Guidelines for Providing Feedback

Did you know that over twenty percent of people report that they've cried during an annual performance review?

No matter which side of the table you're on, giving and receiving feedback can be tough. While everyone wants to do good work, sometimes an employee requires feedback to get them back on track.

As a manager, you have to make sure you're providing good feedback. That way, your employees will correct their behavior while still feeling supported and valued.

But how exactly do you give good feedback? How do you balance concern for your employees' feelings with your need to get the job done? How can you get your annual performance reviews to feel less like a chore and more like a constructive reflection and planning process?

Keep reading to learn how to deliver constructive feedback that is effective and affirming.

Have the Right Goal in Mind

The first step to delivering successful feedback is clarifying your goal. Ultimately, your job is to get your employee to modify their actions to more effectively complete their work.

The most effective form of feedback is behavior-based, not personal. Be specific with what you're observing now and what change you need to see. Clearly lay out the action steps that you need them to take.

When possible, provide your employee with your full support. Ask them if they need anything from you in order to achieve the desired outcome.

Affirm to your employee that you both have the same goals and that you're on the same team. Present your feedback as being the two of you against the obstacle, rather than the two of you against each other.

Plan What You Want to Say

Speaking off the cuff may lead to miscommunications or unclear feedback. The best way to ensure that your feedback stays on the topic is to pre-plan what feedback you'll deliver to your employee. This will also help you avoid speaking from an emotionally-driven standpoint and saying things that you might later regret.

Of course, you don't want to come off like a robot either. Plan the outline of your feedback and the points you want to hit, but allow the conversation itself to feel natural and flow freely. Be prepared to answer questions if your employee needs clarification on what you're looking for from their future performance.

Learn How to Give Constructive Feedback

Giving constructive feedback is hard, especially if you haven't been trained in how to do so. If you haven't been intentional in the ways you've delivered feedback in the past, you might have been giving unhelpful or negative feedback without even knowing it. It's worth your time to invest in learning the best ways to give feedback to improve employee satisfaction and performance.

There are many tools out there to help you develop your feedback-giving skills. If you have time to invest in your training, there are many books you can read or courses you can take to develop your management skills. If you're more limited on time, consider taking a workshop or two to fine-tune your skills.

Highlight Accomplishments

When you hear the word "feedback," it's natural to think only of areas for improvement. However, praise is an equally necessary component of a healthy feedback cycle.

When you catch your employees exceeding expectations, let them know! Pull them aside in the hallway, send them an email, or take a minute at the top of a team check-in to let them know that their performance is appreciated.

Providing positive feedback lets your employees know when they're on the right track. It also inspires your other employees to emulate these behaviors as well.

Consistency is Key

Unfortunately, too many managers wait until quarterly, semi-annual, or even annual reviews to provide employee feedback.

Providing feedback in a more timely manner is beneficial to you and your teammates. Your workers are more likely to improve their performance throughout the year if they receive immediate feedback on the work that they've done.

Consistent feedback also helps you to build strong and trusting relationships with your employees. You'll be more likely to resolve conflicts as they arise, rather than letting them fester. Your employees will be more likely to take risks and be creative if they know you'll provide them with immediate feedback and suggestions for improvement.

By spreading your feedback out across the year, annual performance reviews become part of a routine check-in process. When this is true, there's little to no reason to fear, dread, or avoid these conversations.

Utilize Your Support Tools

Sometimes, you have constructive criticism to give that you know won't go over well, no matter how you frame it. In situations like these, it can be helpful to get your human resources department involved.

Having a mediator present in difficult feedback conversations helps you and the individual receiving the feedback remain calm and professional. They'll also help you set up action steps and check in to make sure the plan is being followed.

Remember, you're all a team. It's okay to need help like this when giving feedback!

Allow Feedback to Be Reciprocal

As much as your feedback can improve your employees' performance, employee feedback can also improve yours. Your employees are also more likely to take your feedback seriously if they know that you can receive their feedback when they need help, have any concerns, or are experiencing conflict.

Provide ample opportunities for your direct reports to give you feedback on what they need from you, and do your best to listen with compassion, empathy, and understanding. Thank your teammate for their honesty, and incorporate their feedback into your work in the future. Do this, and your relationships and performance at work will flourish!

Use These Guidelines for Providing Good Feedback

Providing good feedback is key to conducting successful performance reviews and building productive relationships with your team members. Follow these guidelines, and you'll be well on your way to providing successful feedback to your teammates.

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