Vanta Logo
SPONSOR
Automate SOC 2 & ISO 27001 compliance with Vanta. Get $1,000 off.
Up to date
Published
3 min read

Trevor I. Lasn

Staff Software Engineer, Engineering Manager

The 5:1 Rule: Effective Performance Reviews For High-Performing Teams

Research reveals the ideal ratio of positive to negative feedback within high performing teams

A study by Emily Heaphy and Marcial Losada examined how feedback patterns relate to team performance. Their research of 60 business teams found a correlation between team effectiveness and the ratio of positive to negative comments shared among team members.

PerformanceFeedback RatioComments
High-performing teams(Positive) 5.6:1 (Negative)Nearly six positive comments for each negative one
Medium-performing teams(Positive) 1.9:1 (Negative)Almost twice as many positive as negative comments
Low-performing teams(Positive) 0.36:1 (Negative)Nearly three negative comments for every positive one

Most organizations structure performance reviews with a roughly equal balance of positive and negative feedback. Some even follow the “sandwich method” - positive, negative, positive - creating a 2:1 ratio at best. According to the research, this approach falls significantly short of what drives optimal performance.

The 5:1 ratio isn’t arbitrary - it’s rooted in how our brains process different types of feedback during evaluation scenarios.

When employees receive criticism in a performance review, their brain’s threat response activates. The amygdala triggers stress hormones that narrow focus and put the employee in a defensive posture. This neurological response makes it difficult for them to fully process additional feedback or engage in productive discussion about growth opportunities.

Positive feedback, by contrast, activates the brain’s reward system. With sufficient positive reinforcement, employees experience dopamine release that enhances their receptivity to learning and growth discussions. This neurological state makes them more likely to engage constructively with improvement areas rather than defensively.

The 5:1 ratio creates a neurological environment where employees can remain open to critical feedback without becoming defensive or disengaged. It establishes psychological safety that makes performance reviews genuinely productive.

Applying the 5:1 Rule to Underperforming Employees

Managers often struggle with how to maintain the 5:1 ratio when reviewing genuinely underperforming employees. It can seem impossible or even dishonest to provide five positive comments for every critical one when someone is missing targets or causing problems.

For employees with multiple performance issues, spreading feedback across several conversations can maintain the ratio while still addressing all concerns over time. This approach prevents overwhelming the employee with criticism and gives them opportunity to make incremental improvements.

The 5:1 approach doesn’t mean ignoring or minimizing performance problems. Rather, it creates a psychological environment where employees can actually hear and implement critical feedback instead of becoming defensive. By maintaining the ratio even in difficult circumstances, managers increase the likelihood that their feedback will lead to genuine performance improvement rather than disengagement.

If you found this article helpful, you might enjoy my free newsletter. I share developer tips and insights to help you grow your skills and career.


More Articles You Might Enjoy

If you enjoyed this article, you might find these related pieces interesting as well. If you like what I have to say, please check out the sponsors who are supporting me. Much appreciated!

Leadership
8 min read

What Makes a Great Engineering Manager?

People don't quit jobs, they quit bad managers. Here's what great engineering leadership actually looks like

Dec 8, 2024
Read article
Leadership
4 min read

How to Launch Software Projects On Time and On Budget

Learn the art of scope management to keep your projects fixed in time and cost

Oct 7, 2024
Read article
Leadership
2 min read

Don't bullshit

Be the authentic voice in a world of manufactured personas

Feb 12, 2025
Read article
Leadership
7 min read

Technical Debt Is Killing Your Business

And it will be your downfall if you choose to ignore it

Jul 31, 2024
Read article
Leadership
4 min read

Staying Motivated While Building Your Startup: A Balanced Approach

Building a startup is an exhilarating journey, filled with highs and lows

Dec 17, 2023
Read article
Leadership
5 min read

Company Culture Happens Outside Management

Why real company culture grows from the ground up, not top down.

Sep 14, 2024
Read article
Leadership
5 min read

Attracting Top Engineering Talent to Your Startup

Advice on competing for great software engineers without name recognition

Sep 21, 2024
Read article
Leadership
4 min read

Become a Better Engineering Manager with JQL

Using Jira queries to understand engineering trends and drive improvements

Feb 11, 2025
Read article
Leadership
5 min read

You Can Choose to Be Someone Who's Competent in Many Things, or Unbelievably Good at One Thing

Should you diversify your skills or specialize?

Sep 26, 2024
Read article

Become a better engineer

Here are engineering resources I've personally vetted and use. They focus on skills you'll actually need to build and scale real projects - the kind of experience that gets you hired or promoted.

Many companies have a fixed annual stipend per engineer (e.g. $2,000) for use towards learning resources. If your company offers this stipend, you can forward them your invoices directly for reimbursement. By using my affiliate links, you support my work and get a discount at the same!


This article was originally published on https://www.trevorlasn.com/blog/the-5-1-rule. It was written by a human and polished using grammar tools for clarity.