Performance review phrases are among the most searched HR resources for managers. But words alone won’t fix a system that’s failing to motivate employees. According to Gallup, only 2% of Fortune 500 CHROs strongly agree that their performance-management system actually inspires better performance. That tells us the issue isn’t the phrases. It’s the approach behind how they’re used.
The truth is, copy-and-paste feedback only works when it is (1) behavior-based, (2) used in a two-way conversation, and (3) followed by a clear next step. Without that, reviews turn into one-sided evaluations instead of genuine dialogue. And as frequent check-ins, coaching conversations, and continuous feedback loops become the norm, managers need language that feels intentional, human, and actionable throughout the year—not just at appraisal time.
Contents
7 steps for performance review conversations
101 performance review phrases and follow-up questions
How to coach managers on using these performance review phrases
Performance review example scripts for HR
Key takeaways
- Performance review phrases work best with a simple method. Impact comes from behavior-based feedback, open dialogue, and agreed next steps, not memorized scripts.
- Preparation ensures fairness and clarity. A 7-step prep method grounds feedback in real examples, reduces bias, and makes reviews more balanced.
- Reviews should be two-way. Asking open questions and exploring context builds trust and encourages engagement with feedback.
- Growth happens between reviews. Quick follow-ups, check-ins, and sharing wins or blockers make feedback continuous and meaningful throughout the year.
7 steps for performance review conversations
A structured prep process helps ensure reviews feel fair, evidence-based, and developmental. Here’s a practical 7-step approach HR can share with managers.
Step 1: Identify the competency and expectation
Begin by grounding the review in your career framework or competency model, rather than in personal preference. HR can help managers clarify what “good performance” looks like for the role, using shared definitions.
Encourage managers to ask:
- Which specific competency does this feedback relate to?
- Would another manager describe this expectation in the same way?
- This ensures everyone’s assessing the same standards, not subjective interpretations.
Step 2: Collect 1–2 concrete examples to provide quality feedback
High-quality feedback relies on evidence, not memory.
Coach managers to look beyond anecdotes and pull real data from where work happens: CRM notes, OKR updates, meeting summaries, Slack threads, or project dashboards.
Encourage them to balance positive and developmental examples so the review feels complete. If evidence is missing, it’s better to say, “I don’t have enough examples yet, let’s collect more data,” than to rely on impressions.
Step 3: Use SBI/SBII to craft the feedback message
One of the biggest pitfalls in performance reviews is vague feedback like “You need to be more proactive” or “You handled that well.” It leaves employees guessing what, exactly, they did right or wrong — and managers frustrated when nothing changes.
That’s where the SBI model helps. It stands for Situation–Behavior–Impact, and it structures feedback so it’s anchored in facts, not feelings.
How it works:
“In last Thursday’s project update meeting…”
- Situation: Describe when and where the behavior occurred. Be specific so the employee can recall it.
- Behavior: State exactly what the person did or said, without adding interpretation or judgment.
“…you interrupted the client twice during their presentation…”
- Impact: Explain the effect the behavior had on results, others, or the team dynamic.
“…which made it hard for them to finish their point and created tension in the room.”
This approach removes guesswork and emotion from feedback. The person can see the pattern and its effect, rather than feeling attacked.
Share this template response with managers:
- “When [X happened], I noticed you [behavior], and it [impact]. What was your thinking at the time?”
- “During [situation], your [behavior] led to [impact]. I’d like to understand what you were aiming for.
SBI mini example:
Situation: “In yesterday’s client update meeting…”
Behavior: “…you walked the group through the project risks using clear, plain language…
”Impact: “…which helped the client understand the issues quickly and agree to next steps without delay.”
Step 4: Ask open questions to explore the employee’s perspective
Performance reviews should feel like a joint reflection, not an interrogation. Encourage managers to use open-ended questions that uncover the root causes, motivations, and challenges—especially if performance issues are complex.
This helps them understand the why behind behavior and promotes problem-solving rather than blame.
Examples of open-ended questions:
- “What contributed to this result?”
- “What should we repeat or scale next time?”
- “How will you sustain this going forward?”
- “What would you do differently if a similar situation came up again?”
- “What support or resources would help you?
Step 5: Turn insights into clear, measurable actions
The review should conclude with clarity, not confusion. Guide managers to co-create one to two specific next steps tied to OKRs or SMART goals. The aim is to define observable behaviors that can be tracked over time.
Examples:
- “What’s one observable behavior you’ll try next time?”
- “Let’s define what ‘good’ looks like in this scenario.”
