Navigating Conflict in Performance Appraisals

Performance appraisal season often reveals underlying tensions, particularly when reviews touch on unexpected criticisms, vague feedback, and rushed timelines. Let’s consider a recent scenario that highlights these dynamics and explore how to handle them effectively.

My friend, a young professional, met all his goals consistently throughout the year. In his recent appraisal, his manager criticized him for not demonstrating enough “proactivity” in taking on additional responsibilities—despite my friend believing his goal was to focus on refining his core duties. Additionally, he was rated low in communication skills, which had never been flagged as an issue and had even been praised earlier. To make matters worse, the appraisal process was rushed due to a last-minute deadline, making the feedback feel abrupt and leaving more questions than answers. When my friend raised these concerns, the manager adjusted his scores without further explanation, leaving him feeling disillusioned.

This scenario brings up three key issues that often drive conflict in performance appraisals: unexpected feedback, misaligned expectations, and lack of transparency in communication.

Let's take a look at each issue and some practical strategies to create a fairer, more constructive review process.

1. Unexpected feedback and lack of consistency

For my friend, hearing about a low communication score was a shock, especially since it hadn’t been brought up previously. When feedback is inconsistent—praised one moment and critiqued the next—employees feel that their performance is being evaluated arbitrarily. This creates frustration and can even lead to resentment, especially when there’s no opportunity to improve in real-time.

What you can do about it: Provide ongoing, consistent feedback throughout the year.

Regular feedback sessions help managers address performance issues as they arise, so there are no surprises during appraisal time. By providing real-time feedback, managers can support employees in making adjustments and achieving continuous improvement. A simple habit of monthly or quarterly check-ins can significantly improve communication and avoid any surprises when appraisals come around. Better yet, engage and connect in real-time. This means that you catch people when they are doing well and praise or give feedback immediately, and the same for corrections.

2. Misalignment of expectations

My friend believed his primary objective was to refine his current duties, yet his manager expected him to proactively take on new responsibilities. This misalignment often stems from a lack of clear communication on evolving goals. When expectations shift but aren’t adequately communicated, it leads to misunderstandings, especially if such expectations only surface during appraisals.

What you can do about it: Set and review goals regularly.

At the start of the year and at regular intervals, managers should work with employees to set clear, mutually agreed-upon goals. If expectations change, these should be communicated as soon as possible. As much as possible, remove assumptions. Employees should feel empowered to clarify goals during one-on-one meetings, ensuring both sides are aligned. Documenting goals and any updates creates a shared understanding and provides a framework for fair, consistent evaluations.

To 'ASSUME' is to make an 'ass' out of 'u' and 'me'.

3. Rushed feedback and lack of transparency

Rushing the appraisal process often results in hasty feedback that can feel harsh or abrupt. For my friend, the rushed feedback left him with more questions than answers, and when he raised concerns, his manager adjusted the scores without explanation. This kind of response, lacking transparency, erodes trust and makes the appraisal process feel arbitrary.

What you can do: Create a thoughtful appraisal process with clear communication channels.

Managers should allocate sufficient time to review and discuss appraisals with each employee. A comprehensive appraisal should include a balanced view of strengths and areas for improvement, with examples to support feedback. If adjustments to ratings are made, managers should explain why and discuss the changes openly with the employee. This approach fosters transparency and encourages a productive, trust-building conversation rather than a demoralizing or confusing experience.

Let's being it all together now.

Performance appraisals can either build or damage employee morale depending on how they are conducted. When feedback is consistent, expectations are clear, and communication is open, appraisal season becomes a chance for growth and reflection rather than frustration.

Addressing these three issues—unexpected feedback, misaligned expectations, and rushed or vague feedback—can help transform performance reviews into opportunities for professional development. By creating an appraisal process that values clarity, fairness, and consistency, both managers and employees can engage in productive dialogues that foster growth, motivation, and mutual respect.

If you struggle with delivering performance appraisals, consider wearing a 'Coach' hat instead of a 'manager' hat. Approaching performance appraisals using a coaching hat helps you as a leader to be humane, sensitive, curious, and eager to see the individual you are assessing, succeed. Therefore, the performance appraisal is not an attack or an opportunity to catch mistakes. Rather, it is an opportunity to spark transformation.

What has been your experience with performance appraisals? Share in the comments.