A well-prepared annual appraisal interview , on both the manager's and the employee's side, is the guarantee of a useful appraisal interview, but it's not enough. Your posture, the messages you use on the day and the rigor with which you follow up on the interview are just as important. 

It's important to conduct an annual performance review on the day of the interview, because it's a managerial act that will save you time for the rest of the year:

• If it's carried out properly, the annual appraisal interview is like a contract that you renew with your employees every 6/12 months.
• The techniques you use during this annual meeting will be useful and valid for all other moments of engagement with your teams: 360° interviews, 1-to-1 exchanges, feedback sessions, etc.

As a reminder, as a manager, you may have different objectives behind this annual appraisal interview:

• Taking stock of the past year
• Identify your employee's development aspirations
• Set objectives for the coming year
• Clarify your expectations as a manager
• Provide constructive feedback
• Identify training needs

Find out how to make a success of your annual appraisal interview by following these three essential tips. Preparation, posture and rigorous follow-up are the keys to ensuring a useful and productive appraisal interview, for both manager and employee.
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1. Before the annual appraisal interview: share the appraisal form and grid

To ensure a structured, useful and actionable discussion, it' s important to prepare the interview well, by defining the framework you're going to follow during your discussion with the employee, i.e.: what points and objectives do you want to address?

To this end, we recommend that you draw up an annual appraisal interview grid with the various categories of topics you wish to cover during the appraisal interview: past achievements during the past year (both successes and failures), areas for improvement, key skills, training wishes... These are topics that you and your employee will need to think about before the annual appraisal interview to ensure that it is a success. To do this, share the interview grid with your employee when you formally invite him/her by e-mail to his/her end-of-year interview. It's a kind of self-assessment that will enable your employee to take stock of the past year. This annual interview guide will be your basis for discussion on the big day.

2. During the annual appraisal interview: adopting the right posture

Whether you conduct your annual performance review face-to-face or remotely, your managerial posture, i.e. the verbal and non-verbal language you use with your employees, plays a decisive role in their ability to receive the right messages as defined in your vision of success.

During the annual appraisal interview, your managerial posture plays an important role in creating an environment conducive to communication and exchange. Here are a few best practices to adopt to encourage constructive, positive interaction with your employee:

Practicing active listening

Active listening is much more than a simple listening exercise. It's an essential skill that shows your colleague that you're genuinely engaged and interested in what he or she has to say. It's important to ask your colleague questions. This will enable you to create an exchange during the year-end interview, and avoid the top-down approach of sharing your list of feedback and points for improvement with your colleague.

Here are a few techniques for practicing active listening:

• Eye contact: look the employee in the eye to show they have your full attention. This reinforces the feeling of connection and importance.
• Rephrasing: from time to time, repeat what your colleague says, using your own words. This shows that you've understood and agree with them.
• Open-ended questions: ask open-ended questions that encourage the employee to expand on their answers and express themselves further. This allows you to explore topics in depth, and gain valuable information.
• Verbalize very clearly the stages of the annual appraisal interview and, above all, the actions you will be taking in the future to help the employee progress. 

Giving constructive, positive feedback

Feedback during annual reviews is essential for improving performance, clarifying objectives, motivating and engaging employees, developing their skills, strengthening working relationships, reducing ambiguity, improving responsiveness to change and promoting a culture of continuous improvement. By recognizing contributions and offering constructive guidance, feedback aligns individual efforts with corporate objectives, which is crucial to organizational growth and success.

When giving feedback, make sure it is :

• Specific: give concrete examples to illustrate what you're saying and help the employee understand exactly what you expect of him or her.
• Factual: base your feedback on observable, measurable facts rather than judgments or assumptions.
• Improvement-oriented: suggest avenues for improvement and concrete solutions to help employees progress in their work.
• Also use the COIN method : start with a compliment or acknowledgement of the employee's achievements, followed by constructive criticism, and end with encouragement or prospects for improvement. 

Focus on recognition

Recognition at the annual appraisal interview is a powerful lever for motivation and commitment. Highlighting employees' successes and contributions, whether large or small, is crucial. This can include thanks for well-conducted projects, outstanding results, or exemplary behavior such as collaboration, initiative or leadership. By adopting these practices, you create an environment of exchange and collaboration where the employee feels listened to, supported and valued, which fosters not only motivation and commitment, but also performance and job satisfaction.

3. After the annual appraisal interview: implement concrete actions

The appraisal interview should not be a one-off discussion, but rather the starting point for a continuous process of improvement and development. To ensure effective implementation of the recommendations and objectives discussed, here are a few steps to follow:

Define a clear and precise action plan

Drawing up an action plan together is essential to turn the discussions at the meeting into concrete actions. This plan should include SMART objectives (specific, measurable, achievable, realistic and time-bound) to ensure feasibility and follow-up. Each objective must be clearly defined, with indicators to measure progress.

Set up regular progress monitoring

Plan regular follow-up meetings to assess progress and adjust targets if necessary. These follow-up points can take the form of monthly or quarterly meetings, depending on the nature of the objectives set. At these meetings, review the actions taken, discuss any obstacles encountered and adjust the action plan accordingly to maximize the chances of success.

Providing opportunities for continuous development

The appraisal interview is also an opportunity to identify the employee's development needs and offer him or her opportunities for learning and professional growth. Encourage them to learn and develop by offering training tailored to their needs, mentoring with experienced colleagues, or challenging projects that will enable them to acquire new skills and progress in their careers.

By implementing these actions after the interview, you demonstrate your commitment to the development and well-being of your employees, while helping to strengthen their engagement and job satisfaction. It also creates an environment conducive to long-term growth and success, both for the employee and for the company as a whole.

In conclusion, it's clear that an effective annual appraisal interview is based on meticulous preparation, constructive communication and rigorous follow-up. These steps are the pillars of a successful manager-employee relationship, fostering professional development and the achievement of objectives. By investing time and effort in these crucial aspects of performance management, managers can not only improve their employees' performance, but also enhance their commitment and job satisfaction. Ultimately, a well-conducted appraisal helps to create a positive, productive working environment that benefits both the company and its employees.