How To Give Effective Feedback – Complete Guide
If you’ve ever felt anxious and stressed before a performance review, you’re not alone. Effective feedback is capable of transforming the way you approach performance reviews and significantly improving employee performance. But it’s not always the easiest to convey or deliver.
In this article, we’ll explore what makes feedback effective, how it can enhance productivity and morale, and practical tips for giving and receiving feedback constructively.
Discover how to transform the performance review process into a valuable opportunity for growth and development.
What is effective feedback?
Effective feedback is about providing specific and constructive information about an individual’s performance, behavior, or work. It goes beyond simply praising or criticizing someone; it aims to offer insights, guidance, and suggestions for improvement.
Effective feedback is timely, relevant, and focuses on observable actions or outcomes. It is also specific, highlighting both good feedback and areas for development.
Moreover, it is delivered in a respectful and supportive manner, encouraging open dialogue and fostering a growth mindset. By providing actionable feedback, individuals can enhance their skills, achieve goals, and ultimately excel in their roles.
Seven characteristics of effective feedback
Feedback should be constructive and aimed at helping the recipient improve or grow. It should focus on the behavior or performance rather than attacking the individual. A positive and supportive tone encourages a growth mindsetOpens in a new tab and motivates the recipient to make positive changes.
Effective feedback possesses several key characteristics that make it valuable and impactful. Here are just a few:
Specific
Effective feedback is precise and focused on particular behaviors, actions, or outcomes. It avoids vague generalizations and provides clear examples to illustrate the point.
Timely
Helpful feedback is most effective when delivered promptly, preferably close to the event or situation being addressed. Timeliness allows for immediate reflection and potential course correction.
Embraces balance
Effective feedback acknowledges both strengths and areas for improvement. It recognizes and reinforces what the individual is doing well while guiding them on how to enhance their performance.
Focuses on behavior, not personality
Delivering effective feedback by focusing on behavior allows employees to understand specific actions or actions that can be modified.
It avoids making personal judgments or assumptions about employees’ personal characteristics and concentrates solely on their actions and their impact on work.
Based on fact
Giving continuous feedback ought to be supported by factual data. Give the employee a variety of data and cite concrete examples of observed behavior to back up your claims. Never give examples based on rumors, and don’t mention specific employees by name when referring to their observations.
Formulating an action plan
An action plan allows for tracking progress and measuring the effectiveness of the feedback. By tying feedback to an action plan, you provide employees with a roadmap for improvement, align their efforts with organizational goals, and cultivate a proactive approach to professional development.
Collaborative in nature
Encouraging employee engagement with the feedback process promotes a sense of ownership and accountability as employees reflect on their actions and consider how their behavior may have contributed to the outcomes.
Engaged managers empower employees to self-assess and contribute to solutionsOpens in a new tab, the feedback becomes a collaborative and growth-oriented process.
When it comes to providing feedback, a myriad of approaches and techniques can be utilized to effectively communicate with others and promote growth and development.
The feedback sandwich, also known as the “praise-criticism-praise” method, has long been a popular suggestion for providing feedback. The idea being that it involves sandwiching constructive criticism between two positive or praising statements.
However, the feedback sandwich can dilute the impact of feedback, confuse the recipient, or even create a sense of distrust if the individual perceives the positive statements as insincere or manipulative.
Moreover, it may inadvertently reinforce the notion that constructive feedback is negative or should be sugar-coated.
One alternative to the sandwich method is the “critical incident” approach. In this method, specific incidents or examples of performance are discussed in a constructive and focused manner.
Rather than sandwiching constructive feedback between layers of positive feedback, the critical incident approach directly addresses areas for improvement or specific incidents that require attention.
This approach allows for a more targeted discussion of goal-related information, providing clarity and actionable feedback without diluting the message with excessive positive comments. It promotes a transparent and direct approach to addressing performance concerns and fostering growth.
While feedback conversations are intended to help us grow, research by Columbia University neuroscientist Kevin OchsnerOpens in a new tab shows that giving feedback only succeeds at improving performance 30% of the time. In other words, 70% of the time, feedback does not impact the individual.
Our reaction to feedback is due to our fundamental nature as human beingsOpens in a new tab. Our brain’s primary function is to minimize danger and maximize reward to keep us safe from any perceived threat. Too much feedback is considered a threat to our brains.
The rumination we feel when we receive feedback is the reality of our brains protecting ourselves.
Thus, employees appreciate a balanced approach to feedback that recognizes both their strengths and areas for improvement. A feedback style that focuses solely on weaknesses or only gives positive feedback may be less effective.
