In performance reviews, especially when it comes to performance appraisals, there is a perennial topic: the communication behavior of employees. And this is not surprising.
While the origins of human beings are already 5 million years old, our language is only around 30,000 to 50,000 years old. It is therefore not unusual that many people find it difficult to communicate constructively, proactively and efficiently –, especially in a social context where there is probably also a certain amount of pressure.
Regardless of whether it is due to a lack of empathy or even a lack of communication, when it comes to performance appraisals, it is important to be a role model yourself: How do you give feedback regarding the employee's communication in such a way that it is most likely to be constructively received and, at best, even implemented?
The right choice of words is important here. I'll give you specific examples, formulations and phrases for appraisal interviews and performance appraisals on the subject of communication.
But before I go any deeper, I would like to take a look at the meta-level: How do you give constructive feedback so that it is implemented? The concept of non-violent communication according to Dr. Marshall Rosenberg is very helpful here (see also: Non-violent communication by Dr. Marshall Rosenberg).
One more thing: As a manager, do you feel unsure about what systematic & successful people management looks like? Then I have something for you: Our free online people management training course.
Take a look and learn, for example, a trick on how you can increase team performance relatively easily by 10-20%. Feel free to have a look, you can get started right away 🙂 But back to the topic.
The tip for employee appraisals on the topic of communication
This concept for one-to-one feedback conversations can of course be used for communication, but also for feedback in other areas. I would like to give you an example using a few phrases and formulations so that you can visualize the concept.
👎 Bad feedback phrase on communication | 👍 Good feedback phrase for communication |
|---|---|
If you had taken into account that we want to give an update on our task status in the chat once a day, this would not have happened. | I noticed that you didn't submit a task status in the chat today. That's why I was a bit surprised and sad, because reliability is very important to me. I would ask you to set yourself a daily reminder. Or what is your perception on this and what could be possible solutions? |
Let's take a closer look at the difference. If you take a closer look, the much more constructive feedback on the right consists of four to five parts that can be applied to almost all feedback situations and should also be taken into account in performance appraisals on communication:
Step | Example phrase |
|---|---|
1. Observation | "I noticed that you didn't submit a task status in the chat today." |
2. Sense of self | "That's why I was a bit surprised and sad..." |
3. "Me"-Need | "because reliability is very important to me." |
4. Ask | "I'm asking you to set yourself a daily reminder." |
5. Participatory question | "Or what is your perception of this, and what could be possible solutions?" |
The magic of non-violent communication lies in the fact that you only focus on yourself. You don't get into the other person's territory, which means they don't feel attacked. Theoretically, AI tools can also help with the right wording (see: AI humanizer for more human-like text).
I'll give you another example that doesn't come from the business world, but from home. When you read the examples, reflect: How would you rather be received when you come home? Where do you feel more offended? Which of the two formulations is less likely to start an argument?
Imagine your life partner says to you:
Destructive | Constructive |
|---|---|
"You haven't washed the dishes again, even though you promised me you would!" | "I've just seen that the dishes haven't been washed yet. That makes me a bit sad because reliability and a fair division of labor are important to me in our relationship." |
I hope you realize how the focus here on your own perceptions, feelings and needs helps you to enter the conversation constructively.
7 areas for employee appraisals Phrases and formulations on the topic of communication
So, hopefully you now have a little toolbox to make your own phrases a little better. But now I would like to give you many more examples, phrases and topics for performance reviews and performance appraisals in various areas where communication is involved. Let's get started.
Incidentally, there is another article in our blog if you are interested in specific templates for various one-to-one meetings (e.g. weekly, annual, 1-1 with difficult employees...): 15 proven 1-1 meeting templates to edit (free).
General communication behavior
Positive phrases, examples and topics for appraisal interviews in the general area:
- "I appreciate your ability to convey information clearly and comprehensibly. That makes teamwork much more efficient."
- "Your communication style is always respectful and professional, which has a positive effect on the working atmosphere."
- "You manage to explain even complex topics in a way that everyone can easily understand."
