A Practical Guide: How to Avoid Awkward Performance Reviews

Performance reviews are a critical part of employee development, yet they often cause discomfort or anxiety for both employees and managers. If not handled well, they can feel tense, awkward, or even unproductive. However, with the right approach, performance reviews can become constructive, motivating, and even a positive experience for both parties.

Here’s a guide for employers on how to avoid awkward performance reviews and create a more engaging and fruitful dialogue.

1. Shift to Continuous Feedback

One of the main reasons performance reviews become awkward is that they focus on issues or feedback that should have been addressed long ago. If employees only hear about areas for improvement during an annual review, it can feel like criticism is coming out of the blue.

Avoid this by creating a culture of continuous feedback. Regular check-ins and informal conversations about performance keep employees in the loop about their strengths and areas for improvement, so nothing comes as a surprise during formal reviews. Continuous feedback allows employees to address issues in real-time and course-correct throughout the year, making the formal review process less tense.

2. Prepare Ahead of Time

Going into a performance review unprepared is a recipe for awkwardness. Take the time to review the employee’s work thoroughly before the meeting. Consider their achievements, any areas that need improvement, and the goals they’ve been working toward. Gathering concrete examples to support your points will help you provide specific, actionable feedback, reducing the chances of the conversation becoming vague or uncomfortable.

Also, encourage employees to prepare in advance. Ask them to reflect on their own performance, goals, and areas they’d like to discuss. This helps shift the conversation from a one-sided critique to a more balanced discussion.

3. Create a Comfortable Environment

The setting of the performance review can influence how the conversation unfolds. Avoid holding reviews in overly formal or high-pressure environments that may heighten stress. Instead, choose a neutral or relaxed space, such as a quiet corner of the office or even the coffee shop on the corner, somewhere the employee feels comfortable and open to discussion.

Starting the review on a positive note, such as acknowledging recent achievements, can also help set a more constructive tone for the conversation.

4. Balance Positive and Constructive Feedback

One of the most common mistakes during performance reviews is focusing too much on the negatives. While it’s important to address areas for improvement, overemphasising them can leave the employee feeling demoralised or defensive.

Aim for a balanced approach by highlighting both positive achievements and areas for growth. This method, often called the “feedback sandwich” (positive, constructive, positive), helps keep the conversation balanced and prevents the employee from feeling singled out for criticism.

5. Involve Employees in the Conversation

Performance reviews become less awkward when they’re a two-way dialogue instead of a one-sided critique. Encourage employees to share their thoughts, feedback, and aspirations. Ask open-ended questions such as:

• How do you feel about your progress in the past few months?
• Are there any areas where you feel you need more support?
• What are your goals for the next quarter/year?

6. Follow Up and Set Clear Goals

The performance review shouldn’t be the end of the conversation. To avoid an awkward disconnect between the review and future progress, ensure that the meeting concludes with clear next steps.

Work with the employee to set achievable, measurable goals for the next review period, and establish a follow-up plan to check on their progress. This reinforces that the review is part of an ongoing process of development, rather than a one-time judgment, making future reviews more constructive and less stressful.

Performance reviews don’t have to be awkward or uncomfortable. By fostering continuous feedback, preparing thoroughly, and focusing on growth, you can transform these reviews into valuable opportunities for development and engagement. With the right approach, performance reviews can strengthen the relationship between managers and employees, drive professional growth, and contribute to the long-term success of your team.