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How to give feedback
How to give feedback

How to give feedback

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Oct 3, 2022 10:41 PM
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Last updated October 30, 2023
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Use this guide whenever you need to give feedback to someone. The performance reviews list below is a great source of inspiration for highlighting performance and personality specifics.
“Criticism, like rain, should be gentle enough to nourish a man’s growth without destroying his roots.”
– Frank A. Clark
 
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  • Be as specific as possible with examples.
  • Be honest, but not cruel.
  • When giving negative feedback:
    • Be sure to give it in a timely fashion. Don’t “hold onto” feedback for weeks or months. Deal with the issue as it arises.
    • Be kind and patient.
    • Give clear examples and actions they can take to improve (see list below)
See also:

    Talking Points

    Sources: 2600 Phrases for Effective Performance Reviews by Paul Falcone, and Kazoo
    ✅
    A Big Freaking List of Performance Reviews
    Name
    Tags
    Category
    Slug
    Calms those around her by keeping them focused on the end goal
    Positive
    Adaptability
    Demonstrates a keen ability to multi-task and juggle competing priorities
    Positive
    Adaptability
    Goes with the flow and adapts readily to any changes in circumstances
    Positive
    Adaptability
    Is a versatile team player capable of handling diverse assignments
    Positive
    Adaptability
    Maintains composure when faced with stressful situations
    Positive
    Adaptability
    Quickly adapts to deviation from a pre-planned schedule and course of action
    Positive
    Adaptability
    Rapidly adapts to changes in the nature of his assignments
    Positive
    Adaptability
    Readily identifies more efficient ways of doing business
    Positive
    Adaptability
    Remains a proponent of change
    Positive
    Adaptability
    Shows initiative when having to redefine the way she performs a task
    Positive
    Adaptability
    Welcomes change as an opportunity
    Positive
    Adaptability
    Welcomes constructive criticism
    Positive
    Adaptability
    Clearly enjoys the "people" aspect of his position
    Positive
    Client Service
    Consistently answers the phone with a smile and a friendly hello
    Positive
    Client Service
    Consistently gains necessary approvals and authorizations
    Positive
    Client Service
    Deals with challenging customers without becoming aggressive
    Positive
    Client Service
    Enjoys identifying "out-of-the-box" solutions for clients with special needs
    Positive
    Client Service
    Excels at providing timely feedback to even the most difficult customers
    Positive
    Client Service
    Follows up with clients to ensure no one feels forgotten or lost in the process
    Positive
    Client Service
    Has a very warm rapport with everyone she comes in contact with
    Positive
    Client Service
    Has become the "go-to guy" for clients who seek his advice to solve problems
    Positive
    Client Service
    Has developed a loyal customer base and a high rate of repeat business
    Positive
    Client Service
    Is able easily to switch from English to Spanish and back again
    Positive
    Client Service
    Is able to redefine the customer service process to meet clients' changing needs
    Positive
    Client Service
    Is an empathetic and focused listener
    Positive
    Client Service
    Knows when to ask for additional support from team management
    Positive
    Client Service
    Outlines the steps that she will take to resolve a problem
    Positive
    Client Service
    Overcomes objections in a logical and conversational fashion
    Positive
    Client Service
    Readily admits when she doesn't know the answer to a particular query
    Positive
    Client Service
    Receives ongoing positive feedback from clients—both verbally and in writing
    Positive
    Client Service
    Skillfully manages all but the most challenging customer situations
    Positive
    Client Service
    Skillfully overcomes customers' objections
    Positive
    Client Service
    Works very well with clients as well as all staff members
    Positive
    Client Service
    Acts as a calming influence when faced with anger or resentment
    Positive
    Communication and Cooperation
    Allows subordinates to share their achievements at weekly staff meetings
    Positive
    Communication and Cooperation
    Always makes others feel comfortable to participate and share their opinions
    Positive
    Communication and Cooperation
    Asks well-thought-out and well-prepared questions
    Positive
    Communication and Cooperation
    Builds consensus
    Positive
    Communication and Cooperation
    Builds strong working relationships with other internal departments
    Positive
    Communication and Cooperation
    Communicates clearly with customers who do not speak English fluently
    Positive
    Communication and Cooperation
    Created a reporting system that is now used throughout the company
    Positive
    Communication and Cooperation
    Creates an inclusive work environment
    Positive
    Communication and Cooperation
    Cultivates a culture of openness in information sharing
    Positive
    Communication and Cooperation
    Demonstrates a willingness to hear others out before reaching a decision
    Positive
    Communication and Cooperation
    Demonstrates candor and a sense of humor in all business dealings
    Positive
    Communication and Cooperation
    Displays originality and contributes fresh ideas
