leadership

How to Give Feedback Like a Pro

Summary

Learn how to give positive and constructive feedback to your team, subordinate or peer. Preparing feedback can be as challenging as delivering it so start with a plan.

When it comes to giving feedback, whether it be to your colleagues, reports, or managers, it can be a tricky task to navigate. However, with the right approach, you can master the art of feedback and take your communication skills to the next level.

First and foremost, let's discuss the importance of giving constructive feedback. This type of feedback focuses on specific areas for improvement and offers suggestions for how to address them. Negative feedback is essential for growth and development in any professional setting, as it helps individuals understand what they need to work on and how they can improve.

How to Give Constructive Feedback

Be specific

When giving feedback, it's important to be clear and specific about what needs improvement. Instead of saying "Your presentation could have been better," try saying "Your presentation would have been stronger if you had included more data to support your main points."

Use "I" statements

Feedback can be difficult to hear, so it's important to communicate your thoughts in a non-threatening manner. Using "I" statements, such as "I noticed that..." or "I think that..." can help soften the delivery and make it less personal.

Be aware of your body language

Maintain eye contact and use welcoming body language that creates a warm presence. That means no cross arms or hunching. Your report will be paying attention to facial expressions so if something feels off, they'll know right away. It's important for you to be it in the right frame or mind when delivering feedback.

Offer solutions

When giving negative feedback, it's not enough to simply point out what needs improvement. It's important to also offer solutions or suggestions for how the individual can address the issue and improve performance.

Timing is key

The timing of feedback is crucial. It is best to give feedback as soon as possible after an event or project has occurred while it's still fresh on everyone's mind. Better yet, providing feedback on a regular basis leads to a culture of iteration and accountability.

How to Give Positive Feedback

This type of feedback focuses on specific areas where the individual has excelled and offers praise for a job well done. Positive feedback is essential for motivation and building a positive work environment.

Be genuine

When giving productive feedback, it's important to be genuine and honest. People can often tell when someone is not being sincere, and it can have the opposite effect of what you intended.

Be specific

Just like with negative feedback, it's important to be specific when giving positive feedback. Instead of saying "Great job!" try saying "I really appreciate how you handled that difficult client, you were very professional and assertive."

Publicize it

Positive feedback should be shared publicly, not just privately. Share the feedback in team meetings, company-wide newsletters, or other communication channels, this will help to boost morale and motivation among the team.

Say it often

Feedback should be given often and not just saved for an annual performance review. A simple "good job" or "keep it up" goes a long way to boost morale.

How to Give Feedback to Your Direct Report

When giving feedback to the people who report to you, it's important to remember that you are not only evaluating their performance, but also providing guidance and mentorship.

Be a role model

The best way to give feedback to your reports is to lead by example. If you want them to improve in a certain area, show them how it's done by practicing it yourself.

Be objective

When giving feedback to your reports, it's important to be objective and focus on the facts. Avoid personal biases or opinions, and stick to what can be observed or measured.

Encourage and support

Providing feedback to your reports is an opportunity to encourage and support them in their development. Make sure to offer constructive criticism, but also be sure to recognize and praise their strengths and achievements.

Provide regular feedback

Deliver feedback to your reports regularly, not just during performance evaluations. This will help them stay on track and make adjustments throughout the year.

How to Give Feedback to your Manager

This can be a daunting task, as many people are hesitant to give feedback to someone in a position of authority. However, it's important to remember that everyone can benefit from constructive feedback, including managers.

Be respectful

When giving feedback to your manager, it's important to be respectful and tactful. This is not the time to air grievances or make personal attacks.

Focus on the impact

Instead of giving feedback on the manager's actions or decisions, focus on the impact they had on the team or project. This will help the manager understand how their actions affect others and how they can improve.

Provide solutions

Just like with any other feedback, it's important to offer solutions or suggestions for how the manager can address the issue.

Ask for feedback in return

Don't be afraid to ask for feedback from your manager in return. This will help build trust and mutual respect in the relationship.

Overcoming Common Feedback Challenges

Addressing Sensitive Issues

Sometimes, feedback may involve addressing sensitive or potentially uncomfortable issues. In these situations, it's especially important to approach the conversation with empathy and tact.

Be mindful of your tone and language, and emphasize your desire to support the team member in overcoming the challenge. Encourage open communication and be prepared to listen and address any concerns or emotions that arise.

Dealing with Defensive Reactions

Receiving feedback can sometimes trigger defensive reactions, particularly if the team member feels criticized or misunderstood. If you encounter defensiveness, try to remain calm and empathetic, and acknowledge their feelings.

Reiterate the purpose of the feedback as a means to support their growth and development, and work together to find a solution that addresses their concerns while still addressing the issue at hand.

Navigating Remote Feedback

Giving constructive feedback in remote work environments can present unique challenges, as it may be more difficult to read body language or gauge reactions. When providing feedback remotely, be especially mindful of your tone and language, and make an extra effort to create a supportive and collaborative atmosphere.

Consider using video calls whenever possible, as they can help facilitate more personal and effective communication compared to written or audio-only channels.

Giving feedback is an essential part of any professional setting. Whether you're giving constructive feedback, positive feedback, feedback to your reports, or feedback to your manager, it's important to remember to be specific, use "I" statements, offer solutions, and to always consider the timing. Follow these tips and you'll be well on your way to giving feedback like a pro!