Effective communication fosters healthy relationships, clear information exchange, and a positive work environment. Although some employees excel at communication instinctively, others may need guidance in refining their skills. Performance reviews provide an ideal avenue for evaluating and guiding employee communication skills on a regular basis.

This article offers an organized structure of performance review phrases and paragraphs examples with a focus on communication skills. The aim is to promote growth, constructive feedback, and a better understanding of workplace communication expectations for every employee, thus resulting in a more successful and harmonious work environment.

Performance Review Questions: Communication Skills

1. Does the employee communicate effectively with team members, managers, and clients?
2. Does the employee actively listen and provide thoughtful responses?
3. Does the employee express ideas and opinions clearly and concisely?
4. Does the employee use appropriate tone and language in written and verbal communication?
5. Does the employee adapt their communication style to different situations and audiences?

Based on your assessment of the employee’s performance in these areas, you can assign a rating that reflects their communication skills. For example, if the employee consistently communicates effectively, listens actively, and adapts their communication style to different situations, they may receive a high rating. Conversely, if the employee struggles to communicate clearly or appropriately, they may receive a lower rating.

Performance Review Phrases and Paragraphs Examples for Communication Skills

5 – Outstanding

Example Phrases

• Exceptional ability to convey complex ideas in a simple and easily understandable manner.
• Consistently demonstrates active listening skills and responds appropriately.
• Facilitates open and honest discussion, promoting a positive work environment.
• Frequently praised for engaging communication style and active listening skills.
• Leveraged excellent communication skills to resolve conflicts effectively and efficiently.
• Regularly sought out for advice regarding effective communication strategies.
• Has a natural gift for breaking down complicated topics so everyone can easily follow along and stay engaged.
• Consistently picks up on what people really mean and responds in ways that move conversations forward productively.
• Naturally creates an environment where people feel comfortable sharing ideas and speaking up about concerns.
• Has become the person everyone turns to when they need help communicating difficult messages or navigating tricky conversations.
• Effortlessly connects with people at all levels of the organization and makes everyone feel heard and valued in discussions.
• Demonstrated exceptional skill in written and verbal communication across multiple channels.
• Proactively communicates project updates, ensuring all stakeholders are well-informed and aligned.
• Consistently adapts communication style to effectively engage with diverse audiences and stakeholders.
• Exhibits outstanding ability to synthesize information from various sources and communicate key insights clearly and concisely.
• Consistently demonstrates exceptional diplomacy and tact in navigating sensitive or challenging conversations.
• Proactively seeks and provides constructive feedback, fostering a culture of continuous improvement and growth.
• Demonstrates exceptional ability to inspire and motivate others through powerful and engaging communication.
• Consistently goes above and beyond to ensure clear, timely, and transparent communication within and across teams.
• Exhibits outstanding ability to actively listen, ask clarifying questions, and ensure full understanding before responding.
• Consistently demonstrates exceptional skill in creating compelling and persuasive written content, from reports to presentations.
• Proactively initiates and facilitates productive discussions, ensuring all voices are heard and valued.
• Demonstrates exceptional ability to communicate technical concepts to non-technical stakeholders in a clear and accessible manner.
• Consistently leverages advanced communication skills to build and maintain strong relationships with clients, partners, and colleagues.
• Exhibits outstanding ability to communicate effectively and empathetically in high-pressure or crisis situations, maintaining composure and clarity.

Example Paragraph 1

“John consistently demonstrates outstanding communication skills. His ability to articulate complex concepts in a simple and understandable manner is truly exceptional. He actively listens during conversations and is well-regarded for his engaging communication style. His skills in conflict resolution and providing guidance in effective communication strategies are frequently sought out by his peers. John has shown mastery in communicating across multiple channels, with excellent verbal and written communication.”

Example Paragraph 2

“Jane consistently displays outstanding communication skills. She is able to take complex ideas and present them in a simple, easy to understand manner, allowing her team to effectively grasp new concepts. She actively listens to others, showing genuine interest in their input and responds with thoughtfulness. Her ability to facilitate open and honest discussion fosters a positive and inclusive work environment.”

