Performance Reviews: From Dread to Driver of Growth

Let's be honest. 

For most managers, the thought of a "performance review" conjures up feelings of dreaded conversations and piles of paperwork. But what if your annual review could be your most powerful tool for unlocking potential, fostering trust, and driving real growth for your team and for you as a leader? 

The “dreaded performance review” can often feel like leaders are throwing punches at their team, especially when giving and receiving feedback isn’t the norm in your work culture. 

Performance reviews don't have to feel like you're throwing punches.

So then how do you shift that mindset? 

Make feedback part of the rhythm of your team, not a rare event. Celebrate wins and coach through challenges. 

And here’s the best part: when trust is built and feedback is the norm, your team won’t dread performance reviews—they’ll look forward to them.

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How To Make That Shift

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1. Start By Changing Your Mindset To "Feedback is a Gift"

The biggest hurdle is often our own mindset. A great review isn't about judgment; it's about empowerment.

You wouldn't expect an archer to hit the bullseye without practice. When you see mistakes, they're opportunities to adjust the trajectory, helping your team move from occasional hits to consistent bullseyes.

Your feedback is a gift. It's your responsibility to offer guidance that can save someone from failure or propel them to their next level. Choose to be the leader willing to have the hard conversation so they can truly thrive. This mindset is the foundation for every productive review.

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2. Prepare For Their Review & Use Data Not Gut Feelings

You can't wing an impactful review. It takes preparation. 

A performance review should take 60-90 minutes of prep per employee. The key? Consistent tracking throughout the year - weekly or monthly notes ensures your review is built on real-time examples, not faulty memory.

Use this framework to assess successes and opportunities of growth:

1. Outcomes: Did they reach their goal? What were the tangible metrics?

2. Actions to repeat: What did they do well, and what was the impact? Provide specific examples.

3. Growth opportunities: What could they have done better, and what was the potential impact of adapting? Share specific examples

4. Consult stakeholders: Gather insights from others who worked with them.

Meticulous preparation grounds the conversation in facts, not feelings and ultimately allows someone to more openly receive feedback.

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3. How To Host The Conversation (performance review)

This isn't your meeting to talk to them; it's their meeting to talk with you. This is their stage. Choose a private, comfortable space. Your role is to facilitate a two-way coaching conversation.

Not sure how to host? Here is a 3-step process you can follow:

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STEP 1:  Start with Their Story: 

Let your team member speak first, which allows them to reflect on what they’ve done well and where they think they can improve. 

• "How do you see your performance over the past [period]?"

• "What accomplishments are you most proud of? What did you learn?"

• "What challenges did you face, and how did you navigate them? What could have gone better?" 

  
  

Actionable Tip: Beginning with their perspective encourages ownership and sets a collaborative tone.

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STEP 2: Deliver Clear, Balanced Feedback: 

Once they've shared, it's your turn. Be clear, direct, and always use specific examples.

• Praise: Highlight specific wins. (e.g., "I appreciated how you helped the marketing team with the Q2 report, even when it wasn't your responsibility. That collaborative spirit made a huge difference.")

• Growth: Offer constructive insights. (e.g., "I noticed the last three client proposals were submitted past the deadline, impacting our reputation. Let's brainstorm strategies for better time management.")

  
  

Actionable Tip: You can use the LMK Feedback Model to make feedback actionable immediately.

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STEP 3: Align on the Future & Define Goals: 

After mutual assessment, shift focus forward. This is your chance to establish goals and pave a productive path forward. Co-create a roadmap for their next phase of growth.

Here are some example questions from our Forbes article:

• "What 2-3 key growth goals will you focus on for the next [quarter/year]?"

• "How do these goals connect to our team/company priorities?"

• "What skills do you want to develop, or what stretch projects excite you?" 

  
  

Actionable Tip: Leave the meeting with 3-5 clear S.M.A.R.T. goals (Specific, Measurable, Achievable, Relevant, Time-bound). This alignment shows them how their individual growth fuels collective success. [insert link]

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4. Follow Through: The Real Work Starts After the Review

This is the most important step. A powerful review meeting means nothing without consistent follow-through. The review is a milestone, not the finish line. 

1. Solidify the Plan: Within 24 - 48 hours, send a brief recap email. Summarize key discussion points, the agreed assessment, and the 3-5 goals. Ask them for buy in / confirmation. This ensures clarity.

2. Commit to Regular Check-ins: Feedback isn't and shouldn’t just be annual; it's continuous. Schedule short, dedicated check-ins (monthly or bi-weekly) to discuss goal progress and support needed.

   
   

Here are some examples from my Forbes article:

• "How are you progressing on _____ project or goals?"

• "What's working well? What challenges are you encountering?"

• "How can I best support you?"

  
  

These consistent conversations demonstrate genuine commitment to your team's growth, it builds trust, and give them the opportunity to improve their performance. 

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Remember: Don't Just Review. Lead.

Remember, being feedback-forward isn’t about being critical. It’s about showing you care enough to help someone succeed. 

When done well, the performance review process fosters engagement, provides clarity, builds trust and ultimately makes your role as a leader more rewarding and effective. And best of all, eventually you create a culture where your team becomes eager to share wins, openly discuss growth opportunities, and collaborate on their path forward.

If this sounds like something you’d like to do with your team, but don’t know where to start, our team can help.