Constructive feedback has a positive effect on communication between employees and on their performance, helping the company develop as a whole. To get the most from it, however, it needs to be delivered effectively, courteously and respectfully. How can you do that? The following principles will help you frame feedback more effectively.
- Give feedback regularly —this helps everyone on the team see it as a normal part of professional practice.
- Be as specific as possible and support your feedback with relevant evidence.
- Try not to judge the other person. Instead, focus on an objective description of their behaviour in the situation concerned.
- Focus above all on what needs to change —give details.
- Suggest alternative ways of handling situations that did not go as you had expected.
- Ask the person how they see the situation. Use open questions wherever possible so that they can respond in greater depth.
- Always speak only for yourself when giving feedback.
- To make mutual understanding easier, remember to explain why you are giving the feedback and which specific situation it relates to.
- Frame feedback solely as your own reflection on what happened.
- You do not have to surround negative feedback with two positive comments—the so-called ‘sandwich method’. Delivering it directly makes room for an open discussion of the issue.
We have now covered the general principles worth following whenever you give feedback. Let us look more closely at feedback in specific workplace relationships.
How to give feedback to a direct report:
- Try to give it one to one, especially if it is negative. This prevents the employee from feeling humiliated in front of colleagues.
- End on a positive note. It is important that the employee comes away motivated to improve their performance.
- To strike a balance between positive and negative feedback, use the 3+3 method —identify 3 strengths and 3 areas for improvement. This supports both motivation and better performance.
- Give your direct report room to propose their own solution for the situation.
- Finally, ask how you personally can help your direct report with the area in which they have the potential to improve.
How to give feedback to a colleague:
- If you work on the same team, be as specific as possible— give concrete examples of situations to which your feedback relates.
- For greater impact, try to keep your feedback as timely as possible —the sooner you address a situation, the easier it will be to resolve together.
- Be empathetic— give feedback in the way you would want to receive it.
- Do not hesitate to invite your colleague to comment on your work as well —this will help you avoid dominating the exchange.
- Even if you have a friendly relationship with your colleague, do not be afraid to be honest with them. Constructive feedback shows that you care about them.
How to give feedback to your manager:
- Courtesy is especially important here —ideally, ask your manager in advance whether they would like your feedback.
- Base your feedback on specific evidence that supports the point you want to make to your manager.
- Give feedback solely from your own perspective —avoid presenting your colleagues’ opinions.
- Propose your own solution to the situation —this demonstrates your initiative.
- Deliver feedback respectfully, but without unnecessary self-censorship. It is in your manager’s interest to keep improving their performance, and your feedback can only help them do so.
Kristýna Tabačíková