Example Paragraph 3

“Maria exhibits exceptional communication prowess that consistently elevates team performance and stakeholder relationships. She has a natural ability to adapt her communication style seamlessly across different audiences, whether she’s presenting technical findings to senior executives or mentoring junior staff members. Her proactive approach to keeping everyone informed prevents misunderstandings before they occur, and her skill in asking the right clarifying questions helps uncover important details that others might miss. Maria’s genuine empathy and diplomatic approach make even the most challenging conversations productive, and her colleagues frequently comment on how her clear, thoughtful communication makes their own jobs easier and more effective.”

4 – Exceeds Expectations

Example Phrases

• Effectively conveys thoughts and ideas, making sure everyone is on the same page.
• Often engages in active listening, providing constructive feedback when necessary.
• Promotes a positive work environment by openly communicating with team members.
• Continuously expanded communication skills through self-learning and workshops.
• Regularly steps up to facilitate team discussions and keeps everyone focused while making sure all voices are heard.
• Consistently follows through on communication commitments and keeps people in the loop without overwhelming them with unnecessary details.
• Shows genuine interest in understanding different perspectives and finds ways to bridge gaps when team members have conflicting viewpoints.
• Effectively uses both formal and informal communication channels to build rapport and maintain strong working relationships across the organization.
• Mastered the art of tailoring communication to suit diverse audiences.
• Took initiative to lead presentations and meetings with clarity and confidence.
• Enhanced team communication by introducing new collaboration tools and techniques.
• Created a positive and inclusive environment by communicating effectively with team members.
• Consistently communicates project updates and important information in a timely and efficient manner.
• Demonstrates a strong ability to adapt communication style to effectively engage with different stakeholders and team members.
• Excels at synthesizing complex information and communicating key points clearly and concisely.
• Consistently demonstrates tact and diplomacy when addressing sensitive or challenging topics.
• Proactively seeks and provides constructive feedback to support the growth and development of team members.
• Demonstrates a strong ability to motivate and inspire others through engaging and persuasive communication.
• Consistently ensures clear, transparent, and effective communication within and across teams.
• Excels at active listening, asking clarifying questions, and ensuring full understanding before responding.
• Consistently creates compelling and well-structured written content, from emails to reports and presentations.
• Proactively initiates and facilitates productive discussions, encouraging input and participation from all team members.
• Demonstrates a strong ability to communicate technical concepts to non-technical stakeholders in an accessible and understandable manner.
• Consistently leverages strong communication skills to build and maintain positive relationships with clients, partners, and colleagues.
• Excels at communicating effectively and empathetically in high-pressure or challenging situations, maintaining composure and clarity.

Example Paragraph 1

“Jane has exceeded expectations in communication skills. She continually improves her abilities through self-learning and attending workshops. Jane has a strong command of tailoring her communication to suit diverse audiences, routinely leading presentations and meetings with confidence. She was instrumental in enhancing team communication by introducing new collaboration tools and techniques. Jane’s effective communication skills create a positive and inclusive environment that fosters strong team relationships.”

Example Paragraph 2

“John exceeds expectations in his communication skills. He effectively shares his thoughts and ideas, ensuring everyone on the team is aligned and informed. John actively listens to his colleagues, offering constructive feedback and support. His open communication style contributes to a positive work environment and strong team dynamics.”

Example Paragraph 3

“Michael consistently exceeds expectations with his well-rounded communication abilities. He has developed a reputation for being the person who can explain complicated processes in ways that make sense to everyone, regardless of their background or experience level. His follow-through on communication commitments is excellent – when he says he’ll update the team or circle back with information, he always delivers on time. Michael shows genuine curiosity about others’ perspectives and has become skilled at facilitating discussions where different viewpoints need to be reconciled. His ability to maintain professionalism while still being approachable has strengthened relationships across multiple departments and contributed significantly to smoother project coordination.”

