45 Effective Performance Feedback Examples and How to Use Them

You probably have experience giving performance reviews, but are they working?

Measuring and providing performance feedback is much easier said than done. However, as a people operations professional, this is one of the most important aspects of your position. 

Delivering effective performance-based feedback isn't something that comes automatically or even necessarily with experience. Instead, it relies on well-thought-out processes and a supportive company culture. 

This article will discuss employee performance theory and how to get results from reviews. 

To help you fully understand, we included dozens of examples covering different categories and performance levels you can use as inspiration for finding your supportive tone and delivery techniques.

🎯 What is performance feedback?

"Some of the best informal learning occurs from consistent and candid performance feedback." Deborah Busser, Executive Leadership Coach & Facilitator. 

Once you measure an employee's performance, you can use performance feedback to inform them about how well they meet expectations or measure up to their peers. 

You can create and deliver feedback in various ways. The key is to find a system that works well for your organization.

Traditional approaches to employee feedback often come in the form of annual performance reviews between a supervisor and a subordinate. However, many companies are phasing out this old-school approach in favor of more dynamic and supportive feedback. Cisco is one of those companies. 

📡 Discover how to deliver valuable feedback to employees like Cisco with data-driven processes in our Cisco performance case study.

Sharing feedback about performance in a timely fashion or after each gives employees constant insights that encourage personal and professional growth. 

Tip: 360-degree feedback software offers more perspectives while automating the process for more fair and effective results without more work.

🎥 Read how Netflix gives feedback for employee performance and how you can use 360 feedback software to set a similar process in a few clicks. 

💬 45 Performance feedback examples you can include in your upcoming performance review

While topics of discussion will vary depending on the individual, role, and organization, some common categories are universal among many businesses. 

Here are some effective performance review phrases you can use as inspiration when planning feedback at your company. 

Each example is part of a five-point scale ranging from excellent to poor performance.

Accomplishing goals

Exceeds expectations

"Your performance this last quarter has been excellent. You have hit all of your target metrics and satisfied or exceeded expectations in almost every category. Would you be interested in running a training?"

"We are very pleased with your performance so far. You've hit all of your milestones and are ahead of schedule on your training. Keep up the good work!"

Meets most expectations

"You are right on track with performance goals and your average scores are right where they need to be. You were behind on a few deadlines but ahead on others, so your performance is satisfactory overall. There are a few areas I think you could improve at with a little effort."

Meets some expectations

"While you have done well with some projects lately, you were behind on a few others. As a result, your performance is lagging behind expectations, so let's work together to find a way to get back on track."

Does not meet expectations

"Unfortunately, your performance ratings have come up short in a number of categories. I think you have the potential to meet company standards, but it's going to take work and some creative solutions. How do you think we can turn things around?"

Teamwork

Exceeds expectations

"Looking over the 360-degree performance reviews, your team truly appreciates your contributions. You have been a great asset to recent projects and a good intermediary between departments. As a result, you have made it on our shortlist for future leadership opportunities."

"One of your strongest categories in this performance review is teamwork. You were effective at training and always quick to reply to emails. Communication skills are important, so thanks for setting a good example!"

Meets some expectations

"Teamwork is a focus of this performance review. While your scores aren't bad, they were one of your lower categories. Responding to team communication is important, so double-check you haven't missed any emails before the end of each day."

"In order for things to run smoothly, it is important to be a team player. I understand that sometimes personality conflicts arise, but it is important to overcome them, so they don't impact work. Do you think you can manage that on your own or should we schedule a sit down with [coworker's name] to sort this out?"

Does not meet expectations

"Unfortunately, the lowest score on this performance review for you was teamwork. It appears that inadequate communication has led to a number of issues that hurt efficiency in your department and created stressful situations for others. Moving forward, it is crucial that you respond to all emails within 24 hours and provide updates in project status as they arise."