    Positive
    Communication and Cooperation
    Effectively shares highlights of conferences and workshops with her peers
    Positive
    Communication and Cooperation
    Encourages coworkers to be inventive and to take appropriate risks
    Positive
    Communication and Cooperation
    Encourages open communication, cooperation, and the sharing of knowledge
    Positive
    Communication and Cooperation
    Explains complicated issues clearly and succinctly
    Positive
    Communication and Cooperation
    Fosters a spirit of creative collaboration by giving teams, a common focus
    Positive
    Communication and Cooperation
    Funnels creative recommendations into practical applications
    Positive
    Communication and Cooperation
    Holds weekly staff meetings to ensure open communication
    Positive
    Communication and Cooperation
    Is always willing to take a fresh look at policies and practices
    Positive
    Communication and Cooperation
    Is not afraid to say "I don't know" or "I'll check on that and get back you"
    Positive
    Communication and Cooperation
    Makes ongoing suggestions to improve operations
    Positive
    Communication and Cooperation
    Possesses a knack for summarizing and communicating end results
    Positive
    Communication and Cooperation
    Provides ongoing feedback in a spirit of constructive criticism
    Positive
    Communication and Cooperation
    Provides timely feedback and follow-up
    Positive
    Communication and Cooperation
    Questions common practices in order to identify better ways of doing things
    Positive
    Communication and Cooperation
    Regularly asks for immediate feedback to ensure under-
    Positive
    Communication and Cooperation
    Regularly conducts postmortems on failed deals and learns from his mistakes
    Positive
    Communication and Cooperation
    Regularly solicits constructive feedback
    Positive
    Communication and Cooperation
    Remains open-minded and willing to entertain others’ ideas
    Positive
    Communication and Cooperation
    Skillfully changes direction when faced with new information
    Positive
    Communication and Cooperation
    Solved a long-standing software glitch through a creative workaround
    Positive
    Communication and Cooperation
    Speaks persuasively and convincingly
    Positive
    Communication and Cooperation
    Stands out among her peers as a public speaker and corporate spokesperson
    Positive
    Communication and Cooperation
    Thinks of imaginative alternatives when confronted with obstacles
    Positive
    Communication and Cooperation
    Thinks outside the box when faced with challenging situations
    Positive
    Communication and Cooperation
    Arrives at meetings on time and well prepared
    Positive
    Reliability
    Attained perfect attendance over the review period
    Positive
    Reliability
    Begins each day refreshed and eager to face new challenges
    Positive
    Reliability
    Begins each day refreshed and eager to face new challenges head-on
    Positive
    Reliability
    Begins meetings on time and ends them on schedule
    Positive
    Reliability
    Completes assignments accurately and meets deadlines as promised
    Positive
    Reliability
    Complies with all company standards of performance and conduct
    Positive
    Reliability
    Is always willing to work long hours on little or no notice
    Positive
    Reliability
    Is consistently dependable and conscientious
    Positive
    Reliability
    Is fully reliable in terms of attendance and punctuality
    Positive
    Reliability
    Meets all attendance and tardiness standards
    Positive
    Reliability
    Never misses work without gaining the appropriate advance approvals
    Positive
    Reliability
    Regularly arranges for back-up temporary support when absent
    Positive
    Reliability
    Never permit customers to treat you disrespectfully
    Needs Improvement
    Client Service
    Never use pressure to close a deal or to unduly influence a customer's decision
    Needs Improvement
    Client Service
    Proactively inform customers of pending delays
    Needs Improvement
    Client Service
    Provide objective and timely advice to customers
    Needs Improvement
    Client Service
    Quickly address problems even with the most demanding customers
    Needs Improvement
    Client Service
    Receives ongoing substandard customer satisfaction scores
    Needs Improvement
    Client Service
    Refers too many customer queries to management for final resolution
    Needs Improvement
    Client Service
    Refrain from speaking poorly of the competition
    Needs Improvement
    Client Service
    Share information and resources readily
    Needs Improvement
    Client Service
    Share only as much information with a client as is necessary
    Needs Improvement
    Client Service
    Tactfully tell customers no when their demands or expectations cannot be met
    Needs Improvement
    Client Service
    Appears unable or unwilling to say no to any request
    Needs Improvement
    Communication and Cooperation
    Asks questions for questions' sake
    Needs Improvement
    Communication and Cooperation
    Creates a territorial atmosphere
    Needs Improvement
    Communication and Cooperation
    Delays passing along bad news for fear of potential confrontation
    Needs Improvement
    Communication and Cooperation
    Engages in shouting matches
    Needs Improvement
    Communication and Cooperation
    Fails to communicate bad news upward
    Needs Improvement
    Communication and Cooperation
    Fails to take disciplinary actions when subordinates fail to meet expectations
    Needs Improvement
    Communication and Cooperation
