Step 6-Conduct the Discussion
- Clearly explain the purpose and format of the discussion.
- Have all your back up material.
- Establish rapport immediately.
- Discuss responsibilities and standards, clarify expectations and compare actual performance to performance standards. Use documentation to discuss specific instances of performance.
- Give credit for achievement and work done well as well as how it benefited the department and University.
- Don't focus on minor infractions that have little significance. Discuss them at the time they occur. Bring them up if you have seen a trend developing.
- Apply effective communication skills.
- Ask the employee open-ended questions.
- Use good listening skills and don't interrupt. Make sure you understand what the employee is saying.
- Avoid emotionally loaded expressions, such as, "You always..." and "You never ..."
- Don’t judge. Work toward a collaborative environment.
- Never compare one employee with another.
- There should be no surprises. Poor performance should be addressed when it happens. This is not the time to mention things for the first time.
- Ask the employee to add comments (optional) and sign the form.
- Make sure to sign the form as well.