Blog: The guide on how to give constructive feedback
Feedback is truly a virtual sword of Damocles hanging on your neck as part of many necessary interactions in professional life- especially that of a leader. It is a ‘Damned if you do, damned if you don’t’ kind of necessity in any functioning setup. That said, it is very important for performance and productivity that feedback is given regularly to your employees.
Be specific, don’t generalize – Feedback is required in any situation where an employee might have missed a deadline or any other area where fair expectations were not met. It is important that the specific issue is pointed out to them. Care must be taken that it is facts and your observation of what exactly happened is conveyed and not your interpretation or assumption about the occurrence. There should be an opportunity given to the receiver of feedback to explain, justify, accept or acknowledge the issue and its consequences. Giving specific suggestions for change or improvement and taking the points to be spoken as written notes comes across professionally.
Offer solution or help – Just stating a problem without a solution isn’t helpful. “You are lately making a lot of mistakes. Be careful!” can come across as very unproductive and unhelpful. But to say “I have always really appreciated how thorough and punctual you are. In the last few weeks however, I noticed that there are some mistakes being committed and I also see that you are not able to meet any deadlines. Is there any issue, Sally? How can I help and support you to do better and get your groove back?” This is how being collaborative sounds. Talking about solutions and being progress and future oriented makes feedback purposeful.
Choose the right time – Timing is everything. The best of intentions and well worded feedback can fall flat when given at the wrong time. When the person is having a bad day personally or professionally, they will not be in a mind space to accept any criticism. It would be better to speak and ask for an appropriate time to speak than choose a random break when you are free. It is not a ‘job to be done with’ but it is more like handling a relationship. When there is a level of trust built up between you and your team member, feedback has better chances of being accepted positively as well. It is also important for you to be in a positive state of mind and preferably informal and in a casual setting when offering feedback so that you focus on the issue at hand and not be impacted by your biases or the bad day you are having at work while speaking.
One on one and face to face wherever possible – If it’s to someone working locationally in the same place as you, it is better to give feedback face to face than over an email or a message. The opportunity to adjust your tone is better as well as the possibility of misunderstandings and misrepresentation lower. Body language can be used effectively in communicating better than complete reliance on the verbal message. This also offers space for self-evaluation to the receiver.
Have clarity – There is no need to beat around the bush or hide your feedback. This would only make the receiver confused. Feedback need not be delivered apologetically if you are clear and sure about it. To hide the negative feedback behind a screen of false positivity and mollycoddling only paves way for continued poor performance. Clarity, brevity and assertiveness make feedback constructive and positive. Not aggression!
Give an opportunity to be heard – Giving the lead to the employee by giving them an opportunity and a platform to be heard or list out the challenges they are facing is a welcome method. The feedback meeting then becomes collaborative instead of being confrontational. There is also a chance that your feedback needs correction or change in perspective in the light of what you come to know from hearing them out ahead of speaking to them.
Do not make it personal – Be respectful of boundaries and understand that a person and his character is very different from his behavior and actions. A specific action or behavior is not enough to make a generalized comment on their character or personality. Feedback hence should not be sweeping. If the feedback comes across as an attack on the person, it will be rejected by the receiver and has an adverse reaction than the one hoped for. Respecting the individual while criticizing the unsuitable action, confidentiality and non-judgemental language are the core essence of a good feedback. ‘I feel’, ‘I have noticed’, ‘I am concerned that’ etc sound better than ‘You don’t’, ‘You never’, ‘Why didn’t you’, ‘You are always’ etc. The former phrases sound objective and the latter sound accusatory!
Be prompt and timely – The effectiveness of feedback lies in being prompt about it. Well after an episode requiring feedback happens giving it has no meaning. The event has to be fresh in the mind of both parties for it to be perceived fair. Giving feedback especially negative ones closer to performance appraisals can come across suspicious. Providing feedback needs to be a regular activity. This applies to both positive and negative feedback. A positive and noteworthy achievement needs to be commented upon as well as analyzed and conveyed to the full team. The insights from that can be useful for more people. If positive feedback is provided consistently, then the stage is set for receipt of negative feedback better as well.
If you are looking for help in employee handling and management or improve your leadership skills and feedback mechanisms at work, do write to us at harish@harishrao.world to know how we can help you with it. We would love to work with you on this or any other business coaching needs you may have!