    Has difficulty boiling down complex issues into their component parts
    Needs Improvement
    Communication and Cooperation
    Has difficulty distinguishing clearly between macro issues and micro details
    Needs Improvement
    Communication and Cooperation
    Is too wordy to communicate a clear and compelling message
    Needs Improvement
    Communication and Cooperation
    Makes others feel intimidated and uncomfortable when they ask for help
    Needs Improvement
    Communication and Cooperation
    Prefers that others deliver bad news, even if it's clearly her responsibility
    Needs Improvement
    Communication and Cooperation
    Readily attributes blame to others
    Needs Improvement
    Communication and Cooperation
    Refuses to commit her staff's time to other departments when asked
    Needs Improvement
    Communication and Cooperation
    Regularly complains of a lack of necessary resources to perform effectively
    Needs Improvement
    Communication and Cooperation
    Remains reluctant to provide subordinates with constructive feedback
    Needs Improvement
    Communication and Cooperation
    Tends to "foxhole" and isolate himself
    Needs Improvement
    Communication and Cooperation
    Uses defamatory, derogatory language to humiliate staff members
    Needs Improvement
    Communication and Cooperation
    Appears unwilling to take creative chances
    Needs Improvement
    Creativity and Innovation
    Demonstrates little innovation or creativity
    Needs Improvement
    Creativity and Innovation
    Does not seek creative alternatives to conventional practices
    Needs Improvement
    Creativity and Innovation
    Fails to give credit to subordinates who generate new ideas and solutions
    Needs Improvement
    Creativity and Innovation
    Fails to tap the creative potential of peers and subordinates
    Needs Improvement
    Creativity and Innovation
    Is reluctant to explore new approaches or alternatives
    Needs Improvement
    Creativity and Innovation
    Is slow to adjust his work in light of clients' changing needs
    Needs Improvement
    Creativity and Innovation
    Often gets too "creative" in changing established procedures without approval
    Needs Improvement
    Creativity and Innovation
    Only initiates courses of action that have guaranteed outcomes
    Needs Improvement
    Creativity and Innovation
    Tends to process information in a rote manner
    Needs Improvement
    Creativity and Innovation
    Allows cell phone calls to interrupt business meetings with staff and clients
    Needs Improvement
    Reliability
    Comes and goes as he pleases, citing his "exempt" status
    Needs Improvement
    Reliability
    Continuously patterns his sick days around regularly scheduled time off
    Needs Improvement
    Reliability
    Demonstrates a lack of respect for others' time by arriving late at meetings
    Needs Improvement
    Reliability
    Does not consistently obtain advance approval for arriving late at work
    Needs Improvement
    Reliability
    Does not meet standards for attendance and punctuality
    Needs Improvement
    Reliability
    Does not return phone calls and e-mails in a timely manner
    Needs Improvement
    Reliability
    Fails to assume responsibility for his actions
    Needs Improvement
    Reliability
    Fails to follow appropriate call-in procedures during absence
    Needs Improvement
    Reliability
    Frequently arrives late to meetings while insisting that his subordinates arrive on time
    Needs Improvement
    Reliability
    Generates an excessive number of personal phone calls throughout the day
    Needs Improvement
    Reliability
    Has again used the maximum number of sick days allowed
    Needs Improvement
    Reliability
    Spends excessive time handling personal matters on the Internet
    Needs Improvement
    Reliability
    Tends to wander from his desk, leaving office phones uncovered
    Needs Improvement
    Reliability
    Becomes frustrated when customers ask too many questions
    Needs Improvement
    Client Service
    Cannot yet demonstrate sufficient knowledge of company products
    Needs Improvement
    Client Service
    Demonstrate total commitment to outstanding customer service
    Needs Improvement
    Client Service
    Demonstrates condescending behavior when dealing with overly demanding callers
    Needs Improvement
    Client Service
    Displays sarcasm and alienates those looking for help
    Needs Improvement
    Client Service
    Does not manage customer expectations by explaining reasons for delays
    Needs Improvement
    Client Service
    Effectively prioritize your workload based on your customers' needs
    Needs Improvement
    Client Service
    Exceed customers' expectations by providing timely feedback and follow-up
    Needs Improvement
    Client Service
    Follow up with customers after the conclusion of a sale
    Needs Improvement
    Client Service
    Has difficulty saying no or tactfully telling customers that they must wait their turn
    Needs Improvement
    Client Service
    Has little patience for customers with "dumb questions"
    Needs Improvement
    Client Service
    Has received numerous customer complaints for failing to follow up as promised
    Needs Improvement
    Client Service
    Involve management whenever customers behave inappropriately
    Needs Improvement
    Client Service
    Is unwilling to adapt his tone and personality to fit a particular caller's style
    Needs Improvement
    Client Service
    Make sure that clients understand that you're on their side
    Needs Improvement
    Client Service
    Misses opportunities for cross-selling and overcoming initial objections 
    Needs Improvement
    Client Service