- “How can we connect this to your current goal or OKR?”
Reinforce with your managers that the focus is on identifying meaningful, visible progress, not on fixing everything.
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Step 6: Agree on support to set the employee up for success
Encourage managers to ask employees how they prefer to be helped and what resources would make the change sustainable. Then make the support plan explicit. This could take the form of training, coaching, peer shadowing, or providing time to practice new skills. This shared responsibility makes the process feel fair and collaborative.
HR can provide templates, coaching guides, or resource lists to make this step easy for managers to execute.
Examples of how to advise managers to offer support:
- “Here’s how I can support you as you build this skill…”
- “Which resources or coaching would be most useful for you?”
- “Would pairing with a peer or mentor help for the first few tries?”
Step 7: Schedule a follow-up to reinforce accountability and track progress
Coach managers to set a short check-in (10–15 minutes) within a few weeks to track progress, celebrate small wins, and recalibrate goals. It signals that growth matters and that feedback is part of an ongoing loop, not a one-off event. HR can reinforce this habit through prompts in performance tools or reminders in the review cycle checklist.
Examples of how managers can reinforce this:
- “Let’s set a 15-minute check-in 3–4 weeks from now to review progress.”
- “Progress is a series of small steps—we’ll track it together.”
- “This won’t be a one-and-done. Let’s check in, celebrate progress, and recalibrate if needed.”
101 performance review phrases and follow-up questions
Work quality performance review phrases
Delivers work that is clear, correct, and complete.
What contributed to this result?
Keep a brief quality checklist.
Applies agreed standards consistently.
How will you sustain this?
Document the standards you use.
Anticipates issues and addresses them early.
What should we repeat or scale?
Share examples of common pitfalls.
Should verify requirements before starting.
What would you do differently next time?
Confirm scope with a simple template.
Needs fewer avoidable corrections post-handoff.
What support or resources would help?
Add a quick self-check before submitting.
Job knowledge performance review phrases
Applies job knowledge effectively to everyday work.
What contributed to this result?
Capture tips others can reuse.
Stays current on relevant tools, policies, or standards.
How will you sustain this?
Schedule periodic learning updates.
Shares expertise in a way others can act on.
What should we repeat or scale?
Offer a short how-to or walkthrough.
Should deepen understanding of core processes.
What would you do differently next time?
Identify one area to study and apply.
Needs help connecting knowledge to practical use.
What support or resources would help?
Pair with a mentor on a real scenario.
Dependability performance review phrases
Reliably meets commitments and deadlines.
What contributed to this result?
Keep using the planning routine that works.
Provides timely updates on progress and risks.
What should we repeat or scale?
Standardize your update cadence.
Follows through without needing reminders.
How will you sustain this?
Note the cues that keep you on track.
Should communicate early when plans change.
What would you do differently next time?
Set an early-warning trigger for changes.
Needs steadier follow-through on agreed actions.
What’s your first next step, and by when?
Choose one commitment and set a date.
Initiative performance review phrases
Proactively identifies opportunities to improve work.
What contributed to this result?
Capture the idea and outline a small test.
Takes ownership beyond assigned tasks when appropriate.
What should we repeat or scale?
Define the boundaries for future initiative.
Brings forward solutions, not just issues.
How will you sustain this?
Try a simple option-comparison format.
Could take more initiative within agreed priorities.
What would you do differently next time?
Pick one improvement to start this week.
Needs confidence to start small and iterate.
What support or resources would help?
Pair with a buddy for a first pilot.
Quantity of work performance review phrases
Maintains steady throughput while balancing priorities.
What contributed to this result?
Keep a simple daily planning ritual.
Manages workload effectively during peak periods.
What should we repeat or scale?
Note the tactics that help under pressure.
Adjusts pace while preserving quality.
How will you sustain this?
Use time blocks for high-volume tasks.
Could improve output consistency across weeks.
What would you do differently next time?
Choose one practice to stabilize flow.
Needs support to prioritize when workload spikes.
What support or resources would help?
Agree a quick triage method with your lead.
Productivity performance review phrases
Organizes work to achieve strong results efficiently.
What contributed to this result?
Keep using the system that works.
Focuses on value-adding tasks and reduces waste.
What should we repeat or scale?
Automate or template a frequent task.
Protects focus and manages interruptions well.
How will you sustain this?
Schedule regular focus blocks.
Would benefit from streamlining routine work.
What would you do differently next time?
Identify one task to simplify or batch.
Needs help limiting work in progress.
What support or resources would help?
