Having carried out all the pre-appraisal activities, you are ready to facilitate the appraisal interview. If for any reason you have not agreed an agenda you must do so now as this provides a structure for the interview and acts as a guide for both of you.

Your Trust will have ensured that 'protected time' has been set aside for both yourself and the appraisee to meet together in a suitable venue away from clinical and administrative interruptions, for an agreed length of time (at least an hour). You should agree to switch off beepers and mobile phones.

Now you are ready to begin, remember the emphasis is on the appraisee doing most of the talking, you most of the listening.

We advise thinking of the interview in three stages: review, identification, agreeing.

Stage 1 is a review by the appraisee of his/her last twelve months. He/she should focus on explicit examples that are supported by the documented evidence in his/her appraisal folder. You should:

  • begin by allowing the appraisee to reflect on aspects of their job that have gone well over the past year
  • encourage the appraisee to communicate barriers to his/her personal effectiveness and professional development
  • keep to the prepared documentation
  • ensure your questioning is constructive and enquiring, not aggressive, and seen to be helpful

Stage 2 deals with the identification of any gaps that would affect the appraisee's personal effectiveness, professional development and revalidation, such as:

  • resources required to improve personal and/or professional effectiveness
  • future continuing professional development required - encourage the appraisee to think about developing existing skills and any new skills required for professional effectiveness
  • Service demands and their influence on past and future development.

Stage 3 is where the appraisee, in discussion with you, agrees their annual objectives and the method of filling any identified gaps over the next 12 months. As the objectives provide the starting point for the next appraisal they MUST be kept within the bounds of possibility. We suggest your adopting the SMART rule, namely,

  • Specific,
  • Measurable
  • Achievable
  • Realistic
  • Timely

Form 4 is the only document that is completed during the appraisal interview and is signed by you and the appraisee. This Form briefly summarizes the outcomes of the appraisal and establishes an agreed action and personal development plan. If you feel that a fuller account of the appraisal would be useful to the appraisee and to the future appraiser, Form 5 and Form 6 can also be completed but it is not obligatory. They may also assist your Trust to formulate the Organisation's Development Plan.

Remember to sign all documentation.



Annual Appraisal Cycle
Form 1
Form 2
Form 3
Form 5
Form 4
Personal Development Plan
Form 6