Best Practices for Communicating During Performance Reviews

Performance reviews are more than a formal ritual—they’re powerful opportunities to align goals, clarify expectations, and inspire high performance. When conducted with the right communication approach, review conversations can strengthen trust and promote genuine career development.

1. Prepare Thoughtfully for the Discussion

Before starting the performance review talk, gather factual data, achievements, and feedback from multiple sources. Preparation shows respect for the employee’s contributions and ensures the conversation remains objective.

2. Set a Collaborative Tone

Start with a positive note and explain that the purpose of the meeting is mutual improvement. Encourage open dialogue by asking the employee for their perspective first. A two-way review communication builds engagement and ownership.

3. Balance Strengths and Development Points

Highlight what’s working well before addressing areas for growth. Use specific examples and avoid vague statements. Offer supportive guidance and actionable steps for progress rather than simply pointing out weaknesses.

4. Link Feedback to Career Goals

Tie every piece of feedback to long-term career discussion objectives. This transforms the review into a future-focused conversation rather than a backward-looking critique. Discuss potential learning opportunities, mentorship, and advancement paths.

5. Document and Follow Up

Summarize key discussion points in writing, including commitments and next steps. Schedule periodic check-ins to track improvements and keep motivation high throughout the performance cycle.

FAQ

How can I make my performance review conversation more effective?

Structure the discussion around evidence and shared goals. Begin with clear recognition, listen actively, and ensure both parties leave with agreed action steps. Summarizing outcomes helps maintain accountability.

What should managers avoid during performance reviews?

Avoid making assumptions or focusing solely on negatives. Skip comparisons between employees and refrain from surprising the team member with feedback they haven’t heard before. Continuous feedback outside reviews prevents this issue.

How do I handle defensive reactions in a performance review?

Stay calm, acknowledge emotions, and reframe statements using neutral language. Listen carefully and clarify that the goal is development and not criticism.

TGBA.IO