The best performance review phrases (with examples for effective feedback)

Performance reviews can make or break an employee’s motivation. When done right, they boost engagement, improve performance, and foster a culture of continuous growth. But even with the best intentions, sometimes your performance review phrases can come out wrong. 

In this article, Remote shares real examples of performance review phrases that help managers deliver clear, constructive, and motivating feedback.

What makes a great performance review? 

Everyone may have a different perspective on what makes a great performance review. However, incorporating these key elements can help ensure your reviews are effective, meaningful, and impactful:

• Be clear and specific: Avoid general statements like "you’re doing great." Instead, use measurable outcomes, highlight your team member’s achievements, and share specific examples of what your team members are doing well.

• Balance positive and constructive feedback: Performance reviews should be a good balance of positive feedback and suggestions for growth. Recognize your team member’s strengths while offering feedback on areas for improvement.

• Share actionable feedback: Go beyond general advice and offer specific, constructive guidance that employees can implement. Whether it’s refining a skill, taking on new responsibilities, or adjusting their approach to a task, ensure your feedback is practical, realistic, and aligned with their career development.

• Align feedback with company goals: Feedback should connect to both individual and team objectives. Offer feedback that not only focuses on individual achievements but also organizational goals. When employees understand how their contributions impact the company’s success, they feel more engaged and motivated.

• Encourage two-way communication: A successful performance review should be a dialogue, not a one-sided assessment. Ask open-ended questions, invite employees to share their challenges, and implement their ideas. When employees see that their ideas matter, they are more invested in the organization. 

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Performance review phrases and examples

Choosing the right words can make all the difference in ensuring feedback is clear, motivating, and supportive. Here’s a collection of performance review phrases and examples designed to help you recognize strengths, offer constructive criticism, and foster meaningful conversations. 

Performance review examples on communication 

Employees who communicate clearly help minimize misunderstandings, foster teamwork, and ensure that projects run smoothly. Below are performance review examples that assess communication skills across three performance levels:

Exceeds expectations 

• [Team member] effectively adapts their communication style depending on the audience, whether presenting to executives, collaborating with peers, or guiding new team members. [Team member]'s outstanding communication skills has continuously strengthened cross-functional teamwork and motivated other people to collaborate to meet deadlines. 

Meets expectations 

• [Team member] demonstrates a respectful and professional tone in conversations and written communication, contributing to a positive work environment. They can improve their good communication skills even better by providing weekly updates to colleagues to align on on tasks and projects.

Does not meet expectations

• [Team member] often provides incomplete or unclear information in written communication, requiring multiple follow-ups for clarification. This leads to delays in project progress and can cause confusion among team members. [Team member] can improve their communication skills by fact-checking the information they share, and proof-reading emails and messages before sending written communication during the next quarter.

Performance review examples on teamwork and collaboration 

Employees who work well with others contribute to shared goals, support their colleagues, and help foster a culture of cooperation. Below are performance review examples categorized by different performance levels:

Exceeds expectations 

• [Team member] actively fosters a collaborative team environment by encouraging open discussions, sharing knowledge, and supporting colleagues. They proactively step in to assist team members, even beyond their responsibilities, ensuring project success. Their ability to mediate conflicts and promote unity has significantly improved team morale and efficiency.

Meets expectations 

• [Team member] works well with colleagues and contributes positively to the team dynamic. They are respectful of different viewpoints and collaborate effectively to achieve shared goals. To enhance teamwork even further, they could take the initiative to share insights and best practices more frequently in team discussions.

Does not meet expectations 

• [Team member] struggles to collaborate effectively with colleagues, sometimes preferring to work independently rather than engaging in teamwork. This has led to misalignment on projects and missed opportunities for shared success. To improve, they can participate weekly in team discussions, seek input from peers for each quarter, and offer monthy support for a more collaborative work environment.

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Problem-solving and innovation

Strong problem-solving and innovation skills enable employees to navigate challenges efficiently and contribute to continuous improvement within the organization. Here ‌some performance review examples that encourage a resourceful mindset: 

Exceeds expectations 

[Team member] consistently demonstrates exceptional problem-solving skills, proactively identifying challenges and implementing innovative solutions that drive efficiency. Their ability to think critically and creatively has led to process improvements and increased team productivity. They take initiative in troubleshooting issues, anticipating potential roadblocks, and mentoring colleagues to develop their problem-solving abilities.

Meets expectations

[Team member] effectively analyzes problems and contributes to finding practical solutions. They approach challenges with a positive attitude and collaborate with team members to resolve issues efficiently. To further enhance their problem-solving skills, they could take a more proactive role in identifying opportunities for innovation and streamlining processes.

Does not meet expectations 

[Team member] struggles to approach problems systematically, often relying on others to find solutions. They tend to react to issues rather than anticipate and prevent them, which can slow down progress. To improve, they should develop a structured approach to problem-solving, seek alternative solutions, and take initiative in addressing challenges before they escalate.

Leadership and initiative

Use the below leadership performance review examples categorized by different performance levels:

Exceeds expectations 

[Team member] consistently demonstrates strong leadership by proactively guiding and inspiring colleagues. They take initiative in identifying opportunities for improvement and drive projects forward with minimal supervision. Their ability to make well-informed decisions and motivate others has significantly contributed to team success. They offer to mentor others and helps build a culture of accountability and excellence.

Meets expectations

[Team member] shows reliability in taking initiative and leading tasks when needed. They provide support to colleagues and contribute to decision-making processes. To further enhance their leadership skills, they could take on more responsibility in guiding team projects and actively mentoring less experienced team members.

Does not meet expectations 

[Team member] tends to wait for direction rather than taking initiative, which sometimes delays project progress. They could benefit from stepping up in leadership situations and proactively identifying ways to contribute beyond assigned tasks. Moving forward, they can ask for clarifications on tasks, suggest solutions, and take ownership of challenges without relying on guidance from others.

How to deliver performance reviews that motivate

To deliver ‌performance reviews that empower your team members, try using the Situation-Behavior-Impact model to structure feedback.

• Situation: Describe when and where the behavior occurred.

• Behavior: Explain what the employee did.

• Impact: Share the result of their action.

For example, you can say “during last week’s team meeting (situation), you stepped in to clarify a questions from the client (behavior), which helped keep the project on track (impact).” Please continue the great work on communication and project management to deliver this task by our deadline.

Common performance review mistakes to avoid 

Simple mistakes can undermine the impact of performance reviews. Be mindful of these common mistakes to make sure your reviews are clear and constructive.  

• Only focusing on weaknesses – Balance constructive feedback with recognition of strengths.

• Using generic phrases – Employees need specific, actionable insights.

• Not linking feedback to goals – Ensure feedback aligns with both individual and company objectives.

• Rushing the process – Take time to prepare meaningful feedback, and give your team members generous time to discuss performance reviews.

Deliver performance reviews the right way 

Effective performance reviews drive engagement and employee growth — ‌when done right. With Remote’s shared performance review examples, you can make sure your feedback is clear, actionable, and motivating.

With Remote HRIS, team members can record personal wins, praise, and feedback in a career journal for meaningful performance reviews. Manager can also share continuous feedback through customizable review formats. You can also accept anonymous feedback from team members, and communicate with them in-app to motivate personal growth. 

Deliver performance phrases the right way, with the right tools. To try Remote HRIS for encouraging performance reviews, create your account today. 

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