Try a simple WIP limit for a period.
Communication performance review phrases
Communicates clearly and checks for understanding.
What contributed to this result?
Keep using summaries and confirmations.
Tailors messages to the audience and purpose.
What should we repeat or scale?
Capture audience-specific do’s/don’ts.
Facilitates inclusive, focused discussions.
How will you sustain this?
Continue inviting diverse input.
Should provide enough context to enable action.
What would you do differently next time?
Add brief background and intended outcome.
Needs to organize written updates for easier follow-through.
What support or resources would help?
Use a simple update template.
Attendance performance review phrases
Arrives prepared and on time for key commitments.
What contributed to this result?
Keep the routine that supports punctuality.
Maintains reliable attendance across the period.
How will you sustain this?
Keep calendar buffers where needed.
Gives advance notice when availability changes.
What should we repeat or scale?
Continue early communication of changes.
Should improve punctuality for team rituals.
What would you do differently next time?
Add a reminder or buffer to your schedule.
Needs steadier preparation before regular meetings.
What support or resources would help?
Use a simple pre-meeting checklist.
General performance review phrases
Delivers strong results aligned to agreed goals.
What contributed to this result?
Capture the practices that drove results.
Grows capability while supporting team outcomes.
What should we repeat or scale?
Share what worked with the wider team.
Demonstrates sound judgment under changing priorities.
How will you sustain this?
Keep using a simple decision framework.
Should strengthen consistency across the period.
What would you do differently next time?
Choose one habit to stabilize performance.
Needs clearer progress signals to stakeholders.
What’s your first next step, and by when?
Set a regular update rhythm.
Teamwork performance review phrases
Collaborates respectfully and builds on others’ ideas.
What contributed to this result?
Keep modeling inclusive collaboration.
Shares credit and supports collective success.
What should we repeat or scale?
Continue acknowledging contributions.
Coordinates smoothly across roles and teams.
How will you sustain this?
Maintain clear handoff agreements.
Should create more space for others to contribute.
What would you do differently next time?
Use a pause or round-robin technique.
Needs clearer ownership during shared work.
What support or resources would help?
Confirm owners and next steps at the end.
Customer service performance review phrases
Sets accurate expectations and follows through.
What contributed to this result?
Keep using confirmations and recaps.
Communicates with empathy and clarity.
What should we repeat or scale?
Capture helpful phrases for the team.
Manages challenges calmly and constructively.
How will you sustain this?
Continue using de-escalation steps.
Should confirm feasibility before committing.
What would you do differently next time?
Add a quick feasibility check.
Needs firmer follow-up on unresolved issues.
What’s your first next step, and by when?
Set a target date and update plan.
Work habits performance review phrases
Plans work effectively and reviews outcomes regularly.
What contributed to this result?
Keep the plan-and-review rhythm.
Keeps organized notes that support continuity.
What should we repeat or scale?
Maintain a simple decision log.
Uses time and tools efficiently.
How will you sustain this?
Keep refining your workflow.
Should adopt a consistent personal organization system.
What would you do differently next time?
Choose one system and run it for 4 weeks.
Needs steadier follow-through on routine tasks.
What support or resources would help?
Set reminders or checklists for routines.
Decision-making performance review phrases
Makes timely decisions with available information.
What contributed to this result?
Keep using clear thresholds.
Seeks input appropriately before deciding.
What should we repeat or scale?
Continue brief stakeholder checks.
Balances risks and benefits effectively.
How will you sustain this?
Keep a short risk/benefit scan.
Should avoid delays waiting for perfect data.
What would you do differently next time?
Define a small test to learn quickly.
Needs support building a simple decision process.
What support or resources would help?
Capture a one-page decision flow.
Interpersonal skills performance review phrases
Listens actively and shows respect for differing views.
What contributed to this result?
Keep using active-listening techniques.
Builds positive relationships across the team.
What should we repeat or scale?
Continue inclusive behaviors.
Communicates constructively during disagreements.
How will you sustain this?
Paraphrase before responding.
Should invite contributions before offering solutions.
What would you do differently next time?
Ask a clarifying question first.
Needs support handling conflict productively.
What support or resources would help?
Practice a simple “pause-and-restate” step.
Time management performance review phrases
Plans time effectively to meet deadlines.
What contributed to this result?
Keep using scheduled work blocks.
Prioritizes tasks in line with goals and impact.
What should we repeat or scale?
Maintain a simple daily priority list.
Manages interruptions and protects focus.
How will you sustain this?
Set recurring focus windows.