    Never appear to talk down to or to patronize customers
    Needs Improvement
    Client Service
    Appears reluctant to embrace last-minute changes in direction
    Needs Improvement
    Adaptability
    Avoids covering for others in the department when needed
    Needs Improvement
    Adaptability
    Becomes flustered when interrupted or asked to deviate from a fixed schedule
    Needs Improvement
    Adaptability
    Becomes frustrated when faced with unexpected changes in plans
    Needs Improvement
    Adaptability
    Demonstrates a tendency to resist even minor changes
    Needs Improvement
    Adaptability
    Demonstrates a time-clock mentality
    Needs Improvement
    Adaptability
    Does not "roll with the punches" effectively
    Needs Improvement
    Adaptability
    Does not excel at independent, research-based activities
    Needs Improvement
    Adaptability
    Often raises her voice and "lashes out" at her peers when things don't go as planned
    Needs Improvement
    Adaptability
    Postpones or delays training and implementation of new programs
    Needs Improvement
    Adaptability
    Remains unwilling to carry out tasks that are "below him"
    Needs Improvement
    Adaptability
    Strictly adheres to only those job duties outlined in her job description
    Needs Improvement
    Adaptability
    Tends to resist or resent new work assignments
    Needs Improvement
    Adaptability
    Always exhibit creativity and flexibility in solving customers' problems
    Needs Improvement
    Client Service
    Always put the client's needs above your own
    Needs Improvement
    Client Service
    Argues and uses inflammatory language with customers
    Needs Improvement
    Client Service
    Become more adaptable to any changes in your work assignments
    Feedback Goals; Needs Improvement
    Creativity and Innovation
    Become more willing to take on duties not outlined in your job description
    Feedback Goals; Needs Improvement
    Adaptability
    Learn to deal with unexpected changes in plans
    Feedback Goals; Needs Improvement
    Adaptability
    Look for ways of using new technologies in order to increase your efficiency
    Feedback Goals; Needs Improvement
    Adaptability
    Support organizational restructuring efforts in a constructive manner
    Feedback Goals; Needs Improvement
    Adaptability
    Always deliver bad news quickly and tactfully
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Answer incoming telephone lines within two rings
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Avoid blaming or censuring others publicly
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Be careful not to appear overwhelmed or anxious about the workload
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Be conscious of your body language at all times
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Build consensus via shared decision-making
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Build trust through regular, open, and honest communication
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Cultivate a culture of openness and information sharing
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Do not leave callers on hold for more than 30 seconds
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Don't treat coworkers who interrupt you as if they're inconveniencing you
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Ensure that your direct reports are informed of each other’s activities
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Listen and respond to others appropriately using a respectful tone
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Manage others' expectations appropriately•
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Nod your head to communicate that you are actively listening
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Proactively feed information upwards to keep management well informed
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Readily admit if you're not sure of an answer
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Refrain from using comments like "It's not in my job description"
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Say yes when you mean yes and no when you mean no
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Stop others immediately from speaking to you in a derogatory tone
    Feedback Goals; Needs Improvement
    Communication and Cooperation
    Be willing to "think out of the box" when solving difficult problems
    Feedback Goals; Needs Improvement
    Creativity and Innovation
    Consistently acknowledge staff members who generate new ideas
    Feedback Goals; Needs Improvement
    Creativity and Innovation
    Encourage creativity and independent thought among subordinates
    Feedback Goals; Needs Improvement
    Creativity and Innovation
    Obtain approval before you change established procedures
    Feedback Goals; Needs Improvement
    Creativity and Innovation
    Seek out new ideas from others
    Feedback Goals; Needs Improvement
    Creativity and Innovation
    Arrive at the office on time and ready to begin work by your scheduled start time
    Feedback Goals; Needs Improvement
    Reliability
    Develop a reputation for reliability and excellence in all that you do
    Feedback Goals; Needs Improvement
    Reliability
    Speak with me in person (not by leaving a voicemail message) when you need time off
    Feedback Goals; Needs Improvement
    Reliability
    It’s clear you’re excited about the project. But sometimes, when you get excited, you don’t leave room for others to bring their     ideas to the table. In particular, I noticed that you spoke over David and Muriel several times throughout the meeting. Did you notice this, too?
