Step 2: Prepare for the PDP Meeting

The information you will need for the review meeting is as follows:

• A copy of the employee’s current Accountabilities, KPIs and Goals form.
• Transcribe the Goals set last year on to the PDP Form.
• Prepare your assessment of the Results the employee has achieved during the year so you are ready to share them with the employee during the PDP meeting.
• Gather any other notes or reports from earlier in the year concerning the employee’s performance.
• Prepare a draft of the Accountabilities, KPIs and Goals form you propose for the coming year (if different from the current year).
  
  

Give your employee a copy of the PDP Form on which you entered the Goals above and ask them to complete the Results section on page 2.

The employee needs to be able to produce evidence of the results he/she thinks have been achieved.

Advise the employee you want to receive the completed PDP Form two days before the PDP meeting so you can review their comments.

Take care to provide an appropriate setting for the meeting.

The venue should be a comfortable location where you won’t be distracted by outside activities, telephone calls or other interruptions.

In terms of timing, you should allow up to one hour. Leave a reasonable gap between meetings so you don’t put yourself under unnecessary pressure.

Checklist for preparing for the PDP meeting:

• Employee has completed self-assessment of Results.
• Employee has been given at least 2 days’ notice of the meeting.
• Meeting room is booked (and set up appropriately).
• Employee’s PDP has been reviewed.
• You have planned and practised what to cover in the meeting and:
• Thought about the recognition you can give.
• Looked for any expectations to be explained or reset.
• Prepared how to get to the root cause of unsatisfactory performance in one or two areas.
• Considered how to reach agreement with the employee on the PDP Goals and Results.
• Allowed enough uninterrupted time in your meeting plan for the employee to talk about themselves and the opportunities they want through PDP.
• Planned how you will explain any salary and bonus proposals.
• Thought about what you think the employee’s next career steps may be and how you can get them there.
• Prepared draft Accountabilities, KPIs and Goals for the coming year (if different from the current year). 

Continue to Step 3