Problem-solving

Exceeds expectations

"We know this past year hasn't been easy, but we have all been impressed with your taking everything in stride. We are particularly impressed with your problem-solving skill, as it has allowed you to keep momentum despite many curveballs."

"Project X was a major success, and you deserve credit for your role in it. Your performance when it came to tackling new issues was much appreciated, and we will keep in mind your problem solving capability for future project considerations."

Meets some expectations

"New roles come with many new challenges, and I was happy to see you rolling with the punches and figuring things out. Problem-solving is an important metric when it comes to performance, so I'm happy to say your scores were satisfactory. Keep it up!"

Does not meet expectations

"While we try to document procedures as thoroughly as possible, sometimes an unforeseen problem arises and we need to be able to address it, or at least try. I would like to see you step up to the plate next time an unexpected issue comes up, rather than ignore it or pass it off to someone else."

"Unfortunately, it seems like this role may not be a great fit for you. There are going to be a lot of challenges that pop up to keep projects running smoothly, and unfortunately you weren't able to overcome them. How would you feel about transferring to a different department?"

Quality of work

Exceeds expectations

"I am happy to report that your reviews came back with an overall score of 98% for quality of work. That is exceptional performance and you will be receiving a raise starting this pay period as a thank you for your effort and ability."

Meets most expectations

"Your quality of work scores came back at 79% which you should be proud of. The fact that you were able to deliver quality work and hit all of your deadlines sets a good example for everyone on your team."

Meets some expectations

"After tallying your scores, the final number was 60%. This score is slightly above average, but you have the potential to do better. Would you be interested in taking a training course to brush up on your skills?"

"Unfortunately, your scores came back at only 45% for quality. This result isn't far below average, but we would like to get your scores up a bit higher. Do you have any thoughts on how we can achieve that?

Does not meet expectations

"I'm sorry to say your quality scores were only 21%. As you know, this result is significantly below our target numbers for this stage, so we need to see a major improvement over the next period. If there is anything I can do to help, or if you have any questions, don't hesitate to reach out to me."

Leadership qualities

Exceeds expectations

"The last thing I wanted to touch on today was your leadership skills. While this doesn't directly affect your performance, it benefits the entire team. Your ability and willingness to guide new hires this season have been remarkable and haven't gone unnoticed. Are you interested in career advancement, such as a management role?"

"I know you said you were happy with your position and not interested in moving up, but I wanted you to know we appreciate you stepping up and guiding the team when direction is needed. If you ever change your mind, you have what it takes for a leadership role.

Meets most expectations

"We think it is essential to cycle project leads and allow everyone to manage a team. Your performance during Project X was quite good. I know you don't like being the center of attention, but if you work on your public speaking, I think you have leadership potential.

Meets some expectations

"You are new to this position so I understand there will be growing pains, but I have noticed your willingness to lead your team hasn't quite met your interest in the promotion that got us here. What can we do to bridge that gap?"

Does not meet expectations

"I noticed in the 360-degree feedback reviews that your leadership scores were quite low from several of your team members. Do you have any idea why that might be? Has there been conflict lately?"

Productivity

Greatly exceeds expectations

"As you know, our target number for new employees is 20 calls per month. Your average over your first year was 25. We are all very impressed with your productivity and would like to accelerate you on the promotion track as a result. Congratulations!"

Exceeds expectations

"I think the most impressive score this performance review is your productivity. You managed to beat every deadline last quarter and completed more tasks than anyone else on your team. Keep up the good work!"

Meets all expectations

"I'm happy to say you nailed the tasks completed this past period. The organizational goal was 20 and that's exactly what you did. Did you have any trouble accomplishing that?"

Meets most expectations

"I wanted to talk about your productivity. While your quality of work and output were sufficient, your productivity score was consistently under 50%. While this isn't a significant concern since your results were adequate, we can find a better way for you to stay active during your shift.