3 – Meets Expectations

Example Phrases

• Adequately communicates thoughts and ideas with coworkers.
• Typically engages in active listening and responds to feedback.
• Contributes to a positive work environment by maintaining open lines of communication.
• Handles routine communication tasks competently and knows when to escalate issues that need additional attention.
• Participates appropriately in meetings and team discussions, contributing relevant ideas and staying engaged with the topics at hand.
• Maintains professional tone in all interactions while being approachable enough that colleagues feel comfortable coming with questions or concerns.
• Consistently communicates information in a clear and concise manner.
• Effectively balances active listening and speaking during discussions.
• Demonstrates good written and verbal communication skills.
• Proactively seeks to improve communication skills through feedback from colleagues.
• Successfully adapts communication style to various situations and audiences.
• Regularly provides project updates and relevant information to keep team members informed.
• Demonstrates an ability to tailor communication approach to effectively engage with different stakeholders.
• Adequately synthesizes information and communicates key points in a clear and understandable manner.
• Consistently demonstrates tact and diplomacy when addressing sensitive topics or navigating challenging conversations.
• Provides and accepts constructive feedback to support the growth and development of self and others.
• Demonstrates an ability to motivate and encourage others through positive and supportive communication.
• Ensures clear and effective communication within the team and with other departments.
• Engages in active listening, asking questions to clarify understanding and ensure accurate interpretation.
• Consistently produces clear and well-organized written content, including emails, reports, and presentations.
• Participates in and facilitates productive discussions, encouraging input and ideas from team members.
• Demonstrates an ability to communicate technical concepts to non-technical stakeholders in a clear and accessible manner.
• Maintains positive relationships with clients, partners, and colleagues through effective communication.
• Communicates effectively and calmly in high-pressure or challenging situations, maintaining professionalism and clarity.

Example Paragraph 1

“Sam meets expectations in his communication skills. He consistently communicates information clearly and concisely in both written and verbal communication forms. Sam is effective in his ability to balance active listening and speaking during discussions, and he adapts his communication style as needed to diverse situations and audiences. He takes feedback from colleagues seriously and proactively works to improve his communication skills.”

Example Paragraph 2

“Susan meets expectations in her communication skills. She adequately conveys her thoughts and ideas to coworkers, and generally engages in active listening, responding to feedback when necessary. Susan keeps open lines of communication with her team members and contributes to a positive work environment.”

Example Paragraph 3

“David meets expectations for communication skills in his current role. He handles routine communication tasks competently and generally gets important information to the right people when needed. During meetings, David participates appropriately and stays engaged with the topics being discussed. He maintains a professional tone in his interactions while remaining approachable enough that colleagues feel comfortable bringing questions or concerns to him. David demonstrates adequate listening skills and usually picks up on important details during conversations. His written communication is clear and organized, meeting the standards expected for his position.”

2 – Needs Improvement

Example Phrases

• Struggles to clearly convey thoughts and ideas to coworkers.
• Has difficulty engaging in active listening and responding appropriately to feedback.
• Often leaves out important details when explaining processes or projects, which leads to confusion and follow-up questions.
• Has trouble reading the room during meetings and sometimes shares information that isn’t quite relevant to the discussion at hand.
• Tends to wait too long to speak up when issues arise, missing opportunities to address problems before they get bigger.
• Sometimes comes across as dismissive or impatient when colleagues ask for clarification or additional information.
• Inconsistently follows up on conversations and commitments, leaving team members uncertain about next steps or expectations.
• Struggles to clearly articulate thoughts and ideas.
• Difficulty in adapting communication style to different audiences.
• Limited development of written communication skills.
• Inconsistent in providing timely responses to messages and inquiries.
• Needs to improve active listening skills during meetings and discussions.
• Often fails to provide timely project updates or important information, causing confusion or delays.
• Demonstrates limited ability to tailor communication approach to effectively engage with different stakeholders.
• Struggles to synthesize complex information and communicate key points clearly and concisely.
• Occasionally lacks tact or diplomacy when addressing sensitive topics or navigating challenging conversations.
• Inconsistently provides or accepts constructive feedback, hindering personal and team growth.
• Has difficulty motivating or inspiring others through communication, sometimes causing disengagement or confusion.
• Inconsistently ensures clear and effective communication within the team or with other departments.
• Sometimes fails to engage in active listening, missing important details or failing to clarify understanding.
• Produces written content that sometimes lacks clarity, organization, or professional tone.
• Rarely initiates or contributes to productive discussions, often remaining passive or disengaged.
• Struggles to effectively communicate technical concepts to non-technical stakeholders, causing confusion or frustration.
• Inconsistently maintains positive relationships with clients, partners, or colleagues due to communication challenges.
• Sometimes becomes flustered or unclear when communicating in high-pressure or challenging situations.

Example Paragraph 1

“James requires improvement in his communication skills. His ability to articulate thoughts and ideas is not clear, and he has difficulty adapting his communication style to different audiences. James should focus on improving his written communication skills and ensuring that he is consistent in providing timely responses to messages and inquiries. Additionally, it is vital for James to enhance his active listening skills during meetings and discussions.”

