Performance reviews, also known as appraisals, are a vital part of effective performance management in any organisation. These reviews create opportunities to celebrate successes, address challenges, and guide employees toward growth and development. When done right, performance appraisals help employees understand their strengths, pinpoint areas for improvement, and accelerate their professional growth.

Negative feedback, while often uncomfortable, is a crucial component in helping employees realise their full potential. When approached constructively, it can pave the way for meaningful improvement and success. In this guide, we’ll share practical tips for delivering negative feedback during a performance review, offering strategies to address performance gaps, promote development, and transform challenging conversations into opportunities for growth.

Why Performance Reviews are Important

Performance reviews provide essential insights into an employee’s work habits, strengths, and areas for improvement. When done effectively, they help both the manager, and the employee stay aligned on expectations, progress, and goals while recognising successes. These reviews also offer a chance to address potential issues early, reducing the risk of more significant challenges later.

While giving negative feedback can be difficult, it is a fundamental part of performance management. When approached constructively, criticism can help employees identify areas to improve and work towards solutions. The focus should always be on growth, not just highlighting mistakes.

Research from Gallup shows that 80% of employees who receive meaningful feedback in the past week are fully engaged. This increased employee engagement can lead to better performance and overall job satisfaction, making performance reviews a vital tool for both career development and company success.

7 Tips For Giving Negative Feedback During a Performance Review

1) Establish a Supportive & Safe Environment

When planning a performance review, carefully consider the timing, location, and setting to ensure a productive conversation. According to Dr. Jeremy Sutton, a psychologist and expert in human endurance, delivering negative feedback is most effective when done in person. This allows for a more personal connection and immediate clarification. Choose a private environment and allocate enough time to avoid rushing through the discussion. During the conversation, maintain a calm and neutral tone, and avoid judgmental language. Instead, focus on offering constructive observations that promote a supportive and productive dialogue.

2) Balance with Positive Feedback

According to Gallup, only 14% of employees strongly agree that performance reviews motivate them to improve. This presents an opportunity for managers to shift the conversation by maintaining a positive and encouraging tone.

While it’s important to address areas for improvement, it’s equally crucial to frame the conversation as a chance for growth. Rather than focusing solely on weaknesses, emphasise that feedback is a tool for development. For example, saying, “I know you’re capable of more, and I believe this feedback will help you get there,” can be empowering.

Negative feedback can often drown out positive feedback, so when discussing areas for improvement, reassure your employee that it’s all part of a learning process. Remember, each employee is unique, so tailor your approach accordingly. Using emotional intelligence, especially with those receiving negative feedback for the first time, helps them feel supported. Additionally, reflecting on your own experiences with feedback can remind you of what motivated and encouraged you during similar discussions.

3) Focus on Actions, Not Personality

When giving feedback, it’s important to keep the focus on the work, not the individual. Address specific tasks or behaviours that need improvement rather than making general comments about the employee’s character. This helps avoid making the employee feel personally attacked or defensive. Instead of saying, “You’re not doing your job well,” try saying, “The project deadlines weren’t met, and communication could be clearer.” By focusing on specific examples, the employee can better understand what needs to be improved and take actionable steps.

4) Be Clear and Specific

Vague feedback can be frustrating and unhelpful. Employees need clear examples to understand where they fell short and how to better their skill set. General comments like “You need to do better” don’t provide enough guidance. Instead, focus on specific feedback.

For instance, rather than saying, “Your performance needs improvement,” provide concrete examples: “In the last two months, your reports have been consistently late, which has delayed the workflow for the rest of the team.” This makes it easier for the employee to identify the issue and take action.

Where possible, reinforce your feedback with concrete performance metrics, reports, and analytics. For example, if an employee’s performance on a project falls short, refer to specific data or benchmarks to illustrate the gap. Similarly, for positive feedback, highlight measurable achievements, such as exceeding sales targets or improving customer satisfaction scores.

Incorporating insights from 360-degree reviews can provide a well-rounded perspective, offering input from colleagues, supervisors, and subordinates. This approach makes your feedback more credible, objective, and actionable, ensuring the discussion is grounded in clear, tangible examples.

5) Actively Listen to Your Employee

A performance review should be a two-way conversation that promotes collaboration and mutual understanding. Give employees the chance to share their perspectives, as there may be personal challenges, unclear expectations, or resource limitations affecting their performance.

By actively listening, you create a dialogue that not only addresses areas for improvement but also celebrates successes. This open communication cultivates a positive workplace culture and strengthens employee engagement. Encourage employees to discuss their achievements, challenges, and any obstacles they face. When employees feel heard and supported, they are more likely to connect with the feedback, remain motivated, and contribute positively to the organisation’s goals.

6) Offer Support & a PIP

Approach a performance appraisal as an opportunity to recognise achievements while guiding the employee toward improvement. Instead of focusing solely on shortcomings, offer support by discussing the resources, training, or mentoring they may need to succeed. Reassure the employee that you are committed to their professional development and invested in their growth.

An effective way to provide support is through a Performance Improvement Plan (PIP). This plan gives the employee clear direction and accountability by pairing agreed-upon SMART goals with regular check-ins to monitor progress. In addition to the PIP, consider offering mentorship or career development opportunities to help them build the skills they need. For more on navigating a PIP, check out our previous blog.

7) Follow Up & Check In

One of the most crucial aspects to remember is that performance reviews should be part of a continuous process rather than a one-time event. Regular follow-ups and ongoing feedback are essential to track progress and provide support. Gallup reports that 26% of employees say their performance is evaluated less than once a year, and 48% only have annual reviews. This lack of regular feedback means missed opportunities to address issues and support growth.

To avoid this, schedule continued check-ins to review the employee’s progress with the improvement plan and address any new challenges. Establish a realistic timeline based on the specific issues and the time needed for measurable improvement. Use these meetings to provide constructive feedback, celebrate small wins, and make adjustments to the plan as necessary.

While emphasising accountability, promote open dialogue by inviting upward feedback from the employee as well. Actively engaging in their development and being flexible with the plan shows that you’re committed to their success. This approach reinforces that the goal of the review is not just to highlight mistakes but to collaborate on achieving meaningful improvement.

How emPerform Can Revolutionise Your Performance Review Process

At emPerform, we simplify performance reviews, making them transparent and actionable. Our performance management software helps managers streamline feedback, create customised review templates, and track performance over time to keep goals measurable and feedback consistent.

Using emPerform can transform the Performance Improvement Plan (PIP) process into a tool for growth. It provides clarity with SMART goal-setting, progress tracking through detailed analytics, and post-PIP monitoring to ensure sustained improvement, while continuous feedback features keep communication open and guidance consistent. By adopting emPerform, organisations can build a culture of growth, development, and employee engagement, driving long-term success.

Turning Negative Feedback into Opportunities for Success

Effectively delivering negative feedback during a performance review is more than just pointing out what’s wrong; it’s about steering the conversation toward improvement, collaboration, and long-term success. By staying positive, focusing on specific actions, listening actively, and providing clear guidance through tools like a PIP, you can turn challenging conversations into opportunities for growth.

emPerform can be your partner in making these reviews more effective. Our intuitive performance management software helps you simplify the process, set clear expectations, and track progress to create a culture of accountability and development. With tools for customised review templates, SMART goal-setting, and regular feedback, emPerform provides the support needed to turn negative reviews into a foundation for success.

Ready to optimise your performance review process? Explore how adding emPerform to your HR Toolkit can help your organisation conduct professional, structured, and results-oriented reviews that benefit both employees and the business.

Book a FREE demo today or contact us for any advice on performance management.