Effective Evaluation Feedback

One-on-One Evaluation Feedback Session Guidelines

Purpose& Timing

Set the Stage:
15 min.

Go Over the Report:
30 min.

Encourage Reflection: 
15 min.

What to Do, and Steps to Achieve

Prepare the Participant to Hear the Data Non-Defensibly  

Step 1: Establishing Purpose / Background
Step 2: Receiving Feedback
Step 3: Survey Design

Review the Data Together  
Step 4: Results

Allow the Data to Have Impact  
Step 5: Identifying Patterns
Step 6: Development Priorities
Step 7: Sharing Your Results
Step 8: Conclude the Meeting

Say (Verbal)

Be sincere. 
No jokes, but not too formal. 
Be the expert. 
Deal openly with any negativity; acknowledge it, but don’t let it dominate.

Ask questions.  
Ask for examples.  
Encourage note taking. 
Point out strengths, but don’t sugarcoat.


Ask for impressions. 
Don’t over commit. 
Speak from the heart; be authentic. 
Share ideas. 
Do not disclose information about others.

Do (Non-verbal)

Non-verbal messages need to be aligned with verbal communication to maintain your credibility. 

Quiet and calm is better than animated and excited.

Provide 2 copies of the report (one for each of you).  
Pause often to allow for reflection; be patient. 
Listen a lot.

Make encouraging noises and gestures to bring out ideas. 
Listen, don’t tell. 
Let him or her ask questions – remain receptive.