Performance Review Meetings - 3 Steps For Preparing a Highly Motivational Meeting

Often managers, team leaders and supervisors struggle with how to ensure that the performance review or appraisal meetings they undertake are motivational for the staff member (rather than the 'box ticking exercise' that some people experience). A simple approach is to craft the meeting agenda to ensure that your staff member's motivational needs are met. Here's how

Step 1. Look at what would motivate you
A start point is to answer the question
'What would need to happen for you to find a review meeting with your manager really motivational?'
The idea here is that you, me or any manager will have similar motivational needs in relation to a performance review meeting. In short, if it motivates you it will probably motivate your staff member. Here are some of the answers I've had to that same question from other managers. A motivational review meeting is:

• A fair and objective review
• A two-way discussion
• When my viewpoint is listened to and valued
• Not just about performance - it's about my development and job satisfaction
• A chance to review my objectives
• Resulting in a clear plan of action

Step 2. Think about your staff member's motivation needs
This step is about you using your knowledge of the staff member to tailor the meeting towards their specific needs. For example, do you know that this particular staff member wants and needs to hear a significant amount of praise? Or do they like to spend time exploring their career development options? Or do they prefer to focus on reviewing objectives?

Of course a very neat way to gain this level of understanding is, as part of your pre meeting preparation, to ask them the question 'What will need to happen for you to find the review meeting we are planning really motivational?'

Step 3. Craft the meeting agenda to ensure the motivational needs are met
Here's an example of an agenda
Performance Review Meeting Agenda
1. Welcome
2. Review of performance against objectives
3. Review performance objectives and agree any new objectives
4. Discuss and agree development plans
5. Discuss job satisfaction
6. Review and summarize the meeting and agree the next steps

Summary
Of course you will also need to ensure in the meeting that your review of performance is fair and objective and that your staff member is fully involved and listened to. The key point is to remember to incorporate into your meeting agenda some time and space for focusing on your staff members specific motivational needs

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