P&R sessions

This guide helps plan and run effective review and planning sessions, aka. employee development conversations. It offers suggested focus areas and example questions to support:

  1. Review of past progress and current responsibilities,
  2. Making ambitious plans, ensuring the necessary resources, support, and training are in place.

The sessions are designed as conversations, aiming for reflection and mutual understanding while also documenting specific outcomes and agreements. Use the prompts selectively—there is no requirement to cover every question.

Note

Dates - First half: January 15 - Second half: August 01

1. Review

Objectives (Agenda)

  • Which objectives were set in the last session?
  • To what extent were these objectives achieved?
  • Have any priorities or focus areas shifted?
  • Have new topics emerged, or have others become obsolete?
Note

Agenda repository

  • Move objectives from readme.md to an archive.md file and rate (🟢 🟡 🔴).
  • Note achievements or items that could be added to the CV.

Responsibilities

  • What are the current responsibilities, and how well are they being fulfilled?
  • How do we jointly assess the quality and quantity of recent work?
  • What results or outcomes are expected going forward?
  • Where do strengths and areas for development lie?
  • Is the work well organized, with sufficient independence and initiative?
  • Were the standard operating principles implemented effectively (including the use of agenda repository)?
  • Would additional professional support be helpful?
  • (Optional) How is leadership currently exercised, if applicable?

Development achievements

  • Which deliverables in the Assistant Development Pathway were completed, and what evidence or feedback is available?
  • Which shadowing, presentation, publication, training, or networking deliverables remain outstanding?
  • Is the person progressing from observation to contribution and independent ownership? What is the appropriate next step?

Work Environment

  • Is the technical and physical work setup adequate?
  • Is the employment arrangement (e.g., duration, workload) transparent and clear?
  • What changes to the environment (e.g., remote work, substitution rules) might help?
  • How does team collaboration function, and where can it improve?
  • How are tensions or conflicts addressed?
  • In what ways does the employee shape or influence the work climate?

Collaboration

  • How do we perceive our collaboration?
  • Are support and encouragement sufficient?
  • How do we handle feedback, both praise and criticism?
  • How much autonomy is present in daily work?
  • Is there enough decision-making space?
  • Are goals and expectations communicated clearly and in time?
  • What would we like to improve in how we work together?

2. Planning

Outlook and Development

  • Is there interest in changing or expanding responsibilities?
  • What realistic development goals can we identify together?
  • What types of support or resources would be helpful?
  • What training or learning opportunities make sense?
  • Are any organizational changes expected that may affect the role?
  • Which next activity will support progression from observe to contribute to initiate?

Study, contract, and workload planning

  • Are study transitions, examinations, graduation, or other changes likely to affect availability or the role?
  • Is the current workload realistic in relation to contracted hours, studies, responsibilities, and development goals?
  • Approximately 8–10 weeks before the contract expires, discuss whether an extension or transition is intended, who must act, and the relevant institutional deadlines. This is planning, not a promise of renewal.
  • Should responsibilities change, and what future development is appropriate for the remaining employment period or next role?

Optional: Scientific Work Context

  • Is there sufficient time available for individual research?
  • What conferences, workshops, or events are upcoming or relevant?
  • Is the current teaching load manageable and appropriate?
  • What career development paths are being considered—within or outside academia?
  • Should anything change in teaching responsibilities or student supervision?

Objectives (Agenda)

  • What specific goals and actions do we want to commit to?
  • How will we measure success or progress?
  • Who will take responsibility for which next steps?
  • What are the target timelines for the planned actions?
  • Are there any systems, applications, or stakeholders that need to be involved?
Note

Update

  • Agenda repository: Update the README.md objectives and Gantt chart in the agenda repository.
  • After every review, record agreed actions, outstanding deliverables, milestones, and upcoming activities in the private agenda and update all relevant Gantt sections.
  • Website: Update the profile.

Resources

  • Consult the current Frankfurt School HR guidance for employee development conversations and contract processes.