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• Use the notes function of your performance appraisal system. (If you don’t have a system, make up file folders and/or electronic subdirectories for all your direct reports.)
   

• Each week, note something done well or poorly that you have discussed with the associate. Try to choose something that represents the week's work. Don't forget to date the note if your system doesn’t do that for you. This takes less than 5 minutes. (If you haven't provided feedback on that topic yet, now's your chance to catch up before it's ancient history.) File in his or her folder if you are not using a system.
   

• Use the notes function to remember any compliments or complaints. If you are not using a system, file them in your folder, including e-mails. Make sure you've discussed them, too.
   

• Periodically (at least quarterly) speak with the associate about overall performance and note a summary with the date. It shouldn't take more than 10 minutes to review the notes and summarize them, provided you haven't put it off for 6 months! Add another 5-10 minutes for the discussion.
   

• At year end, you'll have information at your fingertips and there won't be any surprises.
   

• Positive feedback can be delivered privately or in groups. Negative feedback for an individual should be given privately.