    Example
    Communication and Cooperation
    In a group setting, I’d like you to make space for others in conversations and meetings. It’s a necessary skill for your career development and helps utilize the full talents of the team. What do you think?
    Example
    Communication and Cooperation
    I really appreciated how you kept me up to date on X project this week — it helped me coordinate with our stakeholders, and I’m excited to share that we’re on track to launch. It’s also great to see your process. I’m impressed with the efficiencies you’re introducing.
    Example
    Creativity and Innovation
    I’m curious about where we are with Y project. If any issues have come up, it’s best that I know as soon as possible so I can help you get back on target. How about you shoot me daily updates just so I know where we are?
    Example
    Time Management
    I can’t help but notice that this is the third deadline that’s caught up to you this month. I understand this is a fast-paced environment, and I think you’d be more effective if we rethought your time management strategies.”
    Example
    Time Management
    Thanks for letting me know you’re running behind schedule on this project. Let’s take a look at your     goals and see how you’re spending your time — I bet there are opportunities for efficiencies there.
    Example
    Time Management
    It’d be great to see you take on fewer projects, or narrow your focus to be more attainable. What do you think?
    Example
    Time Management
    Your work on X, Y and Z were solid, valuable accomplishments this quarter. I know you didn’t complete every goal you set, and that’s okay — it’s great to see you reach high. But I recognize that it can be discouraging, too. So let’s take this opportunity to rethink your goals moving forward.
    Example
    Time Management
    You know I’ve always appreciated your grasp of our larger vision, and it’s great that you see big-picture. But you’ve missed out on some smaller details in your last few projects, like X and Y. Unfortunately, that ultimately set the team back because they had to correct those oversights.
    Example
    Quality
    I’d love for you to keep that big-picture vision while working on those little blind spots. For your next project, let’s put together a detailed checklist of all your deliverables to make sure you don’t miss anything. Give it a shot, then let’s follow up and reassess from there.
    Example
    Quality
    Hey, I noticed you weren’t in our last few morning meetings. I’m concerned that you may have missed some important information and that it will be difficult for other team members to sync up with you. I’d like to take the time to go over what you missed now. Then, let’s work out a plan together, so this doesn’t continue to happen in the future.
    Example
    Reliability
    You did a fantastic job collaborating with your team last week, but I worry that you may have derailed Howie by seeking his help with X. I’ve seen you work, and I’m confident that if you’d thought about it a little longer, you could have come up with a solution on your own. I know you can do it. Do you believe you can?
    Example
    Communication and Cooperation
    It’d be great to see you tap into your resourcefulness and apply it to problem-solving before reaching out to others. Try sitting with an issue for 5 minutes before you reach out to anybody else. If this doesn’t work, check in with me and we can come up with a solution.
    Example
    Adaptability
    I wanted to check in and see how things are going. You don’t seem to be quite as engaged at work lately — is there something I can do to help you get back on track? I’d like to keep you happy here. Let’s set a time to review your goals and responsibilities and make sure we’re on the same page.
    Example
    Attitude
    I’m glad we’re taking the time to check-in. I feel like you haven’t been as happy at work lately. How do you feel? Is there something I can do to help you have a better experience here?
    Example
    Attitude
    I appreciate your input. When you have an issue, it’s helpful for the team and me if you share it with me so I can address it. That’s a positive, productive move. If you talk to your teammates about your issues, I can’t help you solve them, which creates an atmosphere of negativity.
    Example
    Attitude
    I know there are a lot of rumors flying around about X, and I know you’re concerned about it. I value your trust and contributions here, so I’d like to set the record straight and explain what I can.
    Example
    Communication and Cooperation
    I understand your feelings, and I know it’s frustrating when you feel your questions aren’t being answered. In the future, though, please bring your concerns directly to me. When you share them with your teammates, it creates a company culture of fear and negativity without providing answers.
    Example
    Communication and Cooperation
    Hey, I wanted to check-in and see how you felt about your work this week. Samika mentioned that you used a sarcastic tone with her in a meeting and it made her uncomfortable. We need to be able to function as a team, and I was hoping to hear your side of the story to see if everything is okay.
    Example
    Communication and Cooperation
    This morning you left our team meeting early. I could tell you were frustrated by the discussion, but walking out on your teammates doesn’t show them the same respect they show you during the conflict. How can we find a solution moving forward?
    Example
    Communication and Cooperation