Top tips to deliver supportive and impactful appraisals in Primary Care
Appraisals are a mandatory part of NHS careers, for both clinical and non-clinical roles. While sometimes seen as a “tick-box exercise,” they can be highly rewarding and motivating with the right preparation, mindset, and approach. This resource is designed to help you deliver appraisals that are supportive, reflective, and impactful.
Appraisal Process
Pre-appraisal
Preparation is key to a successful appraisal!
Pre-appraisal is the foundation of an effective and meaningful appraisal. This stage focuses on preparation and clarity for both the appraiser and the appraisee.
During this phase, the appraisal should be formally scheduled, with clear agreement on the date, time, format (face-to-face or virtual), and expected duration. Adequate notice allows both parties to prepare fully and reduces last-minute pressure.
The appraisee is typically asked to complete a self-appraisal and gather supporting evidence, such as learning activities, feedback, achievements, mandatory training records, and reflections from the appraisal year. The appraiser should review this information in advance to gain an understanding of progress, challenges, and areas requiring discussion.
Pre-appraisal preparation ensures that the appraisal meeting itself is focused, purposeful, and centred on development rather than administration.
Review / during appraisal
The appraisal meeting is your opportunity to support and reflect with your colleague.
The appraisal review is the core of the appraisal process and should be a protected, uninterrupted conversation. This stage provides space for reflection, discussion, and shared understanding.
The meeting usually includes a review of the previous year, exploring achievements, learning experiences, challenges, and any significant events. It is also an opportunity to discuss wellbeing, workload, and support needs in a confidential and supportive environment.
Reflection plays a central role in this stage, encouraging discussion not only about what has happened, but what has been learned and how that learning has influenced practice. The review also includes discussion of professional development, career aspirations, and the creation or refinement of a Personal Development Plan (PDP) for the year ahead.
A well-facilitated appraisal review strengthens professional confidence and encourages ownership of development goals.
Post-appraisal
Follow-up ensures the appraisal has real impact.
Post-appraisal focuses on documentation, agreement, and follow-through. This stage ensures that the appraisal outcomes are captured accurately and translated into action.
The appraiser records a summary of the discussion, including review of previous PDPs, agreed learning outcomes, mandatory requirements, and newly agreed objectives. The appraisee reviews this summary to confirm accuracy and shared understanding before final sign-off.
This stage may also involve submission to a formal appraisal or portfolio system where required. Importantly, post-appraisal is not just about completing paperwork, it supports accountability, continuity, and momentum throughout the appraisal year.
Top tips for effective appraisals
1. Prioritise the process
Allocate protected time: Treat appraisals as essential, uninterrupted sessions. Avoid rushing or scheduling them during busy periods.
Create a comfortable environment: Choose a quiet, private space that encourages open dialogue.
Consistency is key: Conduct appraisals regularly to maintain continuity and avoid surprises.
2. Move beyond the tick-box
Use appraisal as a development tool: Rather than focusing solely on compliance, use this time to explore career ambitions, learning goals, and personal growth.
Encourage two-way conversation: Both appraiser and appraisee should contribute insights. Avoid one-sided evaluations.
Discuss long-term goals: Link performance discussions to career aspirations and organisational objectives.
3. Adopt a growth mindset
Focus on learning opportunities: Frame challenges and mistakes as chances to develop skills, not just failures.
Encourage self-reflection: Ask the appraisee to consider what they’ve learned from successes and setbacks.
Promote curiosity: Foster a culture where seeking feedback and trying new approaches is encouraged.
4. Reflect with purpose
Structured reflection: Prepare questions that encourage meaningful discussion, e.g., “What achievement are you most proud of?” or “What would you do differently next time?”
Link reflection to action: Ensure insights lead to actionable development goals, rather than staying as abstract thoughts.
Consider wider impact: Reflect not only on personal performance but also on contribution to the team and organisational objectives.
5. Set SMART goals
Specific, Measurable, Achievable, Relevant, Time-bound (SMART): Use this framework to make objectives clear and trackable.
Short-term vs long-term goals: Balance immediate performance targets with future career development.