Does not meet

"After reviewing your 360-degree performance feedback, there were several mentions of you falling behind on projects. We need to find a way to boost your productivity so that doesn't become a pattern. Do you have time later today to review your processes together so we can find ways to streamline?"

➡️ Get inspired with 30 constructive feedback examples for specific skill sets and scenarios.

Meeting deadlines

Exceeds expectations

"As you know, our clients depend on us meeting projected deadlines so they are able to complete their tasks on time. You have been on-time with every project so far this year, to the point that we have clients specifically requesting you for the future. Have you considered a project management role? You could be an asset there."

Meets most expectations

"Looking at your performance results for hitting deadlines, it looks like you were only behind on one but ahead or on time with all others. What happened with the one? Overall we are very pleased with these results."

"It looks like you were right on track with deadlines this quarter. You missed a few, but within the acceptable guidelines. If you foresee you might miss a deadline in the future, please give me a heads up so I can notify the client."

Meets some expectations

"Unfortunately, you missed several deadlines over the past month. I know it has been busy, but this led to some unhappy clients. We need to be sure we are on track with the schedule, or ask for help if you are falling behind."

Does not meet expectations

"I'm sorry to say that you missed too many deadlines over the past quarter. The quality of your work has been good, but time management is also important. Let's talk about how we can ensure you stay on schedule this upcoming quarter."

Decision making

Exceeds expectations

"While we will never fault anybody for asking for clarification on a task, we were particularly impressed with your ability to make difficult calls when that clarification wasn't immediately available. We found you made the right decisions in most cases and appreciate you following up to let us know what you did and why you did it. Good work."

"I know we kind of threw you to the wolves on Project X, but you did a great job handling your team and making decisions under pressure. You will definitely be considered for leading future projects in that vein."

Meets most expectations

"Your 360-degree performance feedback tally for decision-making came back as a B-. You usually make the right choice when it comes down to the wire, but maybe seek approval more often than needed. While we encourage you to ask for clarification when needed, you can make those calls on your own, in most cases.

Meets some expectations

"I did want to talk about the decision making category. You're a good worker with a good head on your shoulders, so don't be shy to make decisions that fall under your role. We can always make corrective actions, so don't hold up the process because you're worried about getting approval from a superior."

Does not meet expectations

We can both agree that your decision to stray from standard procedure during Project X didn't go well. I understand why you thought it would save time, but the consequences ended up costing more time. Please stick to our protocols or check with a superior before going off script in the future." 

Accountability

Exceeds expectations

"Taking pride in your work is a key part of our mission statement and one that you have really shown to embody. Clients also appreciate getting clear updates and answers instead of just hearing what they want to hear. Honesty is important for success, even if the news is bad."

Meets most expectations

"Though Project X didn't go as smoothly as we would have liked, we appreciate you keeping us apprised of the status, even when you realized you made some errors. Your honesty allowed us to find an alternative solution before the client realized it. Again, we admire your integrity."

"I just wanted to touch base on the accountability portion of the 360-degree performance reviews. Your coworkers found that you did a good job being accountable for your accomplishments, and mistakes, which is important for moving forward. Keep it up."

Meets some expectations

"We had one particularly concerning 360-degree performance feedback suspicious. One of your coworkers claimed you threw them under the bus during Project X to cover up an error you made. Do you recall that incident? Can you tell me your side of the story?"

Does not meet expectations

"While we understand Project X was difficult, blaming others for your shortcomings goes against our corporate values. We can always find a way to fix a difficult situation, but not if we don't know what is wrong. I assure you the outcome will be better if you inform your supervisor of a problem when it first presents itself, rather than letting it come to light down the road. Please don't be afraid to communicate."

🔁 How does performance feedback impact employee success?

Performance feedback is vital for correcting undesirable work habits and reinforcing strong ones. 

Without frequent feedback, some employees will be unaware whether they are meeting expectations or underperforming.

Constructive feedback can effectively correct behavior if you frame it in a positive and supportive way. 

