If you take notes during the meeting, state this up front and identify the purpose of the notetaking, such as, "Is it okay with you if I take some notes to document what we're discussing, so we can both remember what we've agreed to and our next steps?" If notetaking makes you or the employee uncomfortable, it's probably better just to summarize the meeting afterwards. Include in your notes or summary:
- The date
- Attendees
- Key points and phrases the employee used (not necessarily verbatim), including his self-appraisal
- Key points and phrases you used
- Issues or points of disagreement, if any
- Overview of the development plan
- Agreed-upon next steps
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