Review progress regularly: Avoid letting goals sit untouched; review and update them throughout the year.
6. Gather evidence and feedback
Collect data throughout the year: Keep records of achievements, feedback, and learning moments to inform discussion.
Incorporate 360-degree feedback: Seek input from colleagues, managers, and clients to provide a rounded view of performance.
Use examples: Concrete examples make appraisal discussions richer and more objective.
7. Focus on continuous development
Identify learning opportunities: Highlight courses, mentorship, or stretch projects.
Support career progression: Discuss potential career pathways and steps required to advance.
Encourage self-directed learning: Inspire appraisees to take ownership of their professional growth.
Benefits of a high-quality appraisal
A well-delivered appraisal benefits both the individual and the organisation. Key advantages include:
For individuals
Structured time to reflect on progress and achievements
Clear identification of development needs
Enhanced career clarity and goal setting
Increased confidence and ownership of professional growth
For teams and organisations
Improved engagement and retention
Alignment of individual goals with organisational priorities
Stronger working relationships through open, constructive dialogue
Cultivation of a supportive culture focused on learning and performance
Appraisee perspective: How I prepare for my appraisal
Appraisals or yearly reviews can sometimes feel daunting or that they are a tick box exercise, but over the years I’ve learnt that with the right preparation and mindset, they can be incredibly constructive and even motivating. Here’s how I get ready for my yearly review in a way that helps me feel organised, confident, and fully engaged in my own development.
1. Getting the basics right
Before anything else, I make sure my appraisal is formally put in the diary. This means agreeing a convenient date, time, and location with my appraiser so we both know what to expect. It sounds simple, but it sets the tone and ensures the process starts smoothly.
I also double-check that I have the correct paperwork and a clear understanding of what information is expected from me. Knowing this upfront helps avoid last-minute panic.
3. Sending my paperwork well in advance
About one to two weeks before the appraisal, as agreed, I send my completed appraisal form and any supporting information to my appraiser.
A little tip that makes this much easier: I collect evidence throughout the year.
This means achievements, training, feedback, examples of impact and anything else that may be relevant. By the time my appraisal comes around, writing my summary feels far less overwhelming.
5. After the appraisal: shared responsibility
Once the meeting is over, the responsibilities are shared:
I write up my PDP
My appraiser writes the summary of the discussion
We then review each other’s sections to make sure everything is accurate and that we’re in agreement before finalising it.
2. Booking protected time
Once the appraisal date is confirmed, I make it a priority to block dedicated time in my calendar. I treat this as protected time, free from interruptions, not just for attending the appraisal itself but also for completing my self-appraisal thoroughly.
By setting aside focused time, I can think critically about my experiences, gather relevant examples, and organize my thoughts, which ensures that the discussion with my appraiser is productive. This approach transforms the appraisal from a routine administrative task into a genuine opportunity for learning, development, and career planning, helping me to get the most out of the process.
4. Going in with the right mindset
I always approach my appraisal with a positive and open attitude. For me, it’s a space where I can:
Talk honestly about how I’m getting on
Celebrate my successes
Explore challenges and what support I might need
We do spend some time setting workplace-linked performance objectives, but the part I value most is the conversation about my Personal Development Plan (PDP). When my PDP reflects my interests and aspirations, I feel far more invested and engaged in achieving it.
It’s especially helpful when my appraiser supports me to make my PDP SMART, ensuring it is clear, specific and realistic enough to follow through on.
6. Keeping it alive: ongoing check-ins
For some people, the appraisal ends there until the next year. But if your line manager is also your appraiser, it’s incredibly helpful to have periodic check-ins. These don’t need to be formal, even brief conversations help ensure things are on track and that support is available when needed.
Team development tool: Assessing support and challenge
This tool has been developed by us to help teams identify areas for growth and development, using Sanford’s model of support and challenge (1962).
It is designed to facilitate open conversations within teams. Team members are invited to place a mark on the chart to indicate how they feel about the level of support and challenge their experience in their role. This visual representation helps highlight areas where individuals may need more guidance, encouragement, or opportunities to stretch their skills, supporting both personal and team development.
