How to Give a Negative Employee a Performance Review

March 3, 2025 Tere Jimenez 8 minutes read

Performance reviews can feel like walking a tightrope – especially when addressing underperforming team members.

But a well-executed performance review of a negatively-performing employee is less about punishment and more about striving for transformation.

Let’s talk about how to give a negative employee a performance review with professionalism and effectiveness.

Prepare and Have Documentation

Documentation is the foundation of any meaningful performance review. Think of it like taking impressions for a dental procedure – precision matters.

Start by creating a comprehensive performance record that tracks the employee's work over time. It might sound like you’re trying to collect ammunition but what you’re really doing is creating a clear, objective picture of performance through performance review documentation.

During this, you’ll want to maintain a consistent documentation process throughout the year. Every significant incident, missed target, or performance concern should be noted with specific details. Use a standardized tracking system that allows you to record dates, specific behaviors, and their impact on the practice.

This approach ensures you're not relying on recent memory or isolated incidents, but presenting a holistic view of performance, which is essential when learning how to give a negative employee a performance review.

Gather Evidence

Evidence is the cornerstone of a credible performance review, especially when considering how to give a negative employee a performance review

Collect data that speaks volumes – metrics that demonstrate performance objectively. For a dental practice, this might include patient satisfaction scores, appointment completion rates, inventory management accuracy, or specific procedural metrics.

Detailed documentation really is your ally in this.

Record specific incidents with precision. Instead of "Sarah was late multiple times," note "Sarah arrived 15 minutes late on March 3rd, 5th, and 12th, which disrupted morning patient scheduling and required other team members to cover her initial responsibilities."

Additionally, to enhance your evaluation and give a comprehensive perspective of the employee's work, think about adding qualitative feedback from patients or coworkers if you have it.

Again, it’s important to think about this in a qualitative, data-driven manner rather than something emotional.

Set Objectives

Objectives transform criticism into opportunity. This is where you both can take action.

Creating performance improvement goals that are specific and measurable is one of the most effective employee evaluation tips in this case.

But what should these objectives look and feel like?

Well, they should be challenging yet achievable, providing a clear roadmap for improvement through an effective employee development plan.

These objectives not only guide the employee's development but also provide a clear framework for the performance review discussion.

For example, instead of a vague directive like "improve punctuality," set a specific goal: "Arrive at the practice 15 minutes before the first scheduled patient for the next three months, demonstrating consistent reliability and preparedness."

Throughout this process, involve the employee in the goal-setting process. This inclusion not only increases their buy-in but also allows them to express their own career aspirations.

These personal aspirations can then be incorporated into the objectives for a more individualized approach.

Have a Rough Meeting Structure

Having a rough meeting structure is crucial when learning how to give a negative employee a performance review, as it sets the tone for a constructive dialogue.

A recommended structure for managing difficult conversations might include:

Brief introduction and purpose of the meeting
Review of current performance observations
Specific example discussions
Collaborative goal-setting
Action plan development
Closing remarks and next steps

It’s also beneficial to set a time limit for the meeting, allowing for a focused discussion without overwhelming the employee.

Constructive Feedback Techniques

Motivate, don’t deflate.

Your approach should balance honesty with empathy, creating an environment of genuine professional development.

Start with Positive Observations

Begin the conversation by acknowledging the employee's strengths to create psychological safety. Recognize their contributions and value to the team before diving into areas needing improvement.

For instance, "Your patient communication skills are exceptional, and patients consistently praise your compassionate approach" provides a foundation of respect before addressing performance concerns.

This technique eases the employee into the conversation and reinforces their value to the practice, making them more receptive to feedback.

Use Specific Examples

Vague feedback helps no one.

Just like with your positive observations, use precise, recent examples that clearly illustrate performance issues. Instead of saying "Your work has been inconsistent," provide concrete scenarios: "On February 20th and March 5th, inventory tracking errors resulted in unexpected supply shortages that disrupted patient procedures."

When you provide specific examples, it helps the employee understand exactly what behaviors need to change and why those changes are crucial for the practice's success.

Focus on Behaviors Not Personality

Separate the person from their actions.

Address specific behaviors and their impact, avoiding personal criticisms.

Frame feedback around observable actions and their consequences to the practice, following HR feedback guidelines. This approach not only makes the feedback more constructive but also helps maintain the employee's dignity, allowing them to focus on improvement rather than feeling attacked.

Listen Actively and Allow a Response

Create a two-way dialogue.

After presenting your observations, give the employee space to share their perspective. Active listening might reveal underlying challenges or perspectives you hadn't considered. Encourage them to express their thoughts by asking open-ended questions like, "What do you think might be contributing to these challenges?"

This dialogue can lead to a deeper understanding of the issues at hand and foster a collaborative atmosphere for finding solutions.

Maintain Professional Tone

Emotions can escalate quickly. Maintaining a calm, respectful communication style is crucial for difficult conversation management.

By using neutral language and focusing on solutions rather than blame, you can help prevent emotions from escalating and keep the discussion productive. Use neutral language and focus on solutions rather than blame.

It can be helpful to practice your delivery beforehand, ensuring that your tone and body language convey professionalism and empathy. This preparation can help you manage your own emotions and stay on track during the conversation.

Build an Action Plan Together

A successful performance improvement discussion requires careful preparation and a strategic approach. Transform the performance review into a collaborative process. Work together to create an improvement strategy that feels supportive and achievable. This approach increases employee engagement and demonstrates your commitment to their success.

Involve the employee in identifying resources they may need to achieve their goals, such as training programs or mentorship opportunities. Providing these resources not only aids their development but also shows that you are invested in their growth. This collaborative action plan can serve as a living document that is revisited during follow-ups, allowing for adjustments as needed.

Set Clear Expectations Moving Forward

Establish crystal-clear performance expectations. Create measurable goals with specific timelines and regular check-in points. Demonstrate ongoing support through consistent communication and resources, utilizing performance coaching skills to guide development. Encourage an open-door policy where employees feel comfortable discussing their progress or any challenges they encounter.

Additionally, consider implementing a peer feedback system where colleagues can provide insights on each other's performance. This can foster a culture of accountability and continuous improvement within the team, further enhancing the overall performance of your practice.

Document the Conversation

Take detailed, objective notes during the meeting. These documents protect both the practice and the employee, providing a clear record of discussed performance issues and improvement strategies.

After the meeting, share a summary of the discussion with the employee to ensure mutual understanding and agreement on the key points and action items.

Schedule Follow-up

After the performance review, it's essential to schedule regular follow-up meetings to monitor progress and maintain momentum.

These check-ins provide an opportunity for ongoing dialogue, allowing you and the employee to address challenges and celebrate improvements

Aim for intervals that align with the established objectives, such as weekly or biweekly meetings. This consistent engagement reinforces accountability and demonstrates your commitment to the employee's development.

Ultimately, these follow-ups foster a supportive environment that encourages growth and enhances overall team performance.

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Learning how to give a negative employee a performance review leads to positive change — as does focusing on the quality of your projects.

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How to Give a Negative Employee a Performance Review