Establish a comfortable, private setting and rapport with the staff person.
Discuss and agree upon the objective of the meeting, to create a performance development plan. The staff member discusses the achievements and progress he has accomplished during the quarter.
The staff member identifies ways in which he would like to further develop his professional performance, including training, assignments, new challenges and so on.
The supervisor discusses performance for the quarter and suggests ways in which the staff member might further develop his performance. Add the supervisor's thoughts to the employee's selected areas of development and improvement. Discuss areas of agreement and disagreement, and reach consensus. Examine job responsibilities for the coming quarter and in general. Agree upon standards for performance for the key job responsibilities. Set goals for the quarter.
Discuss how the goals support the accomplishment of the organization's business plan, the department's objectives and so on. Agree upon a measurement for each goal.
Assuming performance is satisfactory; establish a development plan with the staff person that helps him grow professionally in ways important to him. If performance is less than satisfactory, develop a written performance improvement plan, and schedule more frequent feedback meetings. Remind the employee of the consequences connected with continued poor performance.
The supervisor and employee discuss employee feedback and constructive suggestions for the supervisor and the department. Discuss anything else the supervisor or employee would like to discuss, hopefully, maintaining the positive and constructive environment established thus far, during the meeting. Mutually sign the performance development tool to indicate the discussion has taken place. End the meeting in a positive and supportive manner.
The supervisor expresses confidence that the employee can accomplish the plan and that the supervisor is available for support and assistance. Set a time-frame for formal follow up, generally quarterly.