The most effective feedback provides specific and actionable suggestions for improvement. Employees value guidance on how to enhance their skills or overcome challenges.
Five examples of giving effective feedback in the workplace
In this section, we will explore different examples of effective feedback that is constructive, supportive, and empowers goal-oriented individuals to improve their performance.
Stories can help with the feedback process by adding an emotional element that provides clarity. Stories turn ineffective feedback that makes us ruminate into contextual feedback that helps us learn and grow.
Here are two examples of feedback:
Feedback without a story: In last week’s presentation, you spoke too much about the detailed features; you need to talk more about the value.
Feedback with a story: When you presented the new security capability to our key customers last week, the audience seemed to get a bit lost in the feature details. I saw a lot of ‘blank looks’ on their faces, which indicated confusion. The feature detail is needed.
However, you may want to present the ‘why’ behind the feature first. In this specific case, the audience must first understand the value of improving security and increasing performance. Once the audience understands this value, you can go into some feature details.
The following situational examples can serve as references for delivering effective feedback:
Situation #1: When an employee’s work is subpar
“John, I wanted to take a moment to discuss your recent performance. You have always been diligent and proactive in your work, which I greatly appreciate.
Lately, however, I have noticed a decline in the accuracy and attention to detail in your last report, which was missing several crucial points. Let’s work together to identify any challenges and establish a plan to get your performance back on track.”
Situation #2: When an employee is underperforming
“Sarah, I appreciate the effort you put into your work and the quality you deliver. However, I’ve noticed a recurring issue with late submissions of assignments, which in turn disrupts overall team progress. Let’s see if we need to set more realistic timelines or break down tasks into manageable parts.”
Situation #3: When an employee misses or skips a meeting
“Mike, I wanted to discuss the recent meeting that you missed. As a team, it’s important that we all actively participate and contribute to the discussions. I understand that unforeseen circumstances can arise, but consistent attendance is crucial for our team’s success.
Moving forward, I want to emphasize that attending these meetings is mandatory, as they play a crucial role in sharing important project information.”
Situation #4: When an employee displays a negative attitude
“Alex, I wanted to talk with you regarding some behaviors I’ve observed over the past few weeks. I value your contributions to our team and the skills you bring to the table, but we need to maintain a positive and supportive work environment.
Negativity can impact team morale and productivity. Let’s work together to find solutions and ensure our team remains positive, motivated, and focused on achieving our goals.”
Situation #5: When an employee is not punctual
“Julia, I wanted to address an issue regarding your punctuality that has come to my attention. I’ve noticed that you have arrived late on several occasions this week, resulting in missing important details during our meetings.
Let’s discuss any challenges you may face and find solutions to ensure punctuality moving forward, as it greatly benefits our team’s overall success.”
Eight strategies for giving effective feedback
When giving feedback:
When you are delivering feedback, you have the opportunity to make a positive impact on someone’s growth and development. However, providing effective feedback requires tact, empathy, and clear communication.
In this section, we will shed light on strategies and best practices for giving constructive feedback that is well-received and leads to meaningful change:
- Tell specific stories, including context. Indicate a particular instance observed.For example, instead of saying you need to improve your communication skills, say, “At the meeting last week, you spoke a bit too fast, and the audience became confused.”The more specific the example, the easier it is for the brain to process and learn from the feedback.
- Tell personal stories. Relate feedback to one of your personal stories. Show your vulnerability through a story. It will help the receiver of the feedback feel that you have been there in a similar situation.
- Remember the emotion tied to the story. Most of our communication is not actually what we say, it is how we say it.We all know the frustration when receiving well-intentioned feedback where the giver’s tone is anger, exasperation, or negativity.
- Come from a place of kindness. Check your motivations to ensure the feedback will help the person grow and learn. Is your feedback genuine, or is it full of negative emotion?A study of 400 manufacturing employees examined negative feedback on employee motivation to improve performance.
- Don’t tell too many stories. Although feedback through stories will help us learn and grow, too much of it may decrease our performance.If we are given frequent feedback with stories, we become anxious about everything we do.
Studies conducted at the Georgia Institute of Technology and the University of North Carolina found that the more feedback participants received, the lower their ongoing performance.
- First, when giving feedback, leverage stories on how the employees can improve.
- Then, once you have seen the improvements, use stories to recognize the person. This motivates the receiver to seek more feedback to learn and grow.
