Finding the right words can be challenging â especially when it comes to performance reviews. To help employees hit their performance goals and feel motivated to grow, managers need to strike the delicate balance between acknowledging their employeesâ successes, and giving constructive feedback to highlight key areas of improvement.
In this guide, weâve shared some best practice examples of performance review phrases, broken down by some of the common themes seen in employee performance reviews.Â
Most of the phrases weâve highlighted are used to indicate that an employee is meeting or exceeding expectations. But at the end of each section, weâve also included a few examples of how to indicate when an employeeâs quality of work isnât quite making the grade, and they need to improve their performance.
These performance review examples are meant to inspire managers who are struggling to find the right words and phrases to describe behavior. Think of them as more like a template â theyâre generic phrases that you can build on to reflect individual employee traits and overall performance by adding in your own specific examples.
Peopleâs communication and interpersonal skills can vary widely, so itâs important to specifically highlight how an employeeâs ability to communicate supports their success in their role â whether by deepening relationships with team members, managing difficult customers, or providing clear direction and constructive feedback to direct reports.
When evaluating employees on communication skills, make sure you consider their ability to promote clarity, specificity, and collaboration.
Performance reviews can be tricky. As a manager, you want to provide helpful feedback so your employees can grow. But you also don’t want to hurt their feelings or damage their confidence.
Finding the right words to say in a performance review is key, You need to walk a fine line between being honest about areas for improvement and emphasizing what the employee is doing well
In this article, I’ll provide tips on how to prepare for performance reviews I’ll also share examples of what to say when giving positive and constructive feedback
Why Performance Reviews Matter
Before diving into examples, let’s review why performance reviews are so important.
Performance reviews help managers
- Provide formal feedback at regular intervals (usually annually or biannually).
- Set clear expectations and goals for the next review period.
- Identify opportunities for employee growth and development.
- Document performance issues when needed.
- Recognize top performers.
Meanwhile, performance reviews help employees:
- Understand their strengths and areas for improvement.
- Feel recognized for achievements.
- Develop career goals aligned with the company’s needs.
- Improve performance and skills through feedback and training.
When done right, performance reviews are motivating and productive for everyone involved.
How to Prepare for a Performance Review
Thorough preparation sets you up to deliver thoughtful, helpful feedback. Here are some tips:
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Review past goals and performance. Re-read the employee’s last review, goals set, and any interim feedback you’ve provided. This refreshes your memory on their development.
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Gather input from others. Ask colleagues for insight into the employee’s work and impact over the review period. But keep sources confidential when sharing feedback.
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Collect data on goals. Pull numbers related to the employee’s goals, like revenue generated or projects completed. Specific facts provide helpful context later.
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Make notes on strengths and areas for improvement. Write down specific examples to reference as you deliver feedback. This keeps the conversation focused.
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Develop 3-5 main talking points. Summarize the most important themes. This prevents you from overwhelming the employee.
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Plan to discuss development. Come prepared with training suggestions or mentors to help the employee progress.
What to Say When Giving Positive Feedback
Starting with positive feedback helps the employee feel confident as you move into constructive areas later. Here are examples of effective praise:
- “You exceeded your sales targets this quarter by 10%. Great job securing new clients.”
- “Your team consistently compliments your leadership. They say you empower them to do their best work.”
- “Your presentation to the executive team conveyed our new strategy clearly. I could tell they felt well informed on the direction.”
- “You coordinated our largest product launch to date this year. It was executed seamlessly thanks to your diligent project management.”
- “You won the company innovation award for that process improvement idea. It’s already saving us time and money. Well done.”
To make praise even more meaningful:
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Be specific. Include numbers, examples, and details that make it clear why the accomplishment matters.
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Note the impact. Explain how their performance positively affected others, the team, or company.
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Share feedback from others. Mention if colleagues have given you compliments on the employee’s work.
What to Say When Giving Constructive Feedback
Addressing areas for growth is tricky but important. Just remember to:
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Stay positive. Focus on the employee’s potential, not just weaknesses.
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Provide concrete examples. Vague criticisms won’t help them improve.
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Offer solutions. Suggest training, resources, or changes to help them develop the skills needed.
Here are some examples of constructive feedback statements:
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“In meetings, you tend to interrupt colleagues before they’ve finished speaking. Being mindful will make them feel heard and respected.”
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“When communicating with our manufacturing partners, you’ve sometimes used blunt language in emails. We should aim for more diplomatic wording to build those relationships.”
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“You’re often late submitting quarterly reports, which delays my review. Let’s sync up to discuss challenges you’re facing and how I can help.”
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“While you have strong expertise in X, I haven’t seen you share knowledge to help develop younger team members. Finding mentoring opportunities would showcase your leadership.”
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“You struggled to complete the required training modules this quarter. Let’s chat about why they weren’t prioritized and how I can make space for them.”
How to Close the Performance Review
End the meeting positively by recapping key points and setting the employee up for future success:
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Reiterate main themes. Summarize the most important feedback highlights they should remember.
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Set goals collaboratively. Have the employee take an active role in establishing their development goals.
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Express your confidence. Share why you believe in their potential to grow in the upcoming cycle.
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Invite the employee’s input. Ask if they have any additional thoughts on their performance or role they want to share before closing.
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Schedule check-ins. Set calendar reminders to connect one-on-one and discuss progress regularly.
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End on a positive note. Thank them for their work and for being open to the review process.
Having a framework for what to say during performance reviews removes a lot of the stress. You can deliver constructive feedback respectfully and motivate employees to reach the next level.
With the right preparation and communication approach, performance reviews become an opportunity for growth rather than something to dread. Both you and your team will look forward to these productive conversations.
Frequently Asked Questions
How do you tell an employee they need improvement?
Focus on specific, constructive examples of where they can grow rather than criticizing them as a person. Maintain a positive, supportive tone while giving recommendations to help them improve.
Should you start a performance review with positives or negatives?
It’s best to open with the positive feedback first. This creates a climate of confidence and praise before moving into areas of constructive feedback.
How do you tell an employee they are underperforming?
Offer concrete data showing where results are lacking and be transparent if their work could lead to disciplinary action. Present support resources and ask how they would suggest getting back on track.
What if an employee becomes emotional during a review?
If they become upset or defensive, pause the meeting and pick it up later when emotions have calmed down. Continue with empathy and be willing to discuss ways you can better support them.
How do you motivate an employee during a performance review?
Recognize their talents and achievements first. Offer new challenges that play to their strengths. Express your belief in their potential for growth in the upcoming cycle.
The Key is Communication
Performance reviews provide a valuable opportunity to check in, set expectations, recognize achievements, and support development. With the right communication approach, you can make these meetings constructive and motivating experiences.
Prepare thoroughly, offer specific examples, and maintain a respectful yet honest tone. Your employees will appreciate the transparency and walk away feeling inspired.
Time Management and Dependability
Time management skills and dependability are a key component of a well-oiled, productive team. When evaluating this skill in performance reviews, itâs important to consider how well your employees manage their time in their individual tasks, as well as how this impacts the wider teamâs goal accomplishment and engagement.Â
Positive Feedback Examples for Goal Achievement
- Improved communication by [include one to three specific examples].
- Improved our service and/or production of X item or X service by Y%.
- Led X project leading to higher-than-expected profits in Y quarter.
