Making performance appraisals meaningful (part two)
Following on from last month’s article on why performance appraisals are genuinely effective. Caroline Reidy delves further into the topic to discuss the skills behind a good appraisal
Print24 July 2026
In this article, I focus on the practical elements that help transform an appraisal from a routine administrative exercise into a meaningful discussion that supports employee development, engagement and performance.
Preparing for a meaningful conversation
One of the biggest factors influencing the success of an appraisal is the quality of preparation undertaken by both the manager and the employee.
Preparation involves much more than reviewing a completed appraisal form. Managers should take time to review and consider the employee’s achievements, challenges, development needs and overall contribution during the review period. Keeping a note of these throughout the year can help with this preparation.
If any specific projects have gone well, if you’ve had good customer feedback or if the employee has gone above and beyond during the year, this should all be highlighted and acknowledged at their appraisal.
Similarly, if there have been challenges, these should be discussed with a view to improving on those in the coming year.
Employees should also be encouraged to prepare in advance. Reflecting on achievements, challenges and future aspirations allows them to participate more actively in the discussion and promotes a genuine two way conversation rather than a manager led review. This is why it’s so important to schedule discussions well in advance and give the employee time to prepare.
Creating the right environment is equally important. Appraisals should take place in a private setting where the employee feels comfortable discussing both successes and challenges openly. Sufficient time should be allocated to allow meaningful discussion without feeling rushed. If conducting an appraisal online, ensure you’re in a private space with no background distractions. If conducting an appraisal in person, be sure to book a private meeting room or office.
The skills behind a good appraisal
Ultimately, the quality of an appraisal depends on the manager leading the conversation. Effective appraisers are comfortable asking thoughtful questions, giving balanced feedback, and creating an environment where honest discussion feels safe.
Good appraisal conversations are marked by attentive listening, curiosity, and the ability to explore issues without defensiveness. Strong managers tend to listen more than they talk and seek to understand the full context behind performance.
When an employee has taken the time to prepare for their appraisal, it’s important to give them that space at the meeting to get their points, thoughts and feedback across.
Well-run appraisals typically demonstrate:
- Recognition of achievements
- Honest reflection on performance
- Active and balanced listening
- Open dialogue and mutual respect
- Clear next steps and agreed actions
A good appraisal creates a safe space for an open dialogue. A good manager should be open to posing the question “Is there anything else you would like to discuss?”. While some managers feel somewhat nervous about asking this question, it’s one that allows the employee the freedom to go beyond the appraisal form. They may open up about issues, ambitions or ideas and so it’s a question that be invaluable.
Finally, a manager doesn’t need to have all the answers at the appraisal meeting. If something is highlighted that needs further exploration or consideration, that’s ok and a follow up meeting can be arranged if necessary.
Beyond the once-a-year review
An appraisal should never come as a surprise. It should not be the first time performance concerns are raised, nor the only moment when good work is acknowledged.
Effective performance management is continuous. Regular check ins, informal discussions and timely feedback all contribute far more to improvement than an isolated annual meeting. The appraisal is simply a formal milestone within an ongoing professional relationship.
At its best, performance management is built on regular communication, fairness and a genuine commitment to development. When organisations approach appraisals with care and consistency, employees feel supported, valued and clear about their direction and organisations benefit from stronger, more engaged teams.
If you require further support or advice relating to HR, please do not hesitate to contact us at hrsolutions@nfpireland.ie / (066) 710 2887.
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Read more: Pay Transparency
© 2026 ShelfLife by Caroline Reidy
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