Feedback is one of the most powerful tools you could use as an employer.
When done right, it can drive performance, build stronger teams, and foster a positive work environment. However, when poorly delivered, it can lead to misunderstandings, resentment, and reduced morale. Learning how to give effective feedback is an essential skill that can enhance your employees’ satisfaction. and improve overall productivity.
In this article, we’ll explore the key principles of giving great feedback, why it’s important, and best practices that you can adopt to ensure your feedback is both constructive, and motivating.
Why Is Feedback Important?
Before delving into the how-to of giving feedback, it’s important to understand why feedback matters.
When employees receive regular, constructive feedback, they are better equipped to improve their performance and develop professionally. Feedback can also enhance communication between employees and management, helping build trust and understanding.
Feedback also plays a key role in employee retention. Employees who feel valued and supported by their employer are more likely to remain engaged, and committed to their roles. In today’s competitive job market, where employees have high expectations for work satisfaction, feedback is a valuable tool in employee development and retention.
Moreover, feedback can directly impact an organisation’s culture. A workplace that fosters open, constructive feedback is one where employees are more likely to feel heard, respected, and empowered to contribute their ideas. This creates a healthier work environment, and can helps businesses achieve their objectives more effectively.
Types of Feedback
There are two main types of feedback: positive feedback and constructive feedback. Both are essential to an employee’s growth and development.
Positive Feedback: This is feedback that praises, or acknowledges the good work an employee has done. Positive feedback reinforces desired behaviours, motivates employees, and boosts their confidence. It should be specific and sincere to be most effective.
Constructive Feedback: This type of feedback addresses areas where an employee can improve. Constructive feedback is meant to be helpful and forward-looking, rather than ‘disciplinary.’ It should focus on specific behaviours, explain why those behaviours should change, and offer suggestions for improvement.
A balanced combination of both positive and constructive feedback ensures that employees feel valued for their efforts, while also understanding where they can improve.
Best Practices for Giving Feedback
Giving