Inc., among many others, published a list of performance review horror stories from unhappy employees and it is hard not to wince at these experiences. Finding the right things to say in a performance review can be difficult, both for the reviewer and the employee, but it is undeniably important for everyone to try and get it right. With an overreliance on positive phrases and an absolute paranoia about anything that could be construed as negative, it might be the right time to help managers out with some useful things to say in a performance review.
(Image courtesy – Freepik)
Key Considerations: Things to Say in a Performance Review
We all agree that negative phrases are detrimental to a performance review and can demotivate the receiver considerably. When Adobe said that 20 percent of employees consider quitting after a performance review, they indicated just how significantly employees are affected by these evaluations. To contemplate leaving a company, employees must feel like they can no longer make a space for themselves at the company. This might not be true, but for the employee, it can feel like nothing can fix the situation.
Understand the Report before Starting the Review
It is very difficult to choose the right positive phrases and avoid saying negative things in a performance review if you have to come up with them on the spot. It can also be difficult for an employee to wait while you read through their review report during the meeting. Understand the feedback that has been generated and make notes if necessary, so you can be prepared during the review.
Create a Performance Review Template
Most often, data generated during a review will have a lot of complex components put together. Convert the raw data into a fixed performance review template that will allow you to sort the data and also give you clarity on the positive phrases you might want to start with.
Link Performance to Goals
It might be easier to convey a perspective with fixed start and end points in mind. While listing the things to say in a performance review, try to link it to a fixed goal so employees can visualize how they are currently measuring up to it without feeling cornered by your phrasing.
Use Clear Language: Set a Positive Tone
Despite our best intentions, we often do not succeed at conveying constructive feedback because we overcomplicate the language we use. Whether the feedback content is positive or not, our choice of negative phrases and terms can turn the conversation sour very quickly. Simple words like “failed” and “wasted” are much harsher than explaining the implication, “been unable to” or “not fully utilized”. A basic shift of vocabulary towards positive phrases or less severe expressions can greatly change the tone of the conversation.
Let the Employee Speak
Instead of solely focusing on leading with the things you need to say in a performance review, it might also help to listen to their interpretations in between. An employee might be able to better understand the feedback by clarifying any questions they have rather than letting your tone or choice of phrasing lead to assumptions. The performance review template can encourage a two-way interaction to allow the employee to engage better.
Stay Future-Focused: Seek Solutions
Another way to reduce the time spent on evaluating whether your phrasing is positive or negative is to focus your energy on the future. The right things to say in a performance review can include finding solutions to the concerns you have and what you can both do about it. You can encourage the employee to consider and revert to you as well. This ensures the employee is thinking about their time at the company rather than how they can leave it. The review can end with another meeting for a follow-up conversation to check in on the employee and re-establish goals.
Identifying the Right Things to Say in a Performance Review
Now that we understand how to set up the context and plan ahead for a performance review, let us look at some examples of the different domains that might come up during a performance evaluation and the right things to say during a performance review.
Job Knowledge and Skill-Set
The aim here is to evaluate the employee’s understanding of the job description and assess whether they have the relevant background expertise and skill sets necessary for it. This also allows room for an assessment of whether the individual has knowledge of the latest trends and updates within their industry. The right things to say in a performance review about their job knowledge include an acknowledgment of any specific area of expertise. It also requires a focus on resources necessary to improve their knowledge in lacking areas.
Positive Phrases About Strengths in the Job Domain:
- “Your expertise in [skill] has allowed the team to find the right resources quickly.”
- “Your experience in the field of [specific skill] is evident in the way you handled the [project name] project.”
- “I understand why the team reverts to you when it comes to [specific topic].”
- “I appreciate the effort you’ve put into staying updated on the latest industry trends.”
- “I see how you’ve been able to update your skill set despite the workload.”
Areas of Improvement in the Job Domain:
- “I think you will benefit from working on [skill area] as it will allow you to respond to your clients more easily.”
- “Do you think we could schedule some additional training with [department] for you to clarify any questions you have about [specific topic]?”
- “I encourage you to deepen your understanding of [specific area]. In the recent project, there were instances where a more nuanced grasp of [concept] would have enhanced the outcome.”
- “I acknowledge the effort you’ve put into understanding [specific area]. I think shifting some of your low-priority tasks to next month will give you some time to accelerate your learning curve.”
- “It’s going to be tough to master this skill set alone. Would you be open to working with a mentor who can show you the ropes for this project?”
Communication
This metric assesses a variety of communication channels the individual might be required to use. Guide feedback towards specific channels where the performance can be improved and why it might be useful to employees. If there is a communication channel they are good at utilizing, ask them to review why it works and try to generalize that skill to other platforms.
Positive Phrases About Strengths in Communication:
- “I admire how you’re able to give instructions to your team—clear and concise.”
- “Your skills at answering the client’s queries are a very useful tool. One that convinces them to invest in our services.”
- “I think you could sit with the juniors and show them how to respond to emails from the dev team since you seem to handle that well.”
- “You demonstrate remarkable adaptability in adjusting your communication style to suit different audiences and situations.”