Negative or constructive phrases, examples and topics for appraisal interviews, based on the concept of non-violent communication, in the general area:
- "I've noticed that your emails often contain a lot of information, but the core message is difficult to recognize. As a result, I am sometimes unsure of what is actually expected. I would like to see a clearer structure in your messages. Could you please emphasize your main points more in future?"
- "In meetings, you sometimes present your points so quickly that it's difficult to follow you. I think that's a shame because your ideas are valuable. Can we work on structuring your contributions better?"
Giving and receiving feedback
Positive phrases, examples and topics for appraisal interviews in the area of feedback:
- "I think it's great how constructive and appreciative your feedback is. It motivates your colleagues and helps us all to develop further."
- "You are always open to feedback and implement it in a targeted manner. That's a real strength of yours."
- "Your ability to give objective and solution-oriented feedback, even in difficult situations, is remarkable."
Negative or constructive phrases, examples and topics for appraisal interviews, based on the concept of non-violent communication, in the area of feedback:
- "I've noticed that you haven't been giving your colleagues much feedback recently. This could lead to opportunities for improvement not being recognized. It's important to me that we give each other regular feedback. Could you get more involved in future?"
- "I get the impression that you sometimes feel defensive when feedback is given. This could prevent you from seeing new perspectives. How can we work on making feedback discussions more pleasant for you?"
By the way: If you are a manager of software developers, the following article might be of interest to you: 6 Examples of feedback to software developers.
"I like this employee, but he's underperforming. How can I address this in 1:1s?"
"I often don't know whether I was too hard – or too soft – in my 1:1s to make a positive impact."
"I can’t identify patterns or trends across my 1:1s. Everything feels isolated."
Team communication
Positive phrases, examples and topics for appraisal interviews in the area of team communication:
- "Your way of moderating discussions and incorporating all opinions is a great asset to our team."
- "You have a good sense of when a team member needs support in communication and always offer this proactively."
- "I appreciate how well you make sure that every voice is heard in the team."
Negative or constructive phrases, examples and topics for appraisal interviews, based on the concept of non-violent communication, in the area of team communication:
- "I've noticed that you often express your views in meetings without letting others have their say. That makes it difficult for others to contribute their ideas. I would like us all to be able to speak on an equal footing. Could you make sure you give others space too?"
- "Lately, I've noticed that you've been holding back in group discussions. It seems as if you're not actively involved, even though your contributions would be valuable. Could you get involved more often?"
Conflict management
Positive phrases, examples and topics for appraisal interviews in the area of conflict:
- "Your ability to recognize conflicts early on and address them calmly has often helped us to resolve difficult situations."
- "You remain calm in stressful situations and skillfully mediate between different points of view – that is a valuable contribution to the team."
- "Your diplomatic skills in delicate discussions help to resolve conflicts sustainably."
Negative and constructive phrases, examples and topics for appraisal interviews, based on the concept of non-violent communication in the area of conflict:
- "I've noticed that you tend to avoid conflicts and sometimes leave areas unspoken. This can lead to tensions remaining in the team. It would be helpful if you could address such situations directly. How can we support you in this?"
- "I've noticed that you sometimes react in discussions in a way that seems emotional and might put others off. It's important to me that we remain calm and objective in conflicts. Can we work together on a strategy for how you can structure such conversations?"
Virtual communication
Positive phrases, examples and topics for appraisal interviews in the field of virtual communication:
- "In virtual meetings, you always make your points in a concise and structured way, which makes the discussions very effective."
- "I find it remarkable how you create a personal and friendly atmosphere in online formats."
- "You make excellent use of digital tools to convey information clearly and avoid misunderstandings."
Negative or constructive phrases, examples and topics for appraisal interviews, based on the concept of non-violent communication, in the area of virtual communication:
- "In our virtual meetings, I've noticed that you often seem absent or otherwise preoccupied during conversations. This could give the impression that the discussion is not important to you. It would be nice if you could concentrate fully on the conversations. Can we think together about how this could work better?"
- "Your messages in the chat sometimes seem short and can easily be misunderstood. For example: 'Do it quickly. That can sound rude, even if that's not your intention. Could you include a bit more context or polite phrases?"
