As the year winds down, I find myself reflecting on all the highs, lows, and lessons learned. It’s that time of year when we celebrate successes, plan for the future, and—yes—gear up for those annual reviews.

I get it. Giving feedback can feel daunting, no matter how long you’ve been in a leadership role. Whether it’s praising a standout performer or addressing areas for improvement, these conversations often carry a weight of expectation. But here’s the thing: feedback, when delivered thoughtfully, can be one of the most empowering gifts you give to your team.

So, as you prepare for your end-of-year reviews, let’s talk about how to make those discussions truly meaningful. With a little preparation and the right approach, you can turn these conversations into opportunities to inspire growth, build stronger connections, and set the tone for a successful year ahead.

Be Specific, Not Vague

We’ve all been on the receiving end of feedback like, “Great job this year.” Sure, it’s nice to hear, but it doesn’t tell you much. If you want your feedback to really resonate, get specific.

For example, instead of saying, “You’ve been a strong team member,” try something like, “Your attention to detail in the quarterly reports helped us spot trends that guided key decisions.” See the difference? Specific feedback feels personal and shows that you’ve truly noticed their efforts.

Choose Your Words Thoughtfully

Have you ever been in a conversation where someone said something like, “You always handle things this way,” and it rubbed you the wrong way? Blanket statements like “always” or “never” can make people feel defensive, even if your intentions are good.

Instead, focus on specific actions. For example, say, “Your quick response to the customer’s concerns last week prevented a potential escalation,” rather than, “You’re always great at handling customers.” This approach keeps the conversation grounded in real examples and makes the feedback more meaningful.

Keep It Professional, Not Personal

It’s easy to slip into personal comments during feedback sessions, especially if you genuinely enjoy working with someone. But while telling someone, “You’re such a joy to work with,” might feel nice, it doesn’t give them anything actionable to build on.

Instead, focus on their professional contributions. For example, you could say, “Your clear communication during the project kick-off ensured everyone stayed aligned.” This way, they know exactly what they’re doing well and can continue to leverage that strength.

Frame Criticism Constructively

Let’s face it—giving critical feedback can be uncomfortable. But how you frame it makes all the difference. Negative phrasing can shut people down, while constructive language opens the door for improvement.

For instance, instead of saying, “You’re hard to approach during meetings,” you might say, “I’ve noticed that some team members hesitate to share ideas in meetings. Let’s work together on creating a more welcoming environment for discussions.” This way, you’re addressing the issue without making it feel like a personal attack.

Offer a Clear Path Forward

Feedback isn’t just about pointing out what went well or what didn’t—it’s about helping your team grow. That’s why it’s so important to provide clear next steps.

For example, you might say, “Your innovative approach to streamlining our inventory process saved us time and reduced errors. Let’s explore ways for you to lead a workshop to share your methods with the rest of the team.” This kind of forward-looking feedback helps people see their potential and motivates them to keep improving.

Why Feedback Matters—Even for those who Excel

It’s easy to assume that team members who consistently deliver great results don’t need much feedback. After all, they’re already excelling, right? But even those who perform well benefit from thoughtful feedback. It reinforces that their hard work and contributions are noticed and appreciated while giving them opportunities to refine their skills and grow even further. As we head into the new year, let’s approach feedback with the mindset that it’s not just a task—it’s an opportunity. By being specific, thoughtful, and constructive, we can turn year-end reviews into meaningful conversations that inspire growth and set the stage for a successful year ahead.

Let’s make these moments count.

Adapted from “High Performers Need Feedback, Too,” by Rocki Howard, published in the Harvard Business Review.