- Promote a culture of peer-to-peer feedback where employees feel empowered to provide feedback to their colleagues.
- Encourage collaborative discussions and mutual support, highlighting the benefits of learning from one another.
Establish accessible and user-friendly channels such as feedback platforms, recognition programs, or regular team meetings where employees can provide feedback to their peers.
- Feedback for managers. Managers and leaders should actively seek input from their team members, peers, and even superiors. By inviting feedback, leaders create an environment of trust, transparency, and collaboration, where everyone’s opinions and perspectives are valued. This not only enhances their own performance but also sets an example for others to embrace a feedback-oriented culture.
Receiving constructive feedback
When you are receiving feedback, it’s important to approach it with an open mind and a growth-oriented mindset. Rather than viewing it as criticism, see it as a gift that can help you progress and reach your full potential.
In this section, we will explore strategies and best practices for effectively receiving constructive feedback:
Moving past an emotional response can be challenging when you receive a negative message but essential for personal growth.
First, take a moment to acknowledge and understand your emotions. Recognize that it is natural to feel defensive or upset initially. Then, remind yourself that the feedback is not a personal attack.
Take deep breaths to calm yourself and maintain eye contact and open body language. Finally, shift your perspective and view the feedback as a chance to learn and grow.
When responding to the feedback provider while receiving descriptive feedback, it’s crucial to maintain a respectful and open dialogue. Start by expressing gratitude for their willingness to provide feedback and invest in your growth.
Avoid becoming defensive or making excuses, as this can hinder the effectiveness of the ongoing feedback. Instead, show genuine interest in their perspective and seek clarification if needed.
When receiving feedback, your brain immediately wants to enter fight or flight mode. Instead, actively listen to the story being told. Quiet the mind and personal feelings so you can observe the story to understand the feedback.
Once you receive the feedback, ask yourself a few questions:
- Can you think of other examples when you may have seen a similar pattern in different situations?
- Act as the observer of the story. Look at what happened from the eyes of the giver of the feedback.
- Reread the story multiple times to understand the learning that can come from it.
Taking action after receiving feedback is a crucial step toward personal and professional growth. First, break down the feedback into actionable steps or goals.
Create a plan of action outlining the steps you will take to implement the feedback. Then, actively apply the feedback in your daily work and interactions.
Need help collecting feedback? 👉 Check out Conversations®!
Overcoming resistance to feedback
While providing feedback is essential for personal and professional development, it can sometimes be met with resistance or defensiveness. Understanding and addressing these challenges is vital to creating an environment where feedback is embraced rather than avoided.
By emphasizing the importance of feedback, organizations can establish it as a regular and valued practice among employees. When feedback becomes normalized, it is no longer seen as a daunting or exceptional event but as an integral part of daily interactions.
Employees accept that feedback is a valued and expected practice within the organizational culture when they observe that it is not about criticism but about learning and improvement.
Leaders and managers should lead by exampleOpens in a new tab by actively seeking feedback, sharing their own experiences, and demonstrating a growth mindset. Model the behavior you want to see in others and encourage employees to incorporate feedback exchanges at all levels of the organization.
Employees who see their leaders embracing feedback are more likely to follow suit.
When individuals receive recognition for their work, they feel valued, which translates into improved performance. Good feedback fosters an environment of respect and appreciation, which ultimately drives individual and team performance.
According to Harvard Business Review, focusing solely on individuals’ shortcomings or gaps impedes their ability to learn effectively, which is why experts recommend a higher ratio of positive to negative feedback.
Establishing a routine of regular positive feedback creates a foundation of support, in which case individuals are less likely to become defensive or dismissive in the face of constructive criticism.
By employing a framework, feedback becomes more specific and thus carries a greater sense of authenticity. Rather than offering a generic positive comment like, “Wow, you’re such a team player!”, you can:
- Describe a specific event that took place.
- Highlight the effect of the employee’s actions.
- Elaborate on how their behavior adhered to or surpassed company targets.
- Express gratitude.
- Encourage other employees to follow their example.
Conclusion
Providing effective feedback can create a lasting impact by engaging our emotions and fostering connections. When we weave stories into specific feedback, it can transform the way we perceive and respond to them.
By framing honest feedback within a narrative context, we can reduce the threat response often associated with receiving feedback, allowing us to approach it from a different perspective.
Stories enable us to shift our focus towards learning and growth, replacing emotional reactions with a mindset of openness and improvement.
Harnessing the potential of storytelling in the feedback process can enhance its effectiveness and contribute to meaningful personal and professional development.