Staff Appraisals Explained 

Every organisation wants to get the best out of its people. A key part of making that happen is having a consistent way of checking in, reviewing performance, and supporting development. This is where staff appraisals come in. Done well, they can improve communication, align expectations, and create opportunities for growth. Done poorly, they risk becoming a dreaded tick-box exercise.

At Wright People HR, we often hear from clients that staff appraisals have “slipped” or aren’t delivering much value. The truth is, a staff appraisal meeting can be one of the most powerful tools for both employee engagement and business performance – if it’s structured, consistent, and genuinely two-way.

What is a Staff Appraisal?

A staff appraisal is a structured meeting between an employee and their manager, usually held annually or bi-annually, to discuss performance, progress, and future development. In simple terms, it’s a chance to step back from day-to-day tasks and reflect on how things are going.

It’s not just about the past – looking back at achievements and challenges – but also about the future: setting goals, identifying training needs, and agreeing priorities for the year ahead.

Crucially, a staff performance appraisal is not just a one-way assessment. It should be a balanced conversation, where employees can give feedback to their manager too, and where successes are recognised as much as improvements are discussed.

The Purposes of Staff Appraisals

A well-run appraisal for staff serves several purposes:

1. Performance Measurement
   • Provides a structured way to review progress against objectives, KPIs, or job expectations.
   • Ensures fairness and consistency across the team.

2. Feedback and Recognition
   • Creates space for appraisal and feedback, celebrating achievements and acknowledging contributions.
   • Recognition is a powerful motivator for engagement and retention.

3. Development and Growth
   • Identifies performance gaps and skills development, and training opportunities.
   • Helps employees plan their career path and see how they can progress.

4. Future Planning
   • Links individual goals to business objectives.
   • Supports succession planning and team development.

The Staff Appraisal Meeting: the process

A typical staff appraisal meeting has three key stages:

1. Preparation
   • Both manager and employee gather evidence (achievements, challenges, feedback from colleagues).
   • Reviewing past objectives and performance data.

2. The Conversation
   • Discussion of performance over the review period.
   • Exploration of strengths, areas for improvement, and development needs.
   • Agreement on new objectives and expectations.

3. Next Steps
   • Documenting agreed outcomes.
   • Planning training, support, or new responsibilities.
   • Scheduling follow-up reviews.

A good appraisal feels constructive, not confrontational. It’s about working together to improve performance and wellbeing, not “catching people out.”

Staff Performance Appraisal Outcomes

What happens after the appraisal is just as important as the meeting itself. Common outcomes include:

• Recognition of Achievements – celebrating progress and reinforcing positive behaviours.
• Objective Setting – defining clear, measurable goals aligned to the role and business needs.
• Development Actions – identifying training, mentoring, or stretch assignments to build skills.
• Performance Improvement – in cases where performance has fallen short, agreeing next steps which may include a Performance Improvement Plan.

A performance improvement plan (PIP) should not be seen as punishment. It’s a structured way of setting clear expectations, providing support, and tracking progress over an agreed timeframe.

Best Practice for Staff Appraisals

To make staff appraisals effective, consider these tips:

1. Make Them Regular
   • Appraisals shouldn’t be a once-a-year event. Supplement with quarterly or monthly one-to-ones – and regular on the spot feedback.

2. Encourage Two-Way Feedback
   • Managers should give feedback, but also listen to employee concerns and ideas.

3. Keep it Focused and Constructive
   • Highlight successes before discussing challenges.
   • Be specific, using real examples.

4. Document and Follow Up
   • Record outcomes, objectives, and development needs.
   • Revisit them regularly to track progress.

5. Link to Business Goals
   • Ensure objectives reflect the company’s direction, so individuals see their contribution to success.

Conclusion

A staff appraisal is far more than an annual meeting. It’s a chance to strengthen relationships, build trust, and ensure employees feel supported and valued. When combined with regular feedback and clear follow-up, staff appraisals can drive engagement, improve performance, and create a culture of continuous development.

Whether it’s recognising achievements, planning future growth, or introducing a performance improvement plan when necessary, appraisals play a vital role in people management.

For organisations, the key is to treat them not as a chore, but as a genuine opportunity to support and invest in staff. When you get them right, everyone benefits – the employee, the manager, and the business.

Contact us today to discuss how we can assist your organisation.