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Guidance for Reviewees

An important part of the PDP&R process is the conversation between the reviewer and reviewee. The annual review provides an opportunity to build on the regular conversations about performance and development that you have had with your manager throughout the year.

Development Review Cycle:

The development review process can be shown in the form of a Development Review Cycle which provides a guide for the conversations that you should have with your manager. 


Development Review Cycle:  Individuals work against the KSF Outline

Throughout the year, staff are expected to discuss how they are meeting the relevant KSF dimensions for their post, as described in the post KSF Outline.  The evidence from these discussions should then be documented on eKSF, the recording tool for KSF, and reviewed by the manager and staff at the annual review meeting.

When you are considering examples of your work, it is useful to consider that :

  • there must be sufficiency of evidence
  • it must be up to date and relevant
  • the same piece of evidence can be applicable to more than one Dimension and indicator
  • it must be naturally occurring (not produced specifically for the review meeting).

The main forms of evidence can fall into the following categories:

  • Documentary - e.g report produced, set of minutes of meeting to either evidence attendance or production of Minutes, signed checklist etc
  • Observed – e.g – delivering a presentation, administering IV drugs, assisting a patient with dressing, using appropriate tools/devices etc
  • Verbal – e.g – discussion on skills of breaking bad news, dealing with emergency situations, identifying and taking action when Equality and Diversity issues are undermined etc
  • Electronic – e.g – spreadsheet created, e-mails produced etc

This mnemonic of DOVE may be helpful in recording the evidence provided from the PDP and R meeting.

The Meaningful Conversation

Listed below are some ideal conditions for effective conversations:

  • A culture of trust and openness
  • Employees who are receptive, prepared to align with business objectives, learn and take responsibility for their performance.

Having regular conversations with your manager and being prepared for the review meeting can help you to achieve these conditions.

Further specific factors for constructive reviews include:

  • a clear purpose – to inform management decisions or employee development
  • recognition of achievements
  • genuine two-way conversation and reflection
  • the whole period is reviewed, not just recent or isolated events
  • agreed action plans.

CIPD. 2017. Performance Appraisal | Factsheets | CIPD. [ONLINE] Available at:

To achieve these conditions, it is not only managers who must prepare for review, staff must also prepare. The dedicated NHS Scotland KSF - Home website includes a short video (approx 5 minutes), for staff on how to plan and prepare to prepare for the annual review meeting.

PDPR_Reviewee Video

Remember, the review is one of the most important discussions you will have with your manager all year, so invest time in preparing for your review and consider the development needs your require to support you in your role in the coming year.


Some useful support, guidance and resources:

You will find a variety of courses to help develop your skills within the Learning, Education and Training Catalogue

NHSGGC Staff Bursary Scheme - If you are interested in an external course (requiring funding) and have discussed this with your line manager, please visit the Staff Bursary Scheme page on HR Connect. Please note that the Staff Bursary Scheme is confirmed each year in the Spring and to apply you must show evidence of having a PDP discussion with your line manager.