Even though I interact with my staff a great deal during the work day, the yearly evaluation is often the only time I meet privately with an employee. This privacy allows for exchanges that wouldn't otherwise occur. The meetings can be intense and sometimes awkward, but I wouldn't give up the communication that occurs just to avoid some discomfort. We make it our practice to meet with established employees yearly. New employees are evaluated at three months, six months and one year.
Evaluations can occur more often if a staff member's performance needs closer attention.
When we developed our evaluation forms, we looked at a variety of samples. Over time, we've come up with an amalgam that best suits our practice. Because we want our employees to take an active rather than passive role, we ask them to evaluate themselves. They are given the same form to fill out as their supervisors. We also ask them to come to the meeting ready to discuss specific ways in which they can build on their strengths and improve their deficiencies.