Example Paragraph 2

“Tom’s communication skills need improvement. He often struggles to clearly express his thoughts and ideas to his coworkers, leading to confusion and misunderstandings. When engaged in conversation, Tom has difficulty actively listening and responding appropriately to feedback. An improvement in Tom’s communication would help foster a more positive work environment.”

Example Paragraph 3

“Lisa’s communication skills require focused improvement to meet role expectations. She frequently leaves out key details when explaining processes or providing project updates, which creates confusion and requires colleagues to follow up for clarification. Lisa tends to be inconsistent in her follow-through on communication commitments, leaving team members uncertain about next steps or project status. During meetings, she sometimes shares information that isn’t directly relevant to the discussion, and she occasionally comes across as impatient when others ask for additional details or clarification. To succeed in her role, Lisa needs to work on being more thorough in her communications, improving her active listening skills, and developing better awareness of what information her audience needs to be effective.”

1 – Unacceptable

Example Phrases

• Routinely provides conflicting or contradictory information that creates confusion and forces others to spend time clarifying basic details.
• Consistently interrupts others during meetings and conversations, showing little respect for colleagues’ input or ideas.
• Regularly makes commitments in conversations but fails to follow through, damaging trust and reliability with team members.
• Frequently uses inappropriate tone or language in professional settings, making colleagues uncomfortable and undermining team dynamics.
• Consistently avoids difficult conversations that need to happen, allowing problems to escalate and negatively impact team performance.
• Unable to adapt communication style to suit the audience or the situation.
• Ignored or dismissed valuable feedback from colleagues regarding communication issues.
• Disrespectful and unprofessional communication with peers and supervisors.
• Habitual absence or disengagement during team meetings and discussions.
• Frequently fails to effectively communicate thoughts and ideas.
• Does not engage in active listening or provide appropriate responses to feedback.
• Negatively impacts the work environment through a lack of effective communication.
• Consistently fails to provide project updates or important information, causing significant confusion and delays.
• Demonstrates no ability to tailor communication approach to different stakeholders, causing frequent misunderstandings.
• Consistently fails to synthesize information or communicate key points, leading to confusion and misinformation.
• Frequently lacks tact and diplomacy when addressing sensitive topics, causing offense or damaging relationships.
• Consistently fails to provide or accept constructive feedback, significantly hindering personal and team growth.
• Consistently demotivates or discourages others through negative or counterproductive communication.
• Frequently causes breakdowns in communication within the team or with other departments, leading to errors and conflicts.
• Consistently fails to engage in active listening, regularly missing critical information and failing to clarify understanding.
• Produces written content that is consistently unclear, disorganized, or unprofessional, reflecting poorly on the team.
• Actively avoids or disrupts productive discussions, negatively impacting team collaboration and progress.
• Consistently fails to communicate technical concepts to non-technical stakeholders, leading to significant confusion and frustration.
• Regularly damages relationships with clients, partners, or colleagues due to poor communication skills.
• Consistently becomes hostile, defensive, or incoherent when communicating in high-pressure or challenging situations.

Example Paragraph 1

“Lucy’s communication skills are currently unacceptable. She frequently fails to effectively articulate her thoughts and ideas, causing disconnects within the team. Lucy does not engage in active listening and often provides inappropriate responses to feedback. Her lack of communication has a negative impact on the work environment, and it’s crucial for her to address this issue.”

Example Paragraph 2

“Sara’s communication skills are unacceptable. She consistently fails to accurately and effectively convey information, and she is unable to adapt her communication style to suit various audiences or situations. Sara has also dismissed valuable feedback from her colleagues regarding communication issues. She exhibits disrespectful and unprofessional communication with peers and supervisors. It is crucial that Sara takes immediate steps to improve her communication skills, including addressing her habitual absence and disengagement in team meetings and discussions.”

Example Paragraph 3

“Devon’s communication performance is unacceptable. He consistently fails to provide project updates or share important information, causing significant confusion and delays across multiple teams. When he does communicate, Devon demonstrates no ability to tailor his approach to different stakeholders, resulting in frequent misunderstandings and frustrated colleagues. His written content is consistently unclear and disorganized, reflecting poorly on our department. Devon needs to immediately work on developing active listening skills, providing timely updates, and improving the clarity and professionalism of his communications.”