The art of giving feedback: tips for annual reviews

The new year has begun, and many organisations are preparing for their annual reviews. For managers, these meetings are an important opportunity to reflect on performance, recognise successes, and give employees targeted feedback that will help them continue to grow. 

Well-delivered feedback is one of the most powerful tools a manager has at their disposal, says Özlem Simsek, managing director at recruitment specialist Robert Walters: ‘It can motivate, improve performance and strengthen the relationship between manager and employee. Conversely, feedback that is unclear or lacking in nuance can lead to confusion, demotivation or resistance.’ 

Özlem shares some practical tips for giving feedback that yields positive results.   

Preparation lays the foundation 

“A successful feedback conversation begins well before the actual meeting. Take the time to thoroughly review performance over the past year, drawing on various sources such as project results, input from colleagues, and self-evaluations. By focusing on recurring patterns rather than isolated incidents, you can ensure a balanced and objective assessment,” Özlem advises. 

It also helps to determine in advance what you want to achieve with the conversation. Do you mainly want to recognise successes, focus on areas for development or look ahead together? A clear goal provides direction and prevents the conversation from going off on a tangent. 

Appreciation and development 

Effective feedback strikes a balance between recognition and coaching.

Employees want to feel appreciated for what they do well, but at the same time they need clear guidance to grow.  

‘Start by identifying strengths and specific contributions,’ says Özlem. ‘Avoid general compliments and be as specific as possible: what exactly did the employee do well and why did it make a difference? This not only increases the credibility of your feedback, but also motivation.’ 

When discussing areas for improvement, it helps to frame them as opportunities for development. By focusing on growth and future behaviour, you prevent feedback from being perceived as personal criticism. Phrases that encourage development work better than judgemental statements. 

Action-oriented communication 

Feedback only becomes truly valuable when it is clear and applicable. Vague comments often leave employees uncertain about what exactly is expected of them. By citing specific situations or examples, you make your observations tangible and understandable. 

'Coupling your feedback with suggestions for improvement is also beneficial,' adds Özlem. 'This way, the employee not only understands what could be improved, but also how they can go about doing so. This immediately transforms feedback into a practical tool rather than an abstract judgement.' 

Feedback in the form of dialogue 

 An appraisal interview works best when it is not a one-way conversation. By actively involving employees and giving them space for their own reflection, an open conversation is created in which mutual understanding is central. Open questions help to hear their perspective and better understand any obstacles. 

“When challenges arise, it pays to think about solutions together. By giving employees responsibility for their own development, you increase support and commitment to taking effective steps,” says Özlem. 

Looking to the future 

Annual reviews are not just a chance to look back, but also a moment to look ahead. By discussing ambitions, skills and possible next steps, you show that you are investing in your employee's long-term growth. This could involve new responsibilities, training, mentoring or other development opportunities within the organisation.  

Employees who feel that their growth is taken seriously are generally more engaged and motivated. 

The way you say it 

 In addition to the content of your feedback, the way you communicate it also plays a major role. Receiving feedback can be stressful, so an empathetic and respectful attitude is essential. Remain calm and professional, even when broaching difficult subjects, and formulate your observations from your own perspective. This reduces the likelihood of defensive reactions. 

Özlem: ‘Don't forget that non-verbal communication also plays a role. Eye contact, an open posture and a calm tone often reinforce your message more than words alone.’ 

Follow up  

“Finally, feedback does not stop after the appraisal interview. By providing regular feedback and checking on progress throughout the year, you show that the interview was not a one-off formality. This follow-up makes feedback credible and supports employees in their further development,” concludes Özlem. 

More information

 To learn more about talent retention and attraction strategies, feel free to contact one of our offices, or discover our recruitment advice articles.