I don't see a problem with employees being defensive. Performance reviews should be dialogue, not a monologue. Everyone should have the opportunity to present their perspective supported by evidence during their performance reviews. If an employee has a different opinion than yours, hear them out and understand the reasons for disagreement before presenting your own analysis. Make sure you do your homework and have your analysis ready. Be factual, fair and unbiased in your feedback delivery. Give credit where due and construction feedback where necessary. If you do this, hopefully you should end the discussion on a positive note.

As someone who has dealt with a handful of such employees, this is what works best as per experience: 1. Acknowledge their efforts. They’re usually good with their work, and they know it too. But it can sound being cocky. 2. Tell them a roadmap and guidelines of how the standard procedures. Cocky employees or overconfident employees do things their own way, which often times is not the ‘designated way.’ 3. Once they’re aware of the guidelines and what needs to be done, set up a 30-day plan of their tasks which suit them best and works perfectly with the company. 4. Share the results with them. It’ll usually be positive after the 30-days plan.

When giving feedback to someone who may not be receptive, I focus on creating a constructive and empathetic atmosphere. I start by acknowledging their strengths and contributions, which helps build rapport and reduces defensiveness. Then, I address areas for improvement using specific, actionable examples, avoiding vague statements that might feel personal or unfair. I emphasize the shared goal of growth and encourage a two-way dialogue, actively listening to their perspective and collaboratively exploring solutions. This approach fosters trust, minimizes resistance, and aligns feedback with their development goals, making the conversation more productive and forward-looking.

Navigating defensiveness during a performance review requires an empathetic and forward-thinking approach. Emphasizing the employee's strengths to build a foundation of trust. Shift the focus from criticism to collaboration by framing challenges as growth opportunities. Instead of pointing out flaws, ask reflective questions like, What support do you need to excel in this area? Use clear examples tied to goals and offer actionable solutions backed by measurable outcomes. Pair this with a personalized development plan, including coaching, skill building, and regular check ins. By reframing feedback as a partnership, you can transform resistance into motivation, driving both individual and organizational success.