Make it count: giving effective feedback
Effective feedback is crucial to the success of any organization. It plays a vital role in improving individual performance, promoting learning and enhancing communication within the team. However, providing feedback that is constructive, persuasive and effective is not an easy task. Managers often struggle to give feedback that is impactful and poorly constructed feedback can lead to poor results, misunderstandings and even resentment. Therefore, it is vital to foster a culture of constructive feedback in the workplace. This article will focus on how to make feedback count and how to provide feedback that is timely, specific, persuasive, behavior-focused, and supportive.
1. Make feedback timely:
One common mistake in providing feedback is waiting too long to give it. Feedback should be given as soon as possible after the incident has occurred, while the issue is still fresh in the employee’s mind. Waiting too long can reduce the effectiveness of the feedback and may lead to the employee feeling disconnected from the feedback.
2. Be specific:
General feedback is not helpful. Feedback needs to be specific and focused on a particular behavior or action that needs improvement. Being specific helps employees understand what they need to improve and how to do it. For instance, instead of saying, “you need to communicate better,” say “I noticed that in the last team meeting, you did not provide any updates on your progress.”
3. Share the impact:
Making feedback more persuasive can be done by highlighting the impact of the behavior or action on the team or organization. By sharing the impact, the employee can see the effects of their behavior on the organization and become more motivated to change. For example, instead of saying “you did not meet the deadline,” say “because you did not meet the deadline, the team had to work overtime.”
4. Focus on behavior, not personality:
Feedback should be directed towards behavior, specifically actions, and not a person’s personality. Avoid making personal comments, as they can be demotivating and unproductive. Instead of saying “you are lazy,” say “I noticed that you have been missing deadlines.”
5. Use the sandwich technique:
The sandwich technique involves starting and ending the feedback with positive comments while addressing the area for improvement in the middle. It can be an effective way to encourage employees to accept and act on the feedback. For instance – “I appreciate the effort you put into the project, and I think it shows your dedication to the team…Can you share what happened and how you can avoid it in the future? Overall, I think you did a great job.”
6. Ask open-ended questions:
Asking open-ended questions can help understand the employee’s perspective and encourage them to come up with solutions. Open-ended questions also show that the manager is interested in the employee’s thoughts and opinions. For example, instead of saying “do you understand what I am saying?” ask “what are your thoughts on the feedback I provided? Do you have any ideas on how you can improve?”
7. Provide support:
After giving feedback, providing support to the employee is important. Let them know that you are available to answer any questions or to provide any additional information they need to improve. Support can help the employee feel valued and motivated to improve.
8. Avoid judgmental language:
Judgmental language can make the employee feel attacked and defensive instead of motivated to improve. For example, instead of saying “you are wasting time on non-work-related activities,” say, “I noticed that you spend a lot of time on social media during work hours.”
9. Give feedback in private:
Providing feedback in private is essential to avoid embarrassing or shaming the employee. Public feedback can damage the employee’s self-esteem and may lead to a decrease in motivation and productivity. Schedule a one-on-one meeting with the employee and provide feedback in a private setting.
10. Encourage self-reflection:
Encourage the employee to reflect on their behavior and actions. Self-reflection can help the employee identify areas for improvement and become more self-aware. For instance, ask questions like “how do you think your behavior impacted the team’s progress?” or “what do you think you can do differently in the future?”
Conclusion:
Feedback plays a vital role in promoting growth and development in the workplace. By using the techniques outlined above, managers can provide feedback that is actionable, constructive, and persuasive. Remember to focus on specific behavior, share the impact, and provide support. By doing so, managers can make feedback count and help their team members reach their fullest potential.