Performance Discussions: Creating Meaningful Conversation

Maximizing Productive Performance Conversations

The Performance Evaluation Process (PEP) is an excellent opportunity for managers and employees to align on goals, expectations, and development opportunities. It fosters growth, trust, and collaboration as part of the broader performance discussion. However, meaningful conversations about performance should not be limited to the formal review period—they can and should happen throughout the year. We often hear that the performance discussion is the only time that an employee discusses their goals and performance during the year. We should be meeting at a regular cadence so we can be proactive instead of reactive.

Remember that the PEP is due Friday, April 4. 

Despite their importance, performance discussions can sometimes create anxiety. Providing constructive feedback, engaging in open dialogue, and seeking input can feel uncomfortable for both managers and employees. Developing skills in coaching, active listening, and thoughtful questioning helps create a more productive and meaningful performance conversation. These conversations are meant to help an employee grow and should be strengths-focused.

To make the most of these discussions, consider the following best practices:

Before the Conversation

• Prepare in Advance – Take time to reflect on the discussion’s purpose and key points. Identify specific behaviors and actions to address rather than making it personal.
• Set Clear Expectations – Outline the meeting’s objectives and structure so both parties know what to expect, helping to ease any concerns.
• EOD has a conversation planner that can help you plan out the discussion, particularly if there is a performance issue. Email us at eod@unm.edu

During the Conversation

Creating the right tone is crucial for a productive dialogue. Keep these strategies in mind:

• Show Genuine Interest – Listen actively and demonstrate a willingness to understand the employee’s perspective.
• Build Trust and Rapport – Foster a supportive environment where open and honest communication is encouraged.
• Use “I” messages- Using “I” messages can diffuse a situation.
• Ask Thoughtful Questions – Identify challenges, goals, and potential roadblocks by engaging in meaningful inquiry.
• Listen with Intent – Use active listening techniques such as acknowledging, paraphrasing, and empathizing to ensure mutual understanding. Follow up with clarifying questions if needed.
• Develop an Action Plan Together – Start on a positive note to encourage open dialogue. Express any concerns clearly and collaboratively explore solutions. Leverage SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) to create actionable steps.

After the Conversation

• Commit to Action – Ensure that both parties agree on next steps, documenting key takeaways and goals.
• Follow Up Regularly – Revisit the discussion periodically to track progress and maintain accountability on both sides.

By fostering consistent, thoughtful, and constructive performance conversations, managers and employees can build stronger working relationships, drive professional growth, and enhance overall engagement.

Though you may still feel anxious, referring to these steps and trying to incorporate them into the performance review, will produce a more meaningful conversation that will produce greater results.

EOD will be offering 2 PEP sessions during March. Feel free to stop by our zoom session with any questions or if you just want a refresher on the process.

PEP Info Sessions:

March 14 – 1:15 p.m. -2:15 p.m.

March 25 – 10 a.m. - 11:00 a.m.

Zoom Sessions | https://unm.zoom.us/j/95220576447 | passcode: PEP2024

EOD’s mission is to be a partner in designing and delivering customized professional development

solutions. Contact us for training, coaching, and facilitation services for your organizational and personal

growth at eod@unm.edu.