
30 of 32 1/20/2010 8:32 AM
responsibility; if there are no specific responsibilities or objectives brought forward from your
previous appraisal or on-going meetings with your manager again use your job description as a
basis for assessing your performance, competence and achievements.
Identify objectives for yourself for the next year. These should be related to your current job
responsibilities and your intended personal development, and be a mixture of short, medium and
long-term aims (ie, days or weeks, months, and a year or more). Attach actions and measurable
outputs to these aims and objectives -this is a commitment to change and improve which
demonstrates a very responsible and mature attitude.
If your aims and actions require training or coaching or other support then state this, but do not
assume you have a right to receive it - these things cost money and your manager may not be
able to commit to them without seeking higher approval.
Think about and state your longer-term aspirations - qualifications and learning, career
development, and your personal life fulfilment issues too - they are increasingly relevant to your
work, and also to your value as an employee.
Seek responsibility, work, and tasks within and beyond your normal role. Extra work and
responsibility, and achieving higher things develop people and increase productivity for and
contribution to the organization.
Always seek opportunities to help and support others, including your boss.
Always look upon reward as an economic result of your productivity. You have no 'right' to reward
or increase in reward, and reward is not driven by comparisons with what others receive. Reward,
and particularly increase in reward, results from effort and contribution to organizational
performance. As such, if you want higher reward, seek first the opportunity to contribute more.
Other tools and materials related to appraisals, individual assessments, and learning and
development, including:
job interviews and interviewing - the processes are similar to appraisals - many of the questions
are useful and can be adapted for the appraisal meeting or the appraisal form itself - the
information and ideas for group selections and assessment centres also relate potentially to
performance appraisals
personality theory and models
multiple intelligence theory and learning styles
coaching and training process flow diagram
delegation/objectives SMART tool
training planner tool
Kolb learning styles theory and diagram
31 of 32 1/20/2010 8:32 AM
empathy to build trust and diffuse conflict

transactional analysis - for better communicating and understanding
delegation - how to
Adams equity theory on job motivation and diagram
leadership tips
job descriptions - structure and examples - it's helpful to have the person's job description at
appraisals, or to take yours along if it's your own appraisal...
e.g. swot analysis, change management, cv template, team building...
business/selling amusement/stress relief

sales, marketing, strategy, business management funny and inspirational stories, quotes, humour
glossaries/terminology personal development

glossaries, dictionaries, acronyms, lists of terms personal development, self-discovery, self-help, life balance
human resources leadership/management

recruitment and selection, training, job interviews delegation, motivation, change management
teambuilding/games writing/communicating
activities, games, icebreakers, quizzes, puzzles cv templates, reference letters, resignation letters
lifestyle/environment diagrams and tools

climate change, sleeping aids, reiki free templates, samples, resources, tests and quizzes
The use of this material is free provided copyright (see below) is acknowledged and reference or link is made to the
www.businessballs.com website. This material may not be sold, or published in any form. Disclaimer: Reliance on
information, material, advice, or other linked or recommended resources, received from Alan Chapman, shall be at
your sole risk, and Alan Chapman assumes no responsibility for any errors, omissions, or damages arising. Users of this
website are encouraged to confirm information received with other sources, and to seek local qualified advice if
embarking on any actions that could carry personal or organizational liabilities. Managing people and relationships are
sensitive activities; the free material and advice available via this website do not provide all necessary safeguards and
checks. Please retain this notice on all copies.
© alan chapman 1995-2009
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performance appraisals and sample appraisal form templates and 360 degr... http://www.businessballs.com/performanceappraisals.

home » human resources » performance appraisals

Important changes relating to age discrimination in UK employment law became effective in

Tips on completing your own self-assessment performance appraisals

relevant to working productively and effectively in any sort of organisation.

It is sometimes fashionable in the 'modern age' to dismiss traditional processes such as

performance measurement - transparent, short, medium and long term

team roles clarification and team building

Formal annual performance appraisals

Assessment centres, including observed group exercises, tests presentations, etc.

organization, division and department

validated or amended in discussion with the appraisee during the appraisal.)

performance appraisal form sample/template - PDF (revised August 2006)

360 degree appraisals form template - MSWord

1 = never meets standard

Feedback Form headings and instructions: appraisee name, date, feedback

free 360 degree appraisals form template in MSWord format

name position department etc.

empathy to build trust and diffuse conflict

e.g. swot analysis, change management, cv template, team building...

business/selling amusement/stress relief

glossaries/terminology personal development

human resources leadership/management

lifestyle/environment diagrams and tools

© alan chapman 1995-2009

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