Should estimate effort and time more accurately.
What would you do differently next time?
Track estimates vs. actuals briefly.
Needs support balancing urgent and important work.
What support or resources would help?
Use a quick priority matrix.
Professionalism performance review phrases
Maintains a respectful, solutions-focused tone.
What contributed to this result?
Keep using neutral, factual language.
Represents the organization positively.
What should we repeat or scale?
Share effective phrasing with peers.
Sets appropriate boundaries and follows norms.
How will you sustain this?
Continue modeling expected standards.
Should manage emotions constructively in tense moments.
What would you do differently next time?
Use a brief pause-and-reset technique.
Needs support preparing for difficult conversations.
What support or resources would help?
Rehearse key points with a peer.
Judgement performance review phrases
Weighs options and chooses balanced solutions.
What contributed to this result?
Capture your decision criteria.
Considers risks and trade-offs appropriately.
What should we repeat or scale?
Keep a brief risk check.
Uses input without over-relying on consensus.
How will you sustain this?
Clarify when input vs. decision is needed.
Should test assumptions before committing.
What would you do differently next time?
Try a small pilot before scaling.
Needs support deciding within time constraints.
What support or resources would help?
Use time-boxed decision checkpoints.
Problem-solving performance review phrases
Breaks down problems and tests practical options.
What contributed to this result?
Keep using a simple options grid.
Seeks input and evidence before deciding.
What should we repeat or scale?
Continue brief peer checks.
Should state assumptions and validate them early.
What would you do differently next time?
Note assumptions and how to test them.
Needs support moving from analysis to action.
What support or resources would help?
Define a small first step and owner.
Adaptability performance review phrases
Adjusts plans effectively when priorities shift.
What contributed to this result?
Capture what enabled the pivot.
Learns quickly and applies feedback.
What should we repeat or scale?
Keep short learning loops.
Should stay flexible when change arises.
What would you do differently next time?
Identify one area to be more adaptable.
Needs support handling ambiguity.
What support or resources would help?
Agree a check-in when things are unclear.
Integrity performance review phrases
Acts with honesty and keeps commitments.
What contributed to this result?
Keep transparency as a standard.
Escalates concerns appropriately.
What should we repeat or scale?
Continue raising issues early.
Should follow policies consistently.
What would you do differently next time?
Review the relevant policy briefly.
Needs support to handle conflicts of interest.
What support or resources would help?
Seek guidance when unsure.
Reliability performance review phrases
Can be counted on to deliver as planned.
What contributed to this result?
Maintain the planning habits that help.
Provides steady, predictable performance.
How will you sustain this?
Keep routines that protect reliability.
Should signal risks earlier to avoid surprises.
What would you do differently next time?
Set a simple early-warning trigger.
Needs support to build consistent routines.
What support or resources would help?
Choose one routine and track it.
How to coach managers on using these performance review phrases
Even the best performance review phrases fall flat if they’re not used in a proper context. Encourage managers to treat these phrases as conversation starters, not judgments. The phrases should encourage reflection, clarity, and growth. Here’s how to use them well.
Describe behavior, not personality
Feedback must focus on what the person did, not who they are. Describing behaviors keeps the conversation objective, specific, and open to change. Personality labels shut people down and make them defensive. Behavior-based language opens the door to improvement. Employees walk away knowing exactly what to continue, stop, or change.
Example 1:
- Weak: “You’re not a team player.”
- Strong: “In yesterday’s planning meeting, you moved ahead with the solution without checking with the rest of the team. It actually caused confusion and rework.”
- Follow-up: “What contributed to that approach? How might you involve others earlier next time?”
Example 2:
- Weak: “You dominate conversations.”
- Strong: “In our last retro, you spoke for most of the discussion, which limited others’ chance to contribute their perspectives.”
- Follow-up: “What’s one thing you could try next time to make more space for others?”
Anchor to expectations
Performance review phrases should clearly articulate agreed-upon expectations. It shouldn’t be based on personal opinion or comparisons with others. Anchoring feedback to a job description, competency rubric, goal, or OKR ensures the conversation remains fair and makes it easier for employees to take action.
When managers compare employees to one another (e.g., “He does this better than you”), feedback feels personal and subjective. Instead, compare performance to the role standard. Avoid comparing employees to one another.
Avoid vague absolutes and hedging
Words like “always”, “never”, “kind of”, “maybe”, and “just” weaken feedback. They either exaggerate or soften the message to the point that it loses clarity. Absolutes trigger defensiveness (“I don’t always do that”). Meanwhile, hedging (using words and phrases like “might,” “could,” “probably,” and “it seems that”) makes feedback unclear and easy to dismiss.
