Annual meeting

Supervisors bear a special responsibility for the job satisfaction, task and role clarity, motivation and perspectives of Leuphana's employees. In the midst of day-to-day business, there is often not enough time to have an in-depth conversation to ensure involvement in decision-making processes and information flows and thus improve trust and cooperation.

Therefore, in addition to the existing exchange formats, a detailed discussion between supervisors and employees should take place once a year, in which both sides take time for mutual feedback and agreement on tasks and responsibilities.

1.     What is an annual review?

The annual meeting is a

• well prepared and structured,
• and structured in a spirit of partnership,
• retrospective and forward-looking,
• once a year, and if necessary, additionally if required, and
• confidential

Discussion between the direct supervisor and the respective employee. The annual meeting serves as a reflection and orientation with the aim of shaping the cooperation in a construtctive manner.

At the end, there should be jointly supported agreements that are recorded in a confidential documentation sheet. The contents are only intended for the employee and the manager, i.e. not for third parties.

2.    What should the annual meetings be about?

The purpose of the annual reviews is to examine the work situation together and to give each other feedback in the sense of recognition and constructive criticism. Any aspects relating to the work situation can be addressed (work results and feedback, work situation, leadership and cooperation, further training and prospects, etc.). However, personal topics (e.g. work-life balance, illness, etc.) can also be part of the discussion. Mutual feedback also takes place regarding the management situation or task fulfillment. There is an understanding about the respective tasks and responsibilities, whereupon concrete agreements about personal and professional development are made. These relate, for example, to specific goals to be achieved within the framework of concrete projects or to attendance at specific training courses. At the beginning of the follow-up meeting, the implementation of these agreements is jointly reviewed.

3.    What happens when people disagree and conflict arises?

If conflicts arise during the interview, the interview should be continued at a later date. If possible, this follow-up meeting should take place within one month of the first meeting being terminated. In the event of particularly severe conflict situations, a third, uninvolved person can be called in to attend the second discussion and is obligated to maintain confidentiality. Both the employee and the manager must agree and jointly decide on a third person. This person can be, for example, a member of the staff council or the equal opportunity representative and, in the case of severely disabled persons, the representative for severely disabled persons.

4.    I already conduct annual reviews with my employees. Am I obliged to use the guide?

The guide serves as an orientation aid and is intended to help give structure to the interview. In principle, however, it is not mandatory to use the guide provided.

5.    I already conduct annual reviews with my employees. Am I obliged to use the guide?

Various dates are offered each year for the workshops on the annual reviews. If you are unable to attend the date offered, please notify the office responsible for implementing the annual reviews.

6.    Can I conduct an annual review without having attended a workshop?

The workshops are an accompanying offer for supervisors and employees to prepare for the annual reviews. They are not mandatory for employees.