Tip #1: Performance feedback is most effective when managers have a positive attitude and reinforce good behavior to improve morale alongside criticism.

Tip #2: Be careful about delivering negative feedback without offering a concrete solution or aid to fix the problem: A negative performance evaluation can decrease morale and job satisfaction, which can reduce future performance.

"Receiving negative feedback is likely to bring about a sense of failure and frustration that may be difficult to overcome. [...]

[However] when employees believe they can change and grow, it is easier for them to do so. This shared set of beliefs can foster a greater openness to feedback and a deeper sense of purpose and meaning toward the long-term goals of the organization." Motro, Comer, Lenaghan, Examining the effects of negative performance feedback: The roles of sadness, feedback self-efficacy, and grit. 

➡️ Learn how to use feedback for evaluative and developmental purposes.

📈 3 Best practices for defining performance in your workplace

Performance is a measure of a worker's ability to perform their job. Common ways to measure performance include output, work quality, and overall company value. 

The output is often a good performance measure for more mechanical and routine tasks. 

Assembly line workers, for example, usually perform the same task repeatedly throughout the day. They generally make few mistakes, so the primary performance metric will be how many items they process in a day.

For more specialized duties that require creative skills or talent, the quality of the work is often more important than the output. 

An example is a graphic designer who creates logos for companies. In these cases, the goal is not to create as many logos as possible in a day but to design high-quality logos for a few clients. 

Sometimes, a job may combine the two or be more fluid, with constantly changing tasks and challenges. 

Examples include retail managers. One would not measure their performance in output or a final quality product (per se), but rather their ability to keep the store running smoothly when presented with different challenges.

💡 5 Tips for writing an effective performance review

A solid procedure for your performance reviews is essential, as is knowing the subject's personality and how to deliver criticism to them effectively. 

Here are some other considerations to keep in mind.

Include examples

A significant flaw of the traditional yearly review system is trying to remember concrete examples from the previous twelve months. 

The modern method of regular reviews ensures you can use clear and recent examples as a reference. 

Tip: Using facts, data, and examples to support feedback ensures more objective results with less bias or incomplete viewpoints.

Be honest

Feedback is only helpful if it is honest and accurate. 

Inventing problems to check off a box that reads "areas to improve" will only frustrate the subject without adding value. 

Likewise, sugarcoating criticism decreases the chances for improvement.

Avoid judgment

Especially when discussing elements outside of the subject's control, avoid assigning blame or making judgments. 

Performance feedback aims to improve performance and find solutions to obstacles. Therefore, focus on finding ways to support the subject rather than pointing fingers at problems.

Stay positive

Sometimes there is no avoiding negative performance feedback. 

If an employee is underperforming, they need to know. 

However, hammering employees with repeated criticism without offering at least an equal measure of encouragement and support could be counterproductive.

"Being on the receiving end of negative feedback can be difficult as it can chip away at one's self-esteem, generate negative emotions and hurt future performance." Motro, Comer, Lenaghan,  Examining the effects of negative performance feedback.

Choose your words carefully and avoid any verbiage that could seem inflammatory or insulting.

End hopeful

Along with balancing positive and negative feedback, it is wise to finish on an optimistic note. 

In spite of everything else said in the conversation, people weigh the end of an experience much more heavily than the rest. 

Therefore, if you can end on a high note, with actionable advice and compliments about strong performance areas, morale and the overall impression of the meeting will see a significant boost.

➡️ Check out 20 additional best practices for giving employee performance feedback.

🙅‍♀️ 3 Performance feedback mistakes to avoid

We all want to avoid the minefield of mistakes that have lasting effects on employees and company culture. So, here are three elements to avoid when giving performance feedback. 

Close-mindedness

Performance reviews are not a one-way street where the conclusion is decided even before the conversation begins. 

You can collect concrete examples and objective data. However, you must still be open-minded and listen to what the subject says. 

This attitude not only promotes a fair and open discussion, but you can learn a lot about the employee perspective, including obstacles you can help them overcome. 

