What are performance review phrases?

Performance review phrases refer to the wording and key terms you use to give your employees praise or constructive criticism during their performance review. Since your employees may be sensitive to the feedback you give them, your word choice is essential to maintaining harmonious work relationships. It helps you point out specific areas of improvement, without appearing too critical of them. Your honesty and transparency can help them discover their full potential.

Related: Employee Evaluation Form

When can you use performance phrases?

You can use performance phrases in employee evaluations, reports and performance reviews. However, they are also effective terms to develop into your vocabulary. You can strategically use them in your daily work activities to motivate employees and guide their performance. Sometimes you may also need to warn them about poor performance or provide ways for them to improve their work. Performance phrases equip you with polite yet impactful word choices that can help you navigate challenging discussions in the workplace.

What are the benefits of using performance phrases?

Performance phrases can benefit your leadership style and your employees’ work performance. They can help you empower your employees to develop more proficient skills and knowledge that will make a lasting impact on the quality of their work and your company’s productivity. Here are some benefits of performance phrases:

Identifies strengths and weaknesses

Performance reviews are a great tool for you to recognise your employee’s talents and support their growth. Using performance phrases can make your directions more specific, sharing with them exactly what they need to work on and the resources available to them to make these changes.

Motivates employees to work towards self-development goals

The performance phrases you use can either motivate your employees to improve or discourage their progress. So, the benefit of building your vocabulary is that it prevents misunderstandings, allowing your feedback to sound less personal and more professional.

Allows you to establish individual goals

A performance review is an ideal place to set individual goals for your employees. Use performance phrases to clearly define these objectives. The more precise you are, the more likely they are to remember your feedback while working on future projects.

Helps you to distinguish top performers

While evaluating your employee performance, you will begin to notice trends. For example, continually writing positive performance phrases for an employee may signal their future leadership potential. This can help you determine which employees deserve a raise or promotion.

Related: How to Communicate a Pay Raise

How to write effective performance phrases

Learning how to write performance phrases can improve the accuracy and clarity of your employee evaluation. It pinpoints actionable feedback for the professional to focus on. Incorporating these phrases in your reports as standard practice will facilitate greater accountability throughout your organisation. Consider the following steps to understand how to apply effective performance phrases:

1. Be clear and concise

Before you begin writing your performance review, carefully consider the major discussion points you want to highlight in your report. Identify performance phrases that clearly represent the topics you believe are most relevant to your employee’s performance. The more you plan, the more legible your report will read. This way, you can prevent any miscommunication. It will make for a more effective performance review that the individual can use to improve their work habits.

2. Pay attention to your vocabulary

The way you word your performance report can impact the attitude employees have towards their work. You need to find a balance between urgency and approachability. You want to illustrate the seriousness of your feedback without making them feel inadequate. For example, instead of ‘unique’, a better word choice might be ‘creativity’ or ‘innovation’. These terms not only sound more powerful, but they also are invigorating, encouraging the individual to take action.

3. Give actionable feedback

When you write a performance review, don’t just state areas of improvement, explain how your employee can improve and describe the wider impact their behaviour has on the organisation. For example, if you want to discuss their lack of attendance, share how it influences your team’s performance. When you use performance phrases that include a call to action, it creates urgency around your feedback. This gives employees a clear direction about what to work towards.

4. Be intentional

A performance review that is too lengthy can distract from its key purpose. So, it’s important to ensure that your writing is intentional and valuable to the recipient. Choose performance phrases that address specific goals for your employee to achieve. After your report, provide them with opportunities to practise the skills or strategies you gave them feedback on. This way, you can invest in the continued learning and development of your team.

