ONE-ON-ONE MEETING PREPARATION
SUPERVISOR
EMPLOYEE
Prepare Employee:
 Schedule meeting; notify employee in
advance:
o Date, Time, Location
 Ask employee to prepare:
o Employee Self Review/Goals
o “What’s gone well?”
o “What could have gone better?”
o Desired development opportunities
 Thoughts of future goals
Prepare Supervisor:
 Request meeting (if necessary)
 Identify topics hoped to discuss during
meeting and give supervisor heads up in
advance
Prepare Yourself:
 Review employee’s job description
 Refer to goals/expectations and
professional development for the year
 Review employee’s self-review
 Gather relevant documentation:
o Notes from previous discussions/
compiled over review period
o Employee’s accomplishments
o Areas of concern or improvement
o Ideas for future goals/training
Prepare Yourself:
 Review previous performance
 Review job description for accuracy
 Complete Employee Self Review/Goals
 Note achievements and successes;
project/work ‘above and beyond’ the
established objectives
 Identify areas for improvement
 Highlight any barriers to performance
 Indicate desired development
opportunities/future goals
 Jot down notes and questions to cover
in meeting
Prepare the Environment:
 Turn off cell phone
 Close door
 Arrange seating to encourage open
discussion; face to face
Prepare the Environment:
 Turn off cell phone
 Bring notepad/pen for note-taking as
needed
The Meeting:
 Put employee at ease; smile
 Help employee feel valued
 Offer water, coffee
 Ask for employees opinion/perspective
 Listen empathetically
 Give feedback thoughtfully
 Avoid generalizations, vague comments
 Dialogue (2 way communication)
 Jointly establish FY12 goals
 Complete draft of review form and share
with your next level manager
 Thank employee for opportunity to talk
The Meeting:
 Greet supervisor with a smile
 Look at supervisor when speaking
 Engage in discussion
 Ask questions – especially for
clarification
 Avoid generalizations, vague comments
 Refer to notes; use active listening
 Discuss suggestions for development
 Ensure you understand FY12 goals
 Thank supervisor for opportunity to talk
*NOTE: BREATHE – when we breathe, we oxygenate the brain, think clearer and respond
better!