Before meeting with the employee

Some meetings need very little pre-planning. This isn't one of those meetings. For an employee performance meeting, logistics are incredibly important.

When to hold the meeting

First, choosing the right day and time for the meeting is key. Think about the message you're trying to convey and select a time when you believe the employee will be able to receive the message well. For example, holding a performance meeting at 4:30 p.m. on a Friday afternoon right before the employee is leaving for a vacation is probably not a great idea. The employee's thoughts are focused on a bunch of other things.

Also, if you know that the employee isn't really a "morning person" then a first-thing-of-the-day meeting might not make sense either.

Carmela Sperlazza Southers, a senior consulting partner with The Ken Blanchard Companies, suggests meeting where the employee is most comfortable. "Let the direct report choose the best time. As humans whose energy varies during the day...