- “Your mastery over presentation skills is evident. Your last demo on [specific product] was very well received.”
Areas of Improvement in Communication:
- “While you are able to set up meetings and agendas in person, it is not translating as well over email. Maybe we can work on creating a template to simplify things.”
- “You have a lot of creative ideas for this project. I encourage you to actively contribute more in our weekly team meetings so the group can also explore your ideas.”
- “I think maybe we need to give ourselves a mental deadline for responding to emails so that the chain of communication isn’t interrupted.”
- “You’re doing great with verbal communication. Working on the non-verbal cues when you’re presenting during meetings will give you the confidence you’re looking for.”
- “I think we need to work on finding a balance between the positive and negative phrases that are used in your feedback reports for the juniors.”
Adaptability and Flexibility
This is a core area to address among the things to say during a performance review. It is important for all employees to be able to adapt to changing circumstances and perform according to the situation. Employees will benefit greatly from specific examples of where they need to improve and how.
Positive Phrases About Adaptability and Flexibility:
- “Your ability to adapt quickly to unexpected changes in projects or team priorities is impressive.”
- “I can appreciate how you’ve got the work on the project [project name] done despite the fluctuating deadlines. That must have been a lot of work.”
- “Your ability to collaborate seamlessly with colleagues from different teams highlights your adaptability and flexibility in a cross-functional environment.”
- “Your knack for planning ahead with each project has freed the team up to review and implement feedback immediately.”
- “You have a very healthy approach to feedback. It’s great that you are able to implement it so efficiently.”
Areas of Improvement in Adaptability:
- “I can sense some resistance to big changes. Is there anything we can do to make the process easier for you?”
- “Let’s try to focus on being more adaptable when you face setbacks. This will allow you to work on what you need to do next.”
- “Focus on refining your time management skills to ensure that you can adapt to shifting priorities without affecting overall productivity.”
- “The project cannot proceed if we are unable to arrive at a solution. Can you talk to [team member] and find a middle ground?”
- “There are many clients who will approach us with undefined objectives. I think you can benefit from training on handling the uncertainty they bring.”
Employee Relations
In the performance review template, leave room for employee behavior with coworkers. A great worker who creates discord between coworkers repeatedly still needs to be given feedback about the same. Even reclusive communication styles can be counterproductive to the workflow and need to be addressed. Employees can be encouraged to build positive relationships with colleagues.
Positive Phrases About Employee Relations:
- “Colleagues appreciate your supportive nature; you actively contribute to a culture of teamwork and mutual assistance.”
- “Your positive attitude and conflict resolution skills have helped put many issues to rest without escalations.”
- “Your role in acknowledging and celebrating the success of the team does not go unnoticed.”
- “Your colleagues are very comfortable in approaching you for your opinion on matters. It speaks of both domain expertise and an approachable nature.”
- “Members from the other department have asked to work with you again. They stated they were very comfortable coordinating with you.”
Areas of Improvement in Employee Relations:
- “Explore opportunities to build relationships with colleagues outside your immediate team. You’ll find yourself more connected to the ecosystem here.”
- “There appears to be a lot of disagreements on your team. We have a few conflict resolution workshops scheduled but is there anything else that can help?”
- “It might be useful to work on task delegation a little more. We need each member of the team to feel valued in the team.”
- “Your teammates have a lot of great ideas but they seem to hesitate in bringing them up. Try to set up bi-weekly meetings to gather their inputs regularly.”
- “Explore initiatives for team building to strengthen relationships further. Especially among team members who may not interact regularly.”
Customer Centricity
All businesses serve their specific clientele and hence it stands out among the things to say in a performance review. The review can include client feedback or also just observations and numbers if that data is unavailable. High-performers in this area should be encouraged to share and adapt the skill to a wider range of customers.
Positive Phrases About Customer Centricity:
- “Your proactive approach to solving customer issues demonstrates a commitment to ensuring their satisfaction.”
- “[Client Name] was very impressed by how you handled the project without any holdups. I look forward to seeing you employ these skills on the new project.”
- “Your attention to detail has been spoken of repeatedly by our customers. Any tips you can share with the team will be greatly appreciated.”
- “It is commendable how you’re able to adapt to a new client and personalize our services for them.”
- “Your long-standing relations with our clients have contributed to considerable brand loyalty.”
Areas of Improvement in Customer Centricity:
- “While your communication skills are great, expanding your knowledge of the product range might allow you to help customers more easily.”
- “Work on clarifying expectations with clients upfront to avoid misunderstandings and ensure alignment on project goals.”
- “Try to actively gather client feedback and gain insights into their experiences in order to improve.”
- “I think your clients would enjoy transparency. Try to respond to them on a more regular basis and volunteer project updates without waiting for them to ask.”
- “Explore opportunities for providing value-added services to clients, and demonstrate your commitment to going above and beyond their expectations.”
As long as you avoid negative phrases and focus on giving constructive feedback, you do not have to overanalyze the things you say in a performance review. By evaluating with sensitivity and looking to the future, you should be able to design your own successful performance review template to use for every employee who walks into your workspace.