Examples of performance review phrases

Before using performance review phrases, it’s important to consider examples and the categories they fall under. The following phrases cover different areas employees need to address, such as productivity, attendance, communication skills, leadership capability and general attitude:

Productivity

The success of your business depends on the effort your employees put into their work. Here are some examples of performance review phrases that highlight their strengths and weaknesses in this area:

Positives

Here are some phrases that acknowledge an employee’s achievements and commitment to their work:

• “Positively contributes to the overall performance of the department through consistent and high-quality work”
• “Displays endless drive to improve productivity, profits and meet business goals”
• “Shows strong organisational and time-management skills”

Negatives

The following are some phrases that point out areas for improvement in your employee’s work performance:

• “Struggles to finish tasks and achieve quality control standards”
• “Seldom takes initiative without team directive”
• “Doesn’t use resources in an organised and efficient manner”

Attendance

Employees who show up to work on time are reliable and demonstrate respect for others’ time too. In this section, show that you recognise employees with good attendance so that they retain this behaviour. Here are some examples of performance review phrases that highlight their strengths and weaknesses in this area:

Positives:

Here are some phrases to show your appreciation for a punctual employee:

• “Begins every day fully prepared and ready to work”
• “A reliable worker who is always there when you need their help”
• “Notifies colleagues about scheduled absences well in advance”

Negatives

The following are some performance phrases to urge an employee to improve their attendance record:

• “Neglects to notify supervisors when late or absent from work”
• “Frequently takes extended lunch breaks”
• “Shows a lack of regard for company’s attendance policy”

Communication

Communication is key to the dissemination of information in the workplace. Use this section to guide your employees on how they can collaborate. Here are some examples of performance review phrases that highlight their strengths and weaknesses in this area:

Positives

Here are some phrases to ensure your employees continue their effective communication habits:

• “Is mindful of the team and provides any updates when their situation changes”
• “Is a constructive communicator who can breakdown complex ideas effectively”
• “Thank you for always speaking up during team meetings and providing important updates”

Negatives

The following are some performance phrases that point out communication skills that an individual needs to develop:

• “Needs to improve written communication skills in daily email correspondence”
• “Struggles to accept feedback and constructive criticism”
• “Refrains from asking questions even when issues need to be clarified”

Leadership

As a business owner, you need to depend on the leaders you employ to make sound decisions and foster a collaborative work environment. Use this section to celebrate leaders who meet organisational objectives and hold employees accountable for misusing their authority. Here are some examples of performance review phrases that highlight their strengths and weaknesses in this area:

Positives:

Here are some phrases to encourage employees that display good leadership potential:

• “Improves the job performance of the entire team by leading by example”
• “Not only delivers high-quality work, but strengthens the entire culture of the team”
• Successfully shows appreciation for individual achievements and builds an atmosphere of trust and positivity in the team”

Negatives

The following are some performance phrases to challenge dysfunctional leadership styles:

• “Tends to micromanage which can prevent others from expressing their ideas”
• “Fails to show appreciation and recognise achievements of team members”
• “Doesn’t provide opportunities for direct reports to take on more responsibility”

Attitude

A positive attitude in the workplace creates a happy work environment for all. It motivates others to perform at their full potential. In a performance review, it’s important to support employees with an inspirational attitude and challenge those who create toxic work relationships. Here are some examples of performance review phrases that highlight their strengths and weaknesses in this area:

Positives

Here are some phrases to appreciate an employee whose positive attitude stands out:

• “Has a cheerful attitude that drives the team spirit”
• “Even when things are tough, you continue to maintain a positive mindset”
• “Consistently looks for the good in every situation”

Negatives

The following are some performance phrases to advise an employee to reflect on their attitude:

• “Takes constructive criticism too personally”
• “Poorly manages emotions in challenging situations”
• “Uses unprofessional manner when communicating with colleagues”

Tips for performance reviews

When conducting an employee performance review, consider the following tips to help you write an effective report:

Seek feedback from business leaders

Before you write a performance review, consult the employee’s direct supervisor and other managers that they closely work with. Use their observations to write a more comprehensive report. You may even alter the format of your report to include a section with their personal comments.

Give a balanced account

Your review is an unbiased analysis of the employee’s performance. This means you should present both their strengths and weaknesses in a fair and non-judgmental fashion. Remember to separate the person from their work so that your review appears more constructive.

Discuss your points in person

It’s important to have a face-to-face conversation with the employee in addition to your written report. This way, you can help clarify any points and elaborate on your suggestions. The meeting will ensure that your employee is moving in the right direction.