Picture this: Performance review time has arrived. You’re sitting across from Sarah, one of your team members who’s been struggling to meet her targets. You’ve got her performance review pulled up on your screen, showing a sea of red numbers and below-average scores. How do you deliver this feedback in a way that actually helps her improve instead of crushing her spirit?
New research suggests the answer isn’t in those numbers at all—it’s in the story you tell.
The Power of Narrative Feedback
When we give feedback using only narratives—detailed, story-based explanations without numerical ratings—something interesting happens. Employees perceive the feedback as significantly more fair, especially those who aren’t performing at their best.
Think about it from Sarah’s perspective. Instead of hearing “You scored 2.1 out of 5 on client communication,” imagine hearing: “I noticed during the Johnson account meeting that when the client raised concerns about timeline, you seemed caught off guard. You recovered well by asking clarifying questions, but having a few standard responses ready for common objections could help you feel more confident in these moments.”
Which version gives Sarah more to work with? Which feels more like a roadmap for improvement rather than a judgment?
Why Struggling Employees Benefit Most
Here’s where it gets really interesting: narrative feedback works especially well for employees who are facing challenges. When performance is ambiguous or below expectations, people crave context and nuance. They want to understand not just what went wrong, but why, and what they can do about it.
Numbers feel final and harsh when they’re low. A “2 out of 5” lands like a verdict. But a narrative can acknowledge struggles while also highlighting potential and providing specific, actionable guidance. It transforms criticism from a dead end into a starting point.
For your high performers, the format matters less. When someone is crushing their goals, they’re happy to hear it whether you tell them through numbers, stories, or interpretive dance. Success speaks for itself.
What This Means for Your Next Performance Review
Start with the story, not the score. Before you even think about ratings, craft the narrative. What specific behaviors did you observe? What was the impact? What potential do you see?
Get granular with team members who are facing challenges. They need the richness that only detailed narrative can provide. Don’t just say they missed targets—explain what you observed, acknowledge what they did well, and paint a picture of what success looks like.
Save the hybrid approach for later. While you might eventually need to record numerical ratings for HR purposes, lead with narrative. Let the story do the heavy lifting in terms of motivation and direction-setting.
Remember that fairness perception matters. When employees feel feedback is fair, they’re more likely to accept it, act on it, and maintain trust in you as their manager. Narrative feedback builds that sense of fairness, especially when the news isn’t great.
The Bottom Line
Your lowest performers aren’t just struggling with skills or motivation—they’re often struggling with understanding. They need clarity about what went wrong and hope about what could go right. Numbers can’t provide that kind of insight, but stories can.
The next time you’re dreading a difficult performance conversation, remember: you’re not delivering a verdict, you’re sharing a story with room for the next chapter to be better.