Some people are comfortable with critiquing their employees. Others, not so much. It might feel like it creates a negative power imbalance, but it doesn’t have to result in a weird dynamic. On the contrary, constructive feedback can be healthy when given in the proper spirit and with respect. In a survey by Harvard Business Review,
92% of employees stated that they believe feedback is critical to their career development.
Instead of dreading feedback sessions, perhaps you just need a boost in your criticism skills. There’s an art to delivering an assessment of an employee’s work. Once you fine-tune your delivery skills, you’ll be an unstoppable feedback machine.
What Do You Need To Consider When Giving Feedback?
Giving feedback is a critical part of any professional or personal relationship. It allows individuals to learn, grow, and improve their performance, skills, and behaviors. However, giving feedback isn’t always easy, and it can be a delicate task to balance the need to provide constructive criticism with the desire to avoid causing offense.
Purpose of Feedback: What Are You Trying To Achieve?
Before giving feedback, clarifying what you want to achieve is essential. For example, are you trying to correct a specific behavior or performance issue? Are you trying to provide guidance and support to help someone improve their skills or abilities? Are you simply expressing your opinion or feelings about a situation or behavior? Understanding your purpose will help you to tailor your feedback and ensure that it’s delivered in a way that’s both useful and well-received.
Timing: When Is The Best Time To Give Feedback?
Timing is another critical factor to consider when giving feedback. Ideally, feedback should be presented in a timely manner, shortly after the behavior or event has occurred. This allows the individual to understand the context of the input and apply it to future situations.
However, it’s also essential to consider the individual's current emotional state and workload. For example, providing critical feedback to someone already stressed or overwhelmed may not be well-received and could lead to defensive behavior.
Delivery: How Should You Deliver Feedback?
The delivery of feedback is also important. Depending on the situation, feedback can be delivered in person, via email, or through other forms of communication. In-person feedback can be more personal and allows for immediate clarification and discussion. Email feedback can help provide written records but can also be misinterpreted, so it's important to be clear and concise. Regardless of the delivery method, it's essential to provide feedback in a way that’s respectful, clear, and actionable.
Tone: How Can You Provide Feedback In A Way That Is Constructive And Not Confrontational?
The tone of feedback is crucial for ensuring that it’s received constructively and not defensively. Even when the assessment is negative, it can be instructive. A survey by Zenger/Folkman found that
92% of respondents agreed that negative feedback, if delivered appropriately, improves performance.
When providing feedback, focus on the behavior or situation and avoid making personal attacks. Use specific examples to illustrate your points, and provide suggestions for improvement or alternatives. Avoid using accusatory or confrontational language, and instead, focus on expressing your concerns and offering support.
Examples: Real-life Scenarios That Illustrate These Points
Here are some examples of how to apply these considerations when giving feedback:
- Purpose: If you’re giving feedback to correct a specific behavior, be clear about what that behavior is and why it’s a problem. For example, "When you interrupt me during meetings, it makes it difficult for me to present my ideas effectively."
- Timing: Give feedback when the person is likely to be receptive and have the time and energy to process it. For example, if someone has just completed a task, provide feedback immediately while the situation is fresh in their mind.
- Delivery: Choose a delivery method that is appropriate for the situation. For example, if you need to provide feedback to a remote team member, consider using video conferencing or phone instead of email.
- Tone: Use a constructive and supportive manner when providing feedback. For example, "I appreciate your effort on this project, but I think we could improve the outcome if we focus more on the client's needs."
Receiving And Responding To Feedback
Receiving feedback is an essential aspect of professional growth. It provides an opportunity for self-reflection, learning, and improvement. However, receiving feedback can be difficult, especially when it’s negative or critical. Here are some tips on receiving feedback with an open mind and responding effectively.
Receive Feedback with an Open Mind and Not Get Defensive
When receiving feedback, it’s vital to remain open-minded and avoid becoming defensive. One way to achieve this is to remind yourself that the feedback isn’t a personal attack. It’s about the behavior or actions, not the person. So take a deep breath, listen carefully, and avoid interrupting the feedback provider. Focus on understanding the feedback rather than defending yourself.
Asking Clarifying Questions and Seeking More Information
To fully understand the feedback, ask a lot of questions and request more information. Ask for specific examples and details to help you understand the feedback better. This will also show that you take the feedback seriously and value the provider's opinion.
Reflecting on the Feedback and Identifying Areas for Improvement
After receiving feedback, take time to reflect on it. Identify areas for improvement and consider how the feedback can help you grow and develop. Be honest with yourself and avoid making excuses. Remember, the purpose of feedback is to help you improve, not to make you feel bad.
Developing an Action Plan for Making Changes
Once you have reflected on the feedback, develop an action plan for making changes. Identify specific actions that you can take to address the feedback and improve your behavior or actions. Set achievable goals and timelines for each step, and track your progress.
Following Up with the Feedback Provider to Show Progress and Ask for Additional Input
Finally, follow up with the feedback provider to show your progress and ask for additional input. This will demonstrate that you take feedback seriously and are committed to improving. It will also provide an opportunity to receive further guidance and feedback.
Examples: How to Respond to Different Types of Feedback
The way you respond to feedback depends on its type. Positive feedback is easy to receive, but it is still essential to acknowledge it and express gratitude.
For negative feedback, remain calm, ask questions, and seek to understand the feedback provider's perspective. For constructive feedback, show appreciation, ask for more information, and develop an action plan to address it.
Wrapping it Up
Giving feedback is a critical component of operating a business. It’s largely how the company can maintain a successful path forward, and it’s vital for employees’ career development and growth. But you need to accept feedback, as well. Learning to process it positively is a beneficial tool in your leadership arsenal. You can be an excellent example to your employees on how to give and receive feedback in the workplace once you integrate these finer points in your assessments.
