How do you communicate the weakness or improvement area in appraisal to your team?

In my organization, it is a set practice that the line supervisor/ Chief Business Officer (CBO) communicates directly with face to face dialogue regarding the weakness /improvement / grey areas of the concerned individual. It is indeed a great opportunity for the individual to clear/justify his/her arguments to the superior during the appraisal briefing.

Feedbacks can always be MADE positive if the BENEFITS of improvement are explained to the appraisee.

Any team leader or manager can tell your team that where they lack and what are improvements needed if someone is negative in this team  , its sure they will take it negatively to ask someone to improve is not pointing out or having issues its in their own interest to pull up their socks and work hard to improve in lacking areas as very rarely people stay in companies for10 or20 years so where ever they join if they have improved skill sets it will surely help them grow in their career so all feedbacks should be taken positively if it helps someone grow.

By creating an Appraisal & Evaluation Report being done on a quarterly basis. You can also communicate on a regular basis and give feedbacks base on situations by doing a one-on-one evaluation for your staffs for immmediate action but for record purposes and Human Resources Department requirement, to sum it up, a manager must secure the Appraisal  Report of your team as requisite for each employee record and performance. This is a gauge being use by the company (HR) to identify the effectiveness of each employee whether that employee be retained or dismissed. It is also being used for other purposes such as training and development plan/program.

In my organization practice, Supervisor sits with supervisee for measuring the annaul performance in terms of annual targets and achievements. For improvement areas of supervisee, both supervisor and supervisee agreed improvement areas in performance appraisal. HR Department adreesses the weakness areas of supervisee's in annual Training & Development plan.