By the way, if you are still a new manager, I would like to recommend my video with 7 typical mistakes of managers that you should definitely avoid (English) – take a look:
Communication with customers or external parties
Positive phrases, examples and topics for employee appraisals in the area of customer communication:
- "Your friendly and clear communication with our customers creates trust and strengthens cooperation in the long term."
- "You represent our company to the outside world with a professionalism that really shapes our brand in a positive way."
- "The feedback from our customers shows that your communication skills are a decisive factor for our good customer loyalty."
Negative or constructive phrases, examples and topics for employee appraisals, based on the concept of non-violent communication, in the area of customer communication:
- "I've noticed that some of your emails to customers are relatively direct. This could be taken to mean that we are less appreciative. It's important to me that our communication with customers always remains friendly and professional. Could you read through such messages again before sending them?"
- "I heard from a customer that he didn't feel fully informed about the status of his project. I understand that this can happen with the heavy workload. How can we make sure that our customers get more regular updates?"
Personal communication
Positive phrases, examples and topics for appraisal interviews, in the personal area:
- "Your empathetic and respectful treatment of others makes you a role model for the entire team."
- "You manage to address even critical topics in a way that makes your counterpart feel valued."
- "Your openness and authenticity in communication create trust and promote an open corporate culture."
Negative or constructive phrases, examples and topics for appraisal interviews, based on the concept of non-violent communication, in the personal sphere:
- "I've noticed that you sometimes don't make much eye contact in conversations or don't actively listen. This can give the impression that the other person's concerns are not important to you. I would like you to pay more attention at times like this. Can we pay attention to that?"
- "I've noticed that your feedback in face-to-face conversations is sometimes very short, like 'You got it. That can give the impression that you're not really dealing with the topic. It would be nice if you could go into more detail about such conversations."
As mentioned, templates for performance reviews can of course help to communicate feedback constructively. The following blog post may help you if you are more interested in the topic: 5 templates for regular employee check-ins.
Template for 1-to-1 conversation to reflect on communication: Leading through questions
In line with the principle of "leading by asking", you can of course also reflect on communication together with employees.
Appropriate one-to-one discussions can be a good basis for writing an official report afterwards.
To give you an example of an appropriate conversation, I have prepared a template for you here. Feel free to try it out in the Echometer tool.
Self-reflection of the employee (7 min)
How would you rate your own communication within the team and with stakeholders?
Where do you feel you communicate particularly clearly and effectively?
Are there situations in which you experience uncertainty or challenges?
Which communication strategies work particularly well for you?
Are there any examples where you have had a positive influence through your communication?
What feedback have you received on your communication?
Are there situations in which misunderstandings arise?
Where do you see opportunities to improve your communication?
How can we as a team or I as a manager support you in this?
Which communication skills would you like to develop further?
Are there any methods or techniques you would like to try out?
How can we work together to help you express yourself more confidently and effectively?
⁉️ Mood check (survey)
- "The communication in our team is great."
This is what this survey looks like in Echometer:
Employee interviews with software developers in the area of communication
Hopefully, you have now been given some inspiration on how to give your team member feedback on the topic of communication. Let's continue with some examples that are specifically aimed at software developers and software engineers. How can you give good feedback to software developers in performance reviews and performance appraisals when it comes to communication? Here are some formulations, examples and phrases:
Feedback on the area: Requirements analysis with stakeholders
- Positive: "I think it was great how clearly and comprehensibly you translated the customer's requirements into technical steps. That really helped us to draw up a precise plan."
- Negative: "I noticed that some requirements remained unclear at the last meeting with the customer. I would like you to ask more questions during such meetings if details are missing so that we can avoid misunderstandings. What do you need to ensure this?"
Feedback on the area: Code reviews
- Positive: "Your feedback in the last code review was detailed and helpful. It helped to improve the quality of the code without demotivating anyone."
- Negative: "I've noticed that your feedback in code reviews is often very brief. It would be helpful if you could make more specific suggestions so that your colleagues can better understand how to improve the code."
Feedback on the area: Documentation
- Positive: "The documentation you created for the API module was clearly structured and very helpful. This makes it easier for the team to work efficiently with it."
