How to Give Better Performance Feedback: 7 Key Steps

Research-Backed Strategies to Give Better Performance Feedback
When delivered effectively, performance feedback does more than correct mistakes — it drives better decision-making, strengthens collaboration, and boosts employee engagement. Research by Zenger Folkman highlights a striking difference: managers who prioritize listening before responding are rated in the 78th percentile for feedback effectiveness, while those who fail to listen fall to the 20th percentile.

Why does listening make such a dramatic difference? Insights from Edward Kass at the University of California, Berkeley, shed light on the psychology behind it. Active listening signals leadership fairness and genuine concern. Employees who feel heard perceive their managers as more equitable and are far more likely to provide honest, constructive input. In other words, the simple act of listening creates an environment of trust and openness, which is the foundation for truly effective feedback.

The Problem
Highlighted by our microlearning experts, when giving performance feedback, managers tend to rush and dominate the conversation, often emphasizing what the employee did wrong. But what if in the performance feedback sessions, it’s more important to listen before you speak?

Implications for Managers
We know from our new manager training and performance management training programs that when managers fail to listen first, direct reports often feel attacked and become defensive. They’re psychological response is to feel that they’re being treated harshly and unfairly. As a result, employees who do not feel heard or understood, tend to resist feedback rather than learn from it.

How to Give Better Performance Feedback at Work

Effective performance feedback begins by putting employees in the spotlight. High-performing managers start by asking thoughtful questions, uncovering assumptions, and listening actively. Rather than immediately offering their own judgments, they guide employees to identify areas for improvement and recognize successes themselves.

1. Listen First, Speak Later
   Prioritize active listening. Employees who feel heard perceive managers as fair and trustworthy.  Ask open-ended questions to uncover their perspective before offering your input.
   
   
2. Let Employees Self-Assess
   Encourage team members to identify their own successes and areas for improvement. Questions like, “What went well?” or “Where could you improve?” promote self-reflection.
   
   
3. Be Specific and Behavior-Focused
   Provide feedback tied to concrete actions, not personal traits.  Example: “You missed three deadlines this quarter, which delayed the team’s output” is more effective than “You need to manage your time better.”
   
   
4. Time Feedback Appropriately
   Give feedback close to the event or behavior you want to address.  Delays can reduce impact and clarity.
   
   
5. Use Empathy and Respect
   Frame feedback as a collaborative conversation, not a critique.  Recognize efforts as well as gaps to maintain engagement.
   
   
6. Create a Continuous Feedback Culture
   Integrate informal check-ins and coaching conversations into daily work.  Frequent feedback reduces defensiveness and improves performance over time.
   
   
7. Follow Up and Track Progress
   Establish actionable goals and revisit progress regularly.  Recognize improvements and adjust guidance as needed to reinforce accountability and growth.

The Bottom Line
Never let managers fall into the trap of delivering key performance feedback before understanding the employee’s perspective. Feedback is far more effective when it begins with listening. By inviting employees to share their own reflections first, managers create a foundation of trust, openness, and engagement. 

To learn more about how to give better performance feedback as a manager, download Performance Management Best Practices: Top 5 Factors for Success