The Art of Constructive Feedback: 4 Tips for Better Performance Reviews

Performance reviews don’t have to be daunting—they can be powerful growth opportunities.

Feedback is key to any team’s success, even when everything seems to be going well. A feedback-friendly culture helps everyone reflect on how they can improve and spot areas for growth they might have missed. It also reveals blind spots, builds stronger relationships, and boosts employee engagement.

When everyone feels supported and motivated to do better, it sparks a cycle of growth that benefits the entire organization.

4 Strategies to Build a Feedback–Friendly Culture

These four strategies will help you build a culture where feedback isn’t just welcomed—it’s a key part of continuous improvement.

1. Start with Top–down Communication

A feedback-friendly environment starts at the top, with leaders demonstrating that feedback is a powerful tool for development, not just a way to highlight weaknesses. When feedback is seen as a shared opportunity to grow together, it fuels continuous improvement rather than fear.

As Heleen Westerhuijs, Senior Executive Coach at Arootah, puts it, “In performance reviews, lead with equal clarity and care. When your feedback comes from a genuine success intention, it lands with impact — not defense. Say what you see, name the impact, and invite ownership.”

2. Use Formal and Informal Feedback

Don’t just conduct formal performance reviews. While these are important, you can also garner and provide feedback via other mediums.

Try using anonymous surveys, casual one-on-ones, or even group meetings. By mixing structured 360-degree feedback with more casual, everyday interactions, you can create a balance that takes the pressure off and encourages open, honest conversations across the team.

3. Balance Positive and Negative Feedback

Not all feedback can be positive. However, you can frame negative feedback so that it presents a growth opportunity to the recipient.

For example, lessen any blows by using the “sandwich method”— for any negative critiques, sandwich that feedback between two pieces of positive critique. When you provide negative criticism, always portray it as something that can be overcome and invite the recipient to solve the issue with you.

As you go, be sure to give as specific and objective feedback as possible. Better yet, incorporate data.

“Vague praise is forgettable; data sticks,” says Debbie Chueh, Coaching Program Manager at Arootah. “Use metrics to spotlight results, back feedback with real examples, and tie performance to impact. Think of the review as a playbook — clear, strategic and actionable — so your team knows exactly how to win the next round.”

4. Leverage Technology

Technology can make your feedback process easier and more accessible. For example, rather than gathering all feedback face-to-face, which can feel awkward and limiting to some, you can use online, anonymous feedback-gathering tools to get more honest insights from your teams.

Additionally, if you and your teams use a messaging platform, consider using it to provide instant feedback throughout the day rather than waiting until formal meetings.

Best Practices and Common Pitfalls

As you keep these communication tips in mind, remember to also consider each team member’s individual preferences and goals. Some might thrive on direct feedback, while others might prefer it framed differently. Some people want feedback right away, while others may prefer a scheduled time to discuss it.

Timing and setting also matter. If your team is under pressure with a time-sensitive project, it’s probably not the best moment to offer non-urgent critique. And don’t forget the balance between public and private feedback—negative feedback should always be given privately, but make sure to publicly recognize positive contributions as well.

As you adapt your feedback style, be sure to also listen to and act on feedback from others. Every team member, regardless of role, has room to grow and improve.

The Bottom Line

Performance reviews can be a powerful tool for growth when approached with the right mindset. By fostering a feedback-friendly culture through clear communication, a mix of formal and informal feedback, a balance of praise and critique, and leveraging technology, you can create an environment where feedback becomes an opportunity, not a challenge.

Creating an environment where everyone feels valued and driven to improve leads to stronger outcomes across the board. Growth isn’t one-sided, so stay receptive, adapt often, and help keep progress moving for everyone involved.

Looking for tailored guidance to improve your leadership skills? An Arootah Executive Coach can help you. Sign up for a complimentary results call to learn more!