Civil Service Performance Management Meetings

Return to the Civil Service Performance Management Help hub to find guidance for every stage of the process.

Types of performance management meetings

A meeting may be an informal feedback discussion, a review of an informal plan, a formal capability meeting, a PIP review, a warning meeting or a dismissal-stage meeting. Ask what the meeting is, which policy applies, what stage you are at and whether any formal outcome may result.

Meeting labels can be loose. A catch-up can still be used to raise and record serious concerns. A formal invite should normally define the purpose, attendees, documents, possible outcomes and preparation requirements in line with the department policy.

Before the meeting

• Save the invite and confirm the meeting purpose in writing.
• Ask which policy and stage apply.
• Request the concerns, targets, examples and evidence in advance.
• Check whether the notice period gives enough time to prepare.
• Arrange a union representative or companion where allowed.
• Raise genuine health, Occupational Health or adjustment needs before the meeting.
• Prepare a chronology, issue list and evidence schedule.
• Decide which questions need an immediate answer and which require record checks.

During the meeting

Listen to the exact wording. Ask for vague questions to be clarified. Avoid speculation, broad admissions and attempts to answer everything from memory. Where you need to check the record, say so and offer a written response afterwards.

Take your own notes or ask your companion to do so. Record who attended, the documents discussed, questions asked, answers given, points you disputed, support requested and what happens next.