It can be a challenging task to write consistent and richly detailed employee reviews. Getting the wording and review phrases just right, and providing concrete examples in the performance appraisal feedback and comments can take a lot of time. As a manager, it's important to provide feedback to an employee on an going basis. Reviewing sample forms that have already been filled out is a good way to get comfortable giving constructive and useful feedback.
Depending on the work culture, performance reviews will differ from company to company. Some organisations may not see the benefit of giving ratings (i.e numerical approach) and some may prefer just to give ratings without comments. It's important to adopt a system that is most relevant to the company.
In today's business environment, employees benefit the most when managers are able to give feedback that is as constructive and relevant as possible. Below are some suggestions for getting the wording and phrases right, so that employees can develop their professional skills and competencies.
Use the employee's name as often as possible
It's well versed in communication psychology that using someone's name is the most important word in the universe. Using someone's name has been shown to make people more likely to respond to you, help you and be more open to suggestion. When you, as a manager, use your employee's name, it’ll make it easier to get your point across, and make the employee more susceptible to your suggestions.
Practice empathic listening
Empathic listening is when you pay attention to someone with empathy (emotional identification, compassion, feeling, insight). One basic principle is to seek to understand, before being understood. Empathic listening aims for a meaningful conversations with others. It works by mimicking employees (repeat what the employee has said), Rephrasing what they have said (Rephrase their comments to show that you have understood) and Reflect on what they have said (put their feelings into words they understand). Listen to your employee, take in what they have said and add to it. This encourages an open conversation, and leaves the employee open for suggestions and debates.
Use actionable words
Employees can certainly experience feeling of achievement as they carry out their work, and they can give themselves positive messages. However, when they hear you use the word achievement, it can be truly motivational. Using words like Can, build and growth are also emotional hook words. These words are inherently positive. They set off positive emotions as soon as they are seen or heard.