- Negative: "I've seen that the documentation for the last feature is missing some important details, for example about using the API. Could you please make sure that the documentation is complete so that everyone can access it easily?"
Feedback on the area: Team meetings and stand-ups
- Positive: "Your contributions in the stand-ups are always precise and to the point. As a result, we all know exactly where we stand and can plan better."
- Negative: "In the last standup, it was difficult to understand your status because some details were missing. It would be good if you could give clear updates so that the team is better informed."
Feedback on the area: Cooperation with non-technicians
- Positive: "I appreciate how patiently and clearly you explained the technical processes to our marketing colleagues. That really made the collaboration easier."
- Negative: "During the last exchange with the design team, your explanations seemed quite technical and difficult to understand. It would be helpful if you tried to express yourself more simply in such conversations to avoid misunderstandings."
Area: Debugging and problem solving in a team
- Positive: "I saw how you led the team in debugging the last problem. Your approach was structured and solved the problem efficiently."
- Negative: "During the last debugging, it seemed that you mainly worked on the problem on your own without involving your colleagues. I would like you to involve the team more so that everyone can work together on a solution."
Area: Presentation of results
- Positive: "The presentation of your prototype was clear and convincing. You highlighted all the important points and inspired the team."
- Negative: "When you presented your feature, it was difficult to recognize the key points. It would be good if you could structure your results more clearly in future so that everyone can understand them better."
Area: Handover and onboarding of new colleagues
- Positive: "Your knowledge transfer during Max's onboarding was excellent. Your clear explanation made it easier for him to get started and gave him immediate confidence."
- Negative: "At the last onboarding, there were some unanswered questions because not all the relevant information was handed over. It would be helpful if you prepared the handover more fully in future."
By the way, another tip at this point: If your first one-to-one meeting with a new employee is just around the corner, I can recommend our article on this: 5 tips for one-to-one meetings with new employees.
Example phrases that are encouraging (the end of your session)
If your performance review or one-on-one performance appraisal is about software developers, you should now have some examples on the topic of communication. I would like to finish with a few more phrases that can help you to point constructively towards a positive future in order to increase motivation:
- Appreciation of improvement: "I've noticed that you've been working on this and it's had a really positive effect on the collaboration. That shows how open you are to development."
- Feedback on further development: "Your performance was already strong and I still see a lot of potential. If you take a more targeted approach in this area, you could really achieve great things."
- Appreciation of team spirit: "I would like to emphasize how much your team spirit enriches our collaboration. You make sure that everyone feels included, and that strengthens cohesion."
- Encouragement after mistakes: "Even if things didn't go perfectly this time, I would like to emphasize how much we were able to learn from it. Your commitment was important and we found a solution together."
- Support with challenges: "I can see how hard you are trying to resolve this issue and I know it's not easy. Let's look together at how we can support you."
- Highlighting innovative strength: "Your ideas are creative and bring a breath of fresh air to our processes. I really appreciate the fact that you have the courage to introduce new approaches."
- Gratitude for reliability: "There are always moments when I can rely on you – and I really appreciate that. Your reliability gives the team security."
Conclusion - Employee appraisal phrases & examples of communication
Good communication is the backbone of any successful collaboration, especially in complex working environments such as software development or white-collar teams. Whether it's about clearly understanding requirements, giving constructive feedback or resolving conflicts – the ability to convey thoughts and ideas precisely and respectfully is essential.
My text has shown how diverse the challenges of communication are in everyday working life and how important it is to formulate both positive and critical feedback with care and clarity. It is particularly helpful to apply principles such as non-violent communication in order to promote a climate of trust and openness.
If you're still not quite sure how best to coach your employee, I have one last tip for you: Have you ever considered trying out software for one-to-one meetings?
This is exactly where our Echometer tool can help you. If this sounds interesting, you can find more information on our website (Our website: Echometer) or register directly by using one of our One-on-One templates – for example the one below:
"I like this employee, but he's underperforming. How can I address this in 1:1s?"
"I often don't know whether I was too hard – or too soft – in my 1:1s to make a positive impact."
"I can’t identify patterns or trends across my 1:1s. Everything feels isolated."