For example, if a manager walks into a performance review, tosses out examples of poor performance, and then concludes without allowing the subject to defend themself, reviews will be a dark cloud hanging over everybody's head. 

Avoid making statements like: 

"You were late on three out of four projects from last month, and that is unacceptable."

Instead, try a more productive approach like:

"I noticed you missed a few deadlines on recent projects. Can you tell me what happened? How can we prevent that from becoming a pattern?"

The latter asks a question that could turn up valuable information about procedure challenges or that specific role. It also pursues a solution rather than simply identifying a problem without a way to fix it.

Limited perspective

A major flaw of traditional annual reviews is that the feedback often comes from a single source. 

However, a manager can't possibly have a complete and thorough understanding of the daily operation of every employee under them. Getting the perspectives from peers and others who work closely with the subject reduces bias and the chance of overlooking success or overblowing failures.

For example, some employees achieve a high level of performance by keeping their noses to the grindstone and focusing on their work. A focused employee who spends more time in their cubicle may fly under the radar as opposed to a more extroverted employee who likes to shoot the breeze and boast about their success. 

As a result, the former employee might not receive recognition for their hard work. Meanwhile, the latter seems more approachable and easier to praise.

Measuring actual performance with data and KPIs can help reduce this unintentional feedback bias by focusing on measurable work quality and statistics. 

360-degree feedback also reduces the risk of limited perspective by drawing from multiple sources that notice more combined than any individual could alone. 

Tip: A multi-rater approach increases the chance that those who make others' work easier receive praise for their contribution.

➡️ Learn how to conduct 360 performance reviews in 9 simple steps. 

Excess negativity

It is rarely necessary or effective for feedback to be predominantly negative. 

Inevitably, there will be employees unable to meet expectations. As a result, you will have to reassign them to new roles or let them go. But for any workers you want to keep around who show potential, avoid excess negativity when delivering feedback.

For example, suppose an otherwise decent employee took on a big project but dropped the ball on it. In that case, you don't want your upcoming performance review to sound like this:

"As you know, we had major problems with Project X. The client was unhappy with the delays, and the overall quality of work was subpar."

Even if those things are true, that's too much negative feedback to dump on the subject. 

Chances are, that employee is well aware that the project didn't go well. 

🚨 Adding insult to injury with negative feedback will only further hurt their morale and make them reluctant to take on big projects in the future.

So instead, try approaching the issue this way:

"As you know, Project X didn't go very smoothly, but your previous work has been quite good. I want to hear your side about what went wrong this time so you're more prepared for future opportunities. You could shadow Bob on his upcoming project to get more hands-on training.

While you still make it clear they did not meet expectations, the tone of the feedback is night and day. 

Rather than delivering a deluge of negativity to an employee and hanging them out to dry, try to learn more about what went wrong and come up with an action plan to prevent it from happening again. 

Was the subject unable to handle the project because of poor performance, lack of training, or forces outside of their control? 

Should they have been assigned the project in the first place? 

Finding the answer to these questions is more important than criticizing what is already done.

➡️ Create a high-performance culture with Zavvy

One of the best ways to measure performance and deliver feedback is with performance review software. And if you combine it with a 360 approach, you've hit the jackpot. 

Rather than relying on a single manager to observe every employee on a team and meet with them individually to deliver accurate and unbiased performance reviews, you can automate this process and crowdsource from the entire company to provide multiple viewpoints on each employee's performance. 

Your managers and admins can assign who conducts reviews for whom and whether the data will be anonymous or display reviewer names. 

Multiple coworkers review each subject to limit bias and give more perspectives on performance. Since all employees conduct multiple reviews for their coworkers, the system is fairer and not simply a top-down performance appraisal.

Our tool will compile the results automatically to provide timely reports and data to track performance and progress and share with subjects during employee reviews. 

Learn more about our automated 360-degree performance review software and schedule a demo today!