Page 70 - Communication in Organizations Basic Skills and Conversation Models

The performance evaluation interview 59

subjects that we wanted to discuss. I suggest we start by making a list of
the subjects to be discussed. You can start with your points, then I will
mention my own points. Next we can discuss each point one by one.
Finally, I would like to list all the agreements we will have made for the
coming period. Do you agree with this?’

Composition of the agenda
It has been agreed upon beforehand that both manager and employee will note down on
paper the points they want to discuss in the interview. The manager lists these points at
the beginning of the interview in cooperation with the employee. It is best if both parties
try to characterize each of the points by a keyword. Sometimes a short explanation is
needed. The manager has to avoid the type of listing that goes into detail on the various
points. It has to be clear that it only involves making the agenda.

Freddy and Charlotte arrive at the phase of the agenda points. Charlotte’s
points:
• new course
• too little discussion about new catering assignments.
Freddy’s points:
• strong dedication
• long preparation proposals
• mistakes in bills.

Discussion of the agenda points

Employee’s discussion points

As agreed, the manager allows the employee to speak first. ‘About the first point you
mentioned, “new course”, can you please explain what you mean by that?’ While the
employee explains this point, the listening skills are especially important: attentive
behaviour, asking questions, paraphrasing, reflection of feelings and concreteness.
If it has been made clear what the nature of the problem is and how the employee
views it, the manager then gives his own opinion. The fact that he shows understanding
for the viewpoint of the employee does not necessarily mean that he agrees with it at all
times. He should also be able clearly to state his own opinion. However, before he starts
to discuss the aspects that he disagrees with, he indicates on which points he does agree.
Then for each point a concrete solution is sought together.
It can also occur that the employee criticizes the manager. This will be the case, for
example, when Freddy and Charlotte discuss the second point.

Charlotte believes there is too little discussion regarding new catering
assignments and that Freddy is not available enough. ‘To be honest,