Checklist Giving Job Performance Feedback

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Employee Information

Employee Name: {{employee_name}}

Employee ID: {{employee_id}}

Job Title: {{job_title}}

Department: {{department}}

Review Period: {{review_period_start_date}} to {{review_period_end_date}}

Date of Feedback Session: {{feedback_session_date}}

Preparation Checklist - Manager

1. Review employee's job description and key performance indicators (KPIs).

2. Gather specific examples of performance (both positive and areas for development) throughout the review period. This includes project deliverables, team contributions, client interactions, attendance records, etc.

3. Refer to previous performance reviews and development plans.

4. Assess performance against company values and behavioural expectations.

5. Identify 2-3 key strengths to highlight.

6. Identify 1-2 areas for development, focusing on impactful and actionable items.

7. Prepare constructive feedback statements, using 'I' statements and focusing on observable behaviours and their impact.

8. Think about potential solutions or resources to support development areas.

9. Schedule a private and uninterrupted meeting with the employee.

10. Prepare relevant documentation (e.g., performance review form, development plan template).

During the Feedback Session - Manager

1. Start with a positive opening and set a constructive tone for the discussion.

2. Clearly state the purpose of the meeting: a review of performance and an opportunity for growth.

3. Deliver feedback using the 'Situation-Behaviour-Impact' (SBI) model.

- **Situation:** Describe when and where the specific behaviour occurred.

- **Behaviour:** Describe the observable action or behaviour.

- **Impact:** Explain the positive or negative effect of the behaviour.

4. Start with strengths and acknowledge accomplishments.

5. Present areas for development clearly and objectively, avoiding judgment or personal attacks.

6. Provide specific examples for each point of feedback (both positive and developmental).

7. Listen actively to the employee's perspective and allow them to respond.

8. Ask open-ended questions to encourage dialogue and self-reflection (e.g., 'What are your thoughts on that?', 'How do you think we can address this?', 'What support do you need?').

9. Collaborate on formulating a development plan with specific, measurable, achievable, relevant, and time-bound (SMART) goals.

10. Discuss resources available for development (e.g., training, mentorship, additional responsibilities).

11. Summarise key agreements and next steps, including follow-up dates.

12. End the meeting on a positive and forward-looking note, reaffirming support.

Post-Feedback Session - Manager

1. Document the feedback session, including key discussion points, agreed-upon goals, and action plans.

2. Ensure the employee signs the performance review form (if applicable).

3. Follow up on agreed-upon actions and monitor progress.

4. Provide ongoing coaching and support as needed.

5. Schedule follow-up meetings to review progress on development goals.

Employee Self-Reflection Questions (Optional for Employee Preparation)

1. What accomplishments are you most proud of during this review period?

2. What challenges did you face, and how did you address them?

3. What areas do you believe you can improve upon?

4. What support or resources do you need to develop in these areas?

5. What are your professional goals for the next review period?

Development Plan Template

**Area for Development:** {{development_area}}

**Specific Goal (SMART):** {{smart_goal}}

**Action Steps:**

- {{action_step_1}}

- {{action_step_2}}

- {{action_step_3}}

**Resources Needed:** {{resources_needed}}

**Target Completion Date:** {{target_completion_date}}

**Measurement of Success:** {{measurement_of_success}}

**Manager Support:** {{manager_support}}

Acknowledgement and Signatures

I, {{employee_name}}, acknowledge that I have received and discussed this performance feedback.

My signature below confirms that I have had the opportunity to provide my input and understand the contents of this review.

Employee Signature: _________________________ Date: {{acknowledgement_date}}

Manager Signature: __________________________ Date: {{manager_signature_date}}

HR Representative Signature (Optional): __________ Date: {{hr_signature_date}}