Preparing for the meeting
To ensure you execute your employee evaluation successfully, let's think a little more about how to prepare for the actual meeting. Even if you think you've prepared in terms of reviewing all relevant performance data, there are still several other little details you need to nail to ensure a smooth process. Starting three weeks out, for the last time, send individual emails and if possible, drop by their cube or office to confirm the meeting time and place. It's also a good idea to ask if they have any questions. They might have questions about the due date for certain tasks they're completing, questions about anything that's new in the evaluation system this year, or possibly questions about the agenda for the meeting.
Remember, we don't want surprises. So give them an early chance to speak up. At two weeks out, it's time to book the room you'll use for the evaluation meetings. My biggest piece of advice for you here is not to use your office. Going to the boss's office, for many employees.Source: https://www.linkedin.com/learning/performance-review-foundations/preparing-for-the-meeting