Facilitator Information

Before The Meeting

Here, the members taking part in the Performance Review connect to their mutual intentions and clarify the logistics of the meeting.

Step 1: Prepare the necessary documents

The candidate prepares the documents to support his/her Performance Review (description of responsibilities, annual objectives, the preceding year’s improvement plan).

Step 2: Appoint the Assessment Group

The candidate, in consultation with the other members taking part in the assessment, decides when to carry out the Performance

Review The candidate (A) invites the representatives working in his/her immediate environment:

His/her boss (B)

A colleague from his/her level of hierarchy (C)

One or two staff members under his/her responsibility (D)

The candidate (A) proposes a facilitator for the Performance Review meeting, and the candidate acts as Secretary.

Step 3: Assemble the members of the Assessment Group

The candidate invites the concerned members and specifies the date, time and place of the meeting. The candidate also sends them the necessary documents one week in advance.

During The Meeting

The Performance Review aims to support and be meaningful for the candidate’s development, as well as contributes harmoniously to the organization’s evolution. A facilitator, whom the candidate proposes and the group accepts with no objections at the beginning of the meeting, leads the Performance Review meeting. The Assessment Group agrees upon an agenda, and the meeting starts with an opening round, followed by administrative and logistical information. Once the Performance Review itself is completed, the meeting ends with a closing round.

Step 4: Evaluate the Candidate’s Performance

The candidate (A) initiates the evaluation round by highlighting his/her achievements in the areas under question. The other members continue the round of celebration by adding their perceptions.

In a second round, the candidate (A) shares feedback on points of improvement (that is, his/her challenges) in the areas under question. In turn, the other members add their perceptions.

Note: The participants make a sincere effort to base every evaluation on observable facts. Focusing on met or unmet needs in each situation, the participants share how the candidate’s behavior impacts the organization’s daily functioning, both positively and negatively.

The candidate summarizes the positive aspects, as well as the points for improvement, to the satisfaction of all the Circle members. The facilitator verifies that each member consents to the summary.

Step 5: Propose Improvements

For each area under question, the candidate, along with the group’s support, proposes recommendations for his/her improvement.

Step 6: Decide Upon Actions For Improvement The group agrees on the recommendations deemed of priority. The candidate writes up the group’s decision for each recommendation, and the facilitator ensures that all the group members give their consent to this write-up.

The facilitator ensures that the execution of each recommendation is delegated to a particular person, and the intended completion date is specified.

What? Who? When?

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After The Meeting

After the Performance Review meeting, the group has to consider how to adapt and transfer the results of this evaluation into the organization’s daily functioning. The group needs to consider how each member’s improvement plan contributes to the whole and to the team’s overall improvement.

Step 7: Evaluate The Candidate’s Satisfaction

One week after the meeting, the candidate’s hierarchical leader (B) asks the candidate (A) if he/she is satisfied with the evaluation. The leader also helps the candidate to prepare his/her Individual Progress Plan, so that it can be presented to the candidate’s Circle (of colleagues), as well as to the leader’s (B) Circle.

Step 8: Present the results to the concerned Circles

The Candidate share’s his/her Individual Progress Plan with his/her Circle. This allows all the members to get a feel for the candidate’s efforts, just as the famous slogan goes: “All for one, one for all!”

Step 9: Accept the Assessment in the Circle

The Circle consents to and accepts the candidate’s Individual Progress Plan.

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