On this page7 sections
What an appraisal is for
Acas guidance says a performance review, sometimes known as an appraisal, is a chance to discuss someone's work. It covers:
- What they're doing well
- Any areas for improvement
- Whether they need more support or training
- Their career and any development objectives
How often to hold an appraisal
Acas says employers should hold regular performance reviews for anyone with the legal status of employee, and that it's a good idea to hold them at least once a year. Set the cycle in your appraisal policy, and check any rules for your sector.
Between appraisals, Acas says managers should still talk to staff about their performance regularly and informally, through feedback, coaching and regular check-ins, sometimes known as one-to-ones.
Objectives can have their own review points. In Acas's example, an employee agrees to cut the time they take to reply to customer emails, discusses progress at regular check-ins and reviews it at a meeting 3 months later.
Who takes part in an appraisal
An appraisal is usually between an employee and their line manager. Acas's appraisal templates include a self-appraisal form, so the employee can record their own view of their performance before the meeting.
Acas's guidance is for people with the legal status of employee. Agency workers, casual workers and people on zero-hours contracts are not likely to be employees, but you can choose to review workers too.
Employee
Prepares, and says what support they need
Line manager
Leads the meeting and writes up what was agreed
Colleagues
Can give feedback first, if your process asks
HR or the owner
Sets the timetable and form, and checks it happens
The stages of an appraisal
A good appraisal runs in five stages. Acas says to keep a written record of what was discussed and share it with the employee afterwards. For objectives, it suggests SMART: specific, measurable, achievable, relevant and time-bound.
Prepare
Both of you look back at objectives, work and feedback
Meet
Talk about what went well, what was hard and what helps
Agree objectives
A few SMART objectives, and any training needed
Record and share
Write up what was discussed and share it with them
Follow up
Check progress at one-to-ones until the next appraisal
Appraisal vs one-to-one, probation and supervision
The four meetings do different jobs, and many teams use more than one. In health and social care in England, CQC Regulation 18 says staff must receive the support, training, professional development, supervision and appraisals they need to carry out their role.
An appraisal isn't a disciplinary meeting either. If there's a problem with someone's performance, Acas says to try to understand why first, and its guidance covers capability and conduct separately.
Appraisal
What it's for
Review a period and agree objectives
How often
At least once a year, Acas suggests
One-to-one
What it's for
Work, support and wellbeing
How often
Regularly, between appraisals
Probation review
What it's for
Check a new starter's progress
How often
During probation, then a final review
Supervision
What it's for
Reflect on practice, common in care
How often
As your policy and the role set
Example appraisal questions
Good appraisal questions are open, and both of you should see them before the meeting. Here are five, one from each theme in the free staff appraisal template, which has 20 to choose from.
- What are you most proud of from this period?
- What has been the hardest part of the job, and how did you handle it?
- What support from me would make the biggest difference?
- Which skills would you like to build next year?
- What are the two or three most important things for you to achieve?
How SkillProof helps
With a small team, a Word form and a calendar reminder can be enough. As the team grows across sites and managers, it gets harder to see whose appraisal is due, who has prepared and what was agreed.
From Growth, SkillProof runs appraisals as a structured workflow. The employee prepares through their own login, colleagues give feedback if the review asks for it, and the manager records the meeting. The employee confirms the record and the manager signs it off. Sign-off is an internal record, not a legally defined electronic signature.
Development plans and objectives are on Growth and up, with success measures and milestones you can check between appraisals. Growth also adds check-ins with follow-up scheduling, for one-to-ones and supervision.
On Professional and Enterprise, build your own review templates with your own sections and questions.
SkillProof doesn't score performance or make employment decisions. It keeps the record of what was discussed, what was agreed and what happens next.
Official guidance used for this guide
Checked
Acas guidance on performance reviews and probation, and CQC Regulation 18, used for this article. Adapt it to your own policy and take advice on formal employment matters.
Questions this guide answers
What is an appraisal at work?
A planned meeting where an employee and their manager review the employee's work over a period and agree objectives, support and development for the next one. Acas calls it a performance review.
Are appraisals a legal requirement?
Acas says employers should hold regular performance reviews for employees, and that at least once a year is a good idea. Some sectors have their own rules. In health and social care in England, CQC Regulation 18 covers the supervision and appraisal staff need for their role.
How often should appraisals happen?
Acas suggests at least once a year, with regular informal check-ins, sometimes called one-to-ones, in between.
What's the difference between an appraisal and a one-to-one?
An appraisal looks back over a whole period and agrees objectives. A one-to-one is a shorter, regular check-in on work, support and wellbeing between appraisals.
What is a self-appraisal?
A form the employee fills in before the meeting to record their own view of their performance. Acas publishes one with its appraisal templates.
Does SkillProof run appraisals?
Yes, from Growth: preparation, colleague feedback, the meeting record, confirmation and sign-off. SkillProof doesn't score performance or make employment decisions.