Annual performance reviews and regular feedback are essential components of organizational success. However, experience shows that many organizations in the EU bubble lack structured processes for these practices, and even where such processes exist, teams are rarely trained on how to execute them effectively. Professionals often have no idea how to approach giving – as well as receiving – feedback in a way helpful to both the practice of constructive exchange, and to the people involved.

To ensure feedback is impactful, it’s crucial to follow a structured approach. There are a lot of elements to consider, but when it comes to sharing feedback there are a number of best practices that you can already bear in mind to set the conversation on solid ground and support positive outcomes of value to the recipient:

  1. Timing and Preparation are key: Coordinate a good time for a conversation with the recipient, both so that you can dedicate time and attention to it, and so that the recipient can prepare. Seek to regularly provide feedback throughout the year, not just during the formal reviews. This allows people to understand their progress, address any performance gaps, and make necessary improvements.
  2. Focus on the Behavior, Not the Person: Address specific behaviors, rather than making vague or personal remarks that might make the recipient defensive and complicate the exchange.
  3. Provide Concrete Examples: Support your feedback with clear, specific examples to illustrate your points. Stay factual and use objective measures to assess performance whenever possible.
  4. Encourage self-evaluation: Avoid talking “at” someone. Instead, invite the recipient to reflect on their performance and on how they might approach a similar situation differently in the future using open-ended questions. This helps people reflect on their strengths and weaknesses, fostering self-awareness and ownership of their development.
  5. Recognize achievements: Acknowledge and appreciate accomplishments and contributions. Describe specifically how the action or behavior of the person you manage, had a positive impact on the teamwork, the deliverable or the organization.
  6. Be Realistic: Offer your perspective and practical advice, but make sure your suggestions or asks remain realistic.

Overcoming Resistance to Structured Feedback

In smaller organizations, structured performance reviews are often dismissed as overly formal or time-consuming, with informal conversations over coffee or lunch seen as sufficient. On the other side of the equation – goals and expectations – setting key performance indicators (KPIs) in the EU bubble and the public affairs sector more broadly can be perceived as more challenging compared to commercial activities. Surprisingly, even larger organizations sometimes conduct annual reviews without a clear process for discussions or objective-setting. The result is an environment where it can be difficult to establish a clear, meaningful starting point, and then to have the kinds of processes and priorities that help ensure targeted, constructive conversations along the way.

The Expectations of Younger Professionals

Younger generations entering the workforce expect structured feedback and a clear view of career progression. They actively seek opportunities to learn and grow, making it essential for organizations to meet these expectations to retain talent and maintain engagement. Well-structured job descriptions and growth plans provide a useful scaffold around which efficient and constructive feedback can be built.

Why It Matters

Taken together all these elements are vital for ensuring professionalism, fairness, and clarity within an organization. They bring focus to roles and objectives, providing team members with a clear understanding of expectations and career direction – benefits that not only help the bottom line, but the people responsible for pursuing it. Recognizing achievements and identifying development paths not only motivates individuals but also help organizations retain valuable talent, and supports initiatives designed to keep, develop, and sharpen high performers. Furthermore, these practices prepare organizations for future growth by building a culture of continuous improvement and making it easier to onboard new colleagues.

In the public affairs sector, the commitment to structured reviews and feedback demonstrates an explicit dedication to excellence and the well-being of team members. By prioritizing these efforts, organizations can enhance both individual and team performance while positioning themselves for long-term success.