Vague Instances Get Vague Results: The Importance of Specificity in Performance Feedback
Aug 25, 2025
When it comes to giving performance feedback, there’s one golden rule every manager should remember: vague instances get vague results. If your feedback lacks detail, it’s unlikely to be heard, understood, or acted upon. Employees can’t correct behavior they don’t clearly understand—and they certainly can’t improve if they don’t know what needs fixing.
In this blog post, we’ll break down why vague feedback falls flat, how specific feedback leads to real performance improvement, and what managers can do to level up their communication with examples that make the difference.
Why Vague Feedback Doesn’t Work
Imagine a manager saying to an employee,
“You’ve been showing a lack of initiative lately.”
Now imagine the employee’s perspective.
When? What did I do—or not do? How should I have shown initiative? Did I miss a deadline? Was someone expecting something I didn’t deliver?
Without specifics, feedback like this leaves employees guessing. And when people feel unsure, they’re more likely to become defensive or confused instead of engaged and motivated. Vague feedback can also feel like a personal attack rather than a helpful observation about behavior or performance.
Even worse, vague feedback is easier to refute. If you tell someone, “You’ve been unprofessional lately,” without citing examples, they can easily respond with, “I don’t think that’s true.” But if you provide specific, documented incidents, it’s much harder to dismiss—and more likely to be absorbed and used for growth.
Specific Feedback Leads to Real Change
Let’s compare a vague piece of feedback with a more specific version.
❌ Vague:
"You need to improve your communication."
✅ Specific:
"In the last three team meetings—on May 8, May 15, and June 1—you didn’t provide status updates on your projects, even when asked. This caused some delays in planning next steps. Going forward, I’d like you to come prepared with a 1-2 minute update for each of your active projects."
Notice the difference? The second example outlines when the issue happened, what was missing, what the impact was, and what is expected going forward. That’s the level of detail that allows an employee to say, “Okay, I see that now,” and actually change their behavior.
How to Give Effective, Specific Feedback
Here are some best practices for moving from vague to specific:
1. Include Dates or Timeframes
Ground your feedback in reality. Saying, “You’ve been late a lot,” isn’t helpful. Try instead:
“You were late three times in the last two weeks—on June 3, June 7, and June 10.”
2. Describe the Behavior, Not the Person
Avoid character judgments like, “You’re careless.” Focus on actions and facts:
“There were three data entry errors in last week’s report—specifically on the Q2 numbers for clients A, B, and C.”
3. Explain the Impact
Help the employee understand why the issue matters. For example:
“Because those numbers were off, the client meeting had to be rescheduled so we could fix the presentation.”
4. Invite Conversation
Feedback should open a door, not close it. After sharing your observations, ask:
“Do you remember those meetings? Is there anything that made it difficult to share updates?”
This encourages accountability and collaboration.
Specificity Builds Credibility and Trust
Managers who give detailed, thoughtful feedback show that they’ve been paying attention—and that they care enough to help employees succeed. That builds trust and gives employees a clear roadmap for improvement. It also makes performance discussions less about confrontation and more about coaching.
In contrast, when feedback is vague, employees often feel blindsided or judged. That leads to frustration, resistance, and disengagement.
Bonus Tip: Document as You Go
One of the easiest ways to ensure your feedback is specific is to keep notes in real time. You don’t need to write a novel—just jot down quick bullet points when something notable happens. That way, when it’s time to deliver feedback, you’re not relying on memory or generalizations. You’re equipped with real examples that bring clarity and context to the conversation.
Final Thoughts
Vague feedback is like giving someone directions with no street names or landmarks—they’ll get lost, frustrated, or end up in the wrong place entirely.
The more specific, timely, and behavior-based your feedback is, the more likely it is to lead to results. It empowers employees to take ownership of their performance and make meaningful changes—and that’s a win for everyone.
Need help improving your feedback culture?
If you’ve seen that feedback without specifics is falling flat, you’re not alone — and the data supports a better way forward. Companies that implement continuous, detailed feedback are 39% more effective at retaining talent and their teams are four times more engaged than those with only annual reviews. Our HR Subscription service gives you the tools and ongoing guidance to deliver regular, meaningful feedback that your people find valuable—so your team feels seen, motivated, and stays committed. Let’s partner with your leadership team to build a values-driven, feedback-forward culture where high performers thrive—and standards stay strong. Schedule a free consultation today.
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