During the Performance Development Planning (PDP) meeting:
- Establish a comfortable, private setting and chat a few minutes to establish rapport with the staff person.
- Discuss and agree upon the objective of the meeting: to create a performance development plan.
- The staff member is given the opportunity to discuss the achievements and progress 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 the employee's performance for the quarter and suggests ways in which the staff member might further develop his performance.
- The supervisor provides input to the employee's selected areas of personal and professional 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 for the quarter.
- Discuss how the goals support the accomplishment of the organization's business plan and the department's objectives.
- Set goals together for the quarter.
- Agree upon a measurement for each goal.
- Assuming performance is satisfactory for the quarter, agree on a personal and professional development plan with the staff person, that helps him grow professionally in ways important to him and to your organization.
- If performance is less than satisfactory, develop a written Performance Improvement Plan (PIP), and schedule more frequent feedback meetings. Remind the employee of the consequences connected with continued poor performance.
- The supervisor and the employee discuss the employee's 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 Planning document 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. I recommend you set the actual date for follow-up.
