How to Write Unsatisfactory Performance

Performance reviews can be daunting, especially when they involve discussing unsatisfactory performance. Yet, handling this conversation with tact, clarity, and structure can transform a difficult situation into an opportunity for growth. So, how exactly do you write about someone's unsatisfactory performance without derailing their motivation or your team's morale? The answer lies in adopting a method that blends honesty, constructive feedback, and actionable guidance.

The reality of unsatisfactory performance reports is that no one enjoys receiving negative feedback. But you, as a leader, have the power to present the information in a way that opens doors for improvement. Instead of diving straight into a list of what went wrong, a good strategy is to start with the context and end with specific actions the individual can take to improve. This reverse approach makes the conversation less about failure and more about what can be done moving forward.

1: Context Is Key

To truly resonate with your reader, start by framing the context around the performance issue. This could be related to organizational goals, team dynamics, or specific project outcomes. The individual should clearly understand the situation and why performance is under review.

For example: "In our recent project aimed at expanding the company's reach into new markets, the team had clear benchmarks for achieving milestones within a set timeline. However, as we’ve reflected on the project's progress, certain aspects of your role did not meet the expectations we had discussed."

By placing the feedback within a specific context, the individual is more likely to see the bigger picture and recognize their role in the team's objectives.

2: Objective Data and Specifics

Once the stage has been set with context, the next step is to provide objective data and specific examples of where performance fell short. General statements like “your work was unsatisfactory” are not helpful. Instead, use data, deadlines, and expectations as tools for clarity.

"In the last quarter, our agreed-upon sales target was $100,000. Your individual contribution of $25,000 was below the $50,000 target we set."

This helps remove the emotional element from the conversation. Numbers don't lie, and providing specific examples of missed deadlines or under-delivered outcomes helps keep the feedback rooted in fact rather than perception.

3: Focus on Behaviors, Not the Person

It’s crucial to avoid making the unsatisfactory performance about the individual’s character or personality. Instead, focus on the specific behaviors or actions that led to the performance issue.

"Your approach to client communication, specifically not following up within the agreed 48-hour window, has led to delays in negotiations, which impacted the overall project timeline."

This ensures the employee doesn't feel personally attacked and keeps the conversation centered on professional development.

4: Offer a Path Forward

One of the most critical aspects of writing unsatisfactory performance feedback is providing clear, actionable steps for improvement. Employees need to feel like they can turn the situation around, and offering guidance is the key to that.

"To ensure we meet our goals in the next quarter, I recommend scheduling weekly check-ins with clients to ensure that communication remains on track. Additionally, please attend the client engagement workshop next week to sharpen your follow-up skills."

When employees see a clear path to improvement, they are more likely to respond positively to feedback. Your role as a leader is to ensure that the feedback doesn’t just highlight the negatives but also provides a roadmap to success.

5: Be Empathetic and Encourage Dialogue

Performance reviews, especially negative ones, can often feel one-sided. To prevent this, encourage the employee to share their thoughts and concerns about their performance. This opens the door to mutual understanding.

"I understand this may have been a challenging quarter for you. I’d love to hear your perspective on what might have contributed to the missed targets and how we can work together to improve moving forward."

Creating a two-way conversation shows the employee that you're not just delivering judgment but are interested in helping them succeed. It also fosters trust and helps address any external factors that may have impacted their performance.

6: The Importance of Follow-up

Writing the unsatisfactory performance review is only one part of the process. A crucial follow-up plan ensures that the feedback has been understood and that progress is being made. Set clear deadlines and touchpoints to review progress.

"Let’s set a meeting in two weeks to review your progress on the action items we discussed. In the meantime, please feel free to reach out if you need any resources or support."

This step shows the employee that you are invested in their development and provides accountability for both parties moving forward.

Conclusion: Turn Unsatisfactory into Opportunity

Writing about unsatisfactory performance may never be easy, but when done thoughtfully, it can lead to positive outcomes. Remember to frame the feedback within a broader context, use objective data, focus on specific behaviors, and always offer a clear path forward. Through this method, you’re not just addressing a problem—you’re building a stronger, more capable team.

Unsatisfactory performance reviews can seem intimidating, but when approached with clarity, empathy, and structure, they serve as a powerful tool for growth. By providing actionable feedback, you give employees the opportunity to learn and improve, ensuring that the next review will have a far more positive outcome.