The Other Side of the Table: Five Ways to Conduct an Employee Review That Inspires Growth

Most dental professionals enter the profession because they have a passion for patient care—not because they dreamed of conducting employee evaluations.

Whether you are a dentist, office manager, or team lead, sitting on the other side of the employee review can feel intimidating. How do you recognize a team member’s accomplishments while also addressing areas where improvement is needed? How do you have a difficult conversation without damaging trust or morale? How do you inspire growth without driving defensiveness?

The reality is that many leaders in dentistry receive little formal education in management, communication, or employee development. Dentists may graduate with exceptional clinical skills but very little training in how to lead a team. Likewise, many office managers earn their position through years of dedication, organization, and experience—not necessarily through a formal management program.

The good news is that conducting a meaningful employee review is not about having the perfect script or checking a box on an annual evaluation form. It is about preparation, honesty, curiosity, and a genuine desire to help your team members become the best versions of themselves.

Before you sit down across from your employee, consider these five key points.

1. What Are Their Big Wins?

Before discussing opportunities for improvement, take time to genuinely recognize the strengths and contributions your employee brings to the practice.

As dental professionals, we are often trained to identify problems. We look for the fractured restoration, the area of inflammation, or the early signs of disease. In leadership, we can have the same tendency—to immediately focus on what needs to be corrected while overlooking what is already going well.

A meaningful employee review should also be a celebration of things they’ve accomplished and contributed.

Think about the employee sitting across from you. They have spent the last year showing up for your patients, supporting their teammates, navigating schedule changes, adapting to new technology, and managing the daily challenges that come with working in dentistry. Take time to acknowledge that effort.

Did they:

• Step up to train a new employee?
• Calm an anxious patient?
• Handle a difficult day with grace?
• Take initiative when they saw something that needed to be done?
• Take on additional responsibilities, such as infection control, ordering, social media, or technology implementation?
• Earn a certification or pursue continuing education?

Recognition is more powerful than many leaders realize. Employees who feel appreciated are more likely to feel connected to the practice, engaged in their role, and motivated to continue growing.

One of the greatest gifts you can give your team is the simple act of letting them know, “I see what you do, and it matters.”

2. Come With an Open Mind

This point may surprise some leaders. Coming to the review with an open mind is not only about listening to your employee’s ideas—it is also about being willing to hear feedback about yourself as a leader.

Yes, you are conducting the review, but that does not mean you stop learning.

Ask questions such as:

• Is there something I can do differently to support you?
• Are there resources or training you feel would help you be more successful?
• Are there systems or workflows creating challenges for you?
• Do you feel you have clear expectations in your role?

The answers may be difficult to hear. Perhaps your communication style has created confusion. Maybe expectations have not been clearly communicated. Or perhaps your employee feels they have not received enough support to be successful.

Do not take offense.

Remember, the purpose of the conversation is not to determine who is right or wrong. It is to understand what is working, what is not, and how you can work together to create a better environment for the team and the patients you serve.

One of the most powerful questions a leader can ask is: “What role do I play in helping this employee succeed?”

That question requires humility, but it can transform the culture of a dental office.

3. What Are Their Growth Points?

Notice I did not say weaknesses.

Every dental professional, regardless of experience, has opportunities to improve. The purpose of discussing growth points is not to criticize someone’s character—it is to identify behaviors, situations, or skills that can be strengthened.

One of the biggest mistakes leaders make is using vague statements like:

• “Your attitude needs improvement.”
• “You need to communicate better.”
• “You need to be more professional.”

While these statements may reflect a genuine concern, they do not give the employee a clear understanding of what needs to change. Instead, focus on specific observations and explain the impact.

For example, instead of: “Your attitude needs improvement.”

• Try: “I’ve noticed that when unexpected schedule changes occur, your frustration is sometimes expressed to other team members. When that happens, it can affect team morale and create tension within the office.”
• Or: “Several team members have shared that your reactions during stressful situations can come across as negative. I wanted to bring that to your attention because it impacts how the team works together.”

Instead of: “You need to communicate better.”

• Try: “There have been several occasions when patient notes were incomplete before the next provider entered the room. This creates challenges for continuity of care and can impact the patient experience.”
• Or: “I’ve noticed there have been a few instances where important information wasn’t communicated to the front office, resulting in scheduling confusion for patients.”

The goal is not to blame. The goal is to create clarity.

One of the most important rules of leadership is that an employee review should never be the first time a team member hears about a serious concern. Likewise, it should not be the only time they hear praise.

Feedback should be an ongoing conversation, not an annual surprise.

4. How Can They Help the Practice Grow?

Your team members are on the front lines every day. They interact with patients, navigate the schedule, use the systems, and often recognize opportunities for improvement before leadership does.

Invite them into the future vision of the practice.

Ask questions such as:

• Are there clinical protocols we could improve?
• Are there systems creating frustration for the team or patients?
• Are there services we should consider expanding?
• Is there additional training that would benefit the entire team?

Some of the best ideas in a dental practice may come from the quietest person in the room. A meaningful review creates a safe environment where those ideas can be shared.

When employees feel their ideas are valued, they become more invested in the success of the practice, their teammates, and the patients they serve.

5. Documentation and Follow-Up

A meaningful employee review does not end when the conversation is over. Documentation and follow-up are essential components of effective leadership.

Document the key points of the review, including:

• The employee’s accomplishments and strengths
• Areas identified for growth
• Specific goals and expectations moving forward
• Educational opportunities or additional responsibilities discussed
• A plan for future check-ins

Documentation creates clarity for both the employer and employee. It provides a record of the conversation and ensures everyone leaves with the same understanding of what was discussed and what the next steps are.

The review should be acknowledged by both parties, often with signatures from the employee and the reviewer. A signature does not necessarily mean the employee agrees with every point discussed; rather, it acknowledges that the conversation occurred and that the review was received.

If compensation is part of the review process, be sure to document the conversation and any agreed-upon next steps. Whether a wage adjustment was approved, deferred for future consideration, tied to specific goals, or simply discussed as part of career development, documenting the conversation helps create clarity and avoid misunderstandings later. Clear documentation helps ensure both parties leave with the same understanding and expectations.

Building a Culture of Open Communication

Perhaps one of the biggest mistakes practices make is treating the employee review as a once-a-year event. Growth does not happen because of a single conversation that is forgotten a few weeks later.

Create a culture of regular check-ins. These do not need to be formal one-hour meetings. Sometimes a brief 10- to 15-minute conversation to ask, “How are things going?” or “How can I support you?” can make a significant impact.

At the end of the day, a meaningful employee review is not about completing paperwork or checking a box on an annual to-do list. It is about helping people grow.

When leaders take the time to recognize accomplishments, provide clear feedback, listen with curiosity, and support professional development, everyone benefits—the employee, the practice, and ultimately, the patients we serve.

The most successful dental practices understand that employee reviews are not annual events. They are part of an ongoing commitment to communication, accountability, and continuous growth. When approached with preparation and purpose, the employee review becomes much more than an evaluation—it becomes an investment in people.