Preparing For Your Performance Appraisal Discussion: A Briefing For Employees

Preparing for Your
Performance Appraisal
Discussion
A Briefing for Employees
Office of Human Capital Management

Professional Development Center
Lynda Jones and Mary Wiggins
Career Coaches 1
301-286-5794
Workshop Objectives:
 Employees will learn…
 preparation techniques to ensure the
performance appraisal discussion is
productive, positive, and motivating.
 to document, articulate and communicate

their performance, accomplishments,
developmental goals and improvement
needed.
2
Understanding the Supervisor’s Role in
Your Performance Appraisal
 Supervisors should…
 consider input from all relevant sources,
including the employee.
 communicate, provide encouragement,
provide constructive feedback and show
appreciation.
 discuss training and development
needs/requirements – discuss IDP.
 assess performance against performance
standards and indicators in performance
plan.
 justify the summary performance rating with
outcomes and results linked to performance
plan goals and objectives.
3
Preparing for the Discussion
 Review and be familiar with your performance
plan.
 Review your achievements/accomplishments
considering:
 challenging assignments, deadlines met, special
projects assigned and completed, problems solved
using cost, time and other efficiency measures
 promotion, awards or commendations from
customers/clients
 general feedback from customers
 your expertise in your field as recognized by GSFC,
NASA, or national and/or international peer
communities
 Document and submit to your supervisor:
 work outcomes and results for goals/objectives
outlined in each performance element
 an honest evaluation of yourself
4
Documenting Your Work
Outcomes and Results
Include accomplishments that clearly
demonstrate outcomes and results for as
many of the performance indicators with
one or more examples.
Clearly state whether your contribution for
an activity has been completed or if it is
still under development. If still under
development, identify major milestones
completed and the impact to the overall
outcome.
Utilize the Challenge-Action-Result (CAR)
method to draft your self-evaluation.
5
Documenting Your Work
Outcomes and Results (Cont’d)
Challenge: State the challenge,
problem, need, opportunity or goal
you met.
Action: Describe the specific actions
you took to address the challenge.
Result: Give specific examples of
the outcomes and results of your
action (quantify when possible).
6
Sample Element
Narrative Statements
 Element: Implement Mentoring Program
 Created and implemented a new agency-wide
mentoring program with 80% participation.
 Provided training and mentoring to first year
students through superior planning.
 Element: Initiate Volunteer Program
 Expanded agency’s service and maximized
staff effectiveness by researching and
recommending a new volunteer program with
a full-time volunteer coordinator.
7
Important Self-Evaluation Messages
to Relay During Your Appraisal Discussion
Accomplishments: Areas for

Development:
1. 1.
2. 2.
3. 3.
8
Articulating Accomplishments &
Areas for Development
Choose one accomplishment and one

area for development from your earlier
list.
Write down a statement for each that you
can use during your appraisal session.
1.
2.
9
During the Discussion
 Convey your accomplishments and
developmental goals.
 Be specific and give examples that
show outcomes and results for each
of your performance elements.
 Ensure supervisor’s awareness of
significant work performed not
captured in goals/objectives covered
by the performance elements.
 Highlight awards, promotion, or
commendations received.
10
During the Discussion (Cont’d)
 Identify areas of needed development
 Discuss training needs, requirements, and desires
—discuss goals in IDP/plan IDP discussion.
 Identify changes you would like to include in the
performance plan for the next appraisal period.
 Consider what resources or policy changes would
make your work challenges more manageable.
 Keep a record of the performance appraisal
discussion with your supervisor
Document feedback received and feedback
given to your supervisor.
11
After the Discussion
Acknowledge that the

discussion occurred by signing
the appraisal.
Signing the appraisal does not
imply agreement or disagreement
with the rating received.
12
How to Enhance Appraisal
Discussion Communications
 Actively listen
 Speak from the “I” perspective
 Be assertive, not aggressive
 Effectively articulate your
accomplishments and developmental
goals
 Stay positive
 Ask clarifying questions on feedback
given
13
Dealing With Critical
Communication Styles
Some people have a naturally critical communication style,
often quick to find faults and slow to give praise. If you are
motivated by praise, the discussion will be strained if your
supervisor has a critical communication style.
Recognize his/her personality style
Anticipate a learning experience
Acknowledge criticisms but don’t get defensive
 Approach potential problem areas with a positive attitude.
“I am disappointed to see that I received a low rating on writing, I
have always felt I was a strong writer and I was not aware that you
were not happy with my writing skills. Can you help me to improve
by being more specific?”
 Ascertain how you can improve these areas (i.e. training,
mentoring, career coaching, reading, practicing, professional
associations)
 Ask for positive feedback
Remind your manager of the accomplishments you have
achieved
14
Request for Reconsideration
If you are dissatisfied with the

appraisal rating or narrative you
may request reconsideration.
SEE HANDOUT FOR THE RECONSIDERATION

AND GRIEVANCE PROCESS STEPS FOR
BARGAINING UNIT AND NON-BARGAINING
UNIT EMPLOYEES.
15
Lessons Learned:
Three things I can do to have a
successful performance appraisal
discussion.
1.
2.
3.
16
Contacts:
General Performance Management:
Bernadette Fowler, Program Manager
Performance Management Programs
(301) 286-4998
Recognition:
Lori Moore
Awards Officer
(301) 286-5087
Handling Poor Performance:

Tina LaFountain
Employee Relations Officer
(301) 286-3729
Individual Development Plans:

Lynda Jones and Mary Wiggins
Career Coaches
(301) 286-5794
17

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Preparing for Your

A Briefing for Employees

Office of Human Capital Management

 to document, articulate and communicate

Accomplishments: Areas for

Choose one accomplishment and one

Acknowledge that the

If you are dissatisfied with the

SEE HANDOUT FOR THE RECONSIDERATION

Handling Poor Performance:

Individual Development Plans:

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