Use specific observations or add a quick SBI to clarify statements. It also makes your point more actionable, even if you need to do so on the spot.
Example:
- Weak: “You always miss important details.”
- Stronger: “In the last two weekly reports, the financial breakdown section was incomplete, which made it harder for the team to finalize the forecast.”
- Follow-up (optional): “What would you do differently next time?”
Make it a two-way discussion
Performance reviews are most effective when they feel like a genuine conversation. Instead of delivering feedback as a monologue, invite the employee to share their opinions and their own assessment of the situation. The exchange fosters psychological safety, reduces defensiveness, and transforms feedback into a joint problem-solving process.
A simple way to do this is to add one intent inquiry or reflection question after your statement. This is especially helpful when the topic is sensitive, growth-focused, or could be misinterpreted.
Example:
- One-way: “Your update lacked enough details so that the team couldn’t move forward.”
- Two-way: “In yesterday’s update, the team didn’t have enough information to make a decision. What were you aiming to achieve with the shorter summary?”
End with an explicit action and the next step
Feedback should be straightforward so the employee understands what they should do next after exploring the situation and context together, and close with a clear, specific, and time-bound action. This turns the conversation into a growth plan, rather than just a review of what happened.
Tie the action to either a role expectation or competency, or an OKR/goal to reinforce performance management alignment.
Key question to shift from reflection → action:
- “What’s one specific step you’ll take next time?”
Example (reflection to action):
“In last week’s report, the data summary came without the supporting detail, which slowed the team’s decision-making. What’s one change you’ll try in the next report to make it easier for stakeholders to act?”
Adapt phrasing to fit the employee’s level and communication style
Not everyone processes feedback the same way. Consider experience level, communication preferences, cultural nuance, and seniority. The same phrase may motivate one person and overwhelm another.
General rule:
- Early-career talent benefits from clearer guidance and concrete examples
- Mid-level talent benefits from co-creation and autonomy
- Senior talent benefits from strategic framing and peer-level dialogue
Example: A handover lacked key details
- Early-career: “For next time, let’s use a short handover checklist to make sure all key steps are included. Want to try it together once?”
- Mid-level: “What’s one tweak you could make to your handover process to ensure continuity when you’re not available?”
- Senior-level: “How might you strengthen the handover process across the team so quality is consistent even when pace is high?”
Performance review example scripts for HR
Let’s run through some script examples you could share with your managers to help them structure their performance review phrases and questions:
1. Strength script (reinforce and scale)
- Conversation opener: “I want to highlight something that’s working.”
- (Optional SBI): “In [situation], your [behavior] led to [impact].”
- Follow-up (strength): “What contributed to this result?” / “What should we repeat or scale?”
- Next step: “Let’s capture that as a quick tip for the team and check back in two weeks.”
2. Growth script (course-correct and support)
- Conversation opener: “Can we look at one area to improve?”
- (Optional SBI): “In [situation], [behavior] led to [impact].”
- Follow-up (growth): “What would you do differently next time?” / “What support or resources would help?”
- Next step: “Let’s use the update template this month and review progress on [date].”
3. Problem-solving script (balance of praise and stretch expectation)
- Opener: “I’m seeing something promising in how you approach problems, and I’d love to build on it. You’re starting to break problems down and come up with workable solutions. I think that’s great.”
- (Optional SBI): “Like last week, when that client issue came up, you brought two options with pros and cons. It actually helped us move quickly. Good job.”
- Follow-up (growth): “What do you think you did there that worked well?” / “How can you keep building on that, especially when you face bigger problems?”
- Next step: “For the next couple of trickier situations, try jotting down the assumptions behind your idea and how you’ll test them. It’ll sharpen your thinking even more. Let’s check in next month and see how it goes.”
To sum up
Performance reviews are most effective when they are perceived as fair, transparent, and focused on growth. Using the right performance review phrases matters.
But what matters more is how managers prepare and use them in honest conversations. When feedback is grounded in real examples and is followed by a next step, employees are more open to reflection, learning, and improvement. With reviews happening more often (not just once a year), managers need simple habits that make feedback honest, human, and helpful.
HR’s role is to provide managers with tools and language that build trust and support real progress. The goal is to help managers have better conversations throughout the year. Combining thoughtful phrasing, clear actions, and quick follow-ups can make performance reviews valuable. Done well, they don’t just measure performance; they help employees grow and develop.
