When an employee becomes defensive during a performance review, motivational interviewing can foster a constructive conversation. Start by asking open-ended questions to allow them to share their perspective fully. Practice reflective listening by summarizing their concerns and reflecting them back, demonstrating understanding and empathy. Affirm their positive behaviors by acknowledging their strengths and achievements, which helps create a supportive and encouraging environment. These steps can diffuse defensiveness and pave the way for meaningful dialogue. What techniques have worked for you in similar situations? Let’s exchange strategies for success!

The spirit of MI should be fostered every day within an organization to support a culture of empathy, compassion, understanding and emotional safety.

Performance reviews can be tense, especially when an employee becomes defensive. I’ve been there, watching arms cross and hearing clipped responses. Early in my career, I’d push harder, thinking directness would break through, but it only built more walls. Then I discovered motivational interviewing. Saying, “It sounds like this feedback feels overwhelming,” isn’t about backing down—it’s about opening the door. Once, an employee admitted, “I’m just worried no one notices what I am doing.” That moment shifted everything. The review stopped being a standoff and became a real dialogue. Curiosity doesn’t weaken feedback; it strengthens trust and creates room for growth.

Performance reviews can be challenging, especially when employees feel defensive. It’s important to create space for them to express their challenges without interruptions. Observing their tone and non-verbal cues allows managers to gauge their emotional state and respond empathetically. If their defense doesn’t meet expectations, encourage reflection and ask for stronger justifications. Acknowledge workplace pressures, as they may impact performance. Balancing empathy with accountability ensures employees feel heard while staying motivated to improve, making the review process constructive and growth-oriented.

During performance reviews, employing motivational interviewing techniques can foster more productive and open communication when an employee displays defensiveness. Effective strategies include asking open-ended questions to encourage the expression of thoughts and feelings; practicing reflective listening to demonstrate attentiveness and understanding; and affirming positive behaviors to build a supportive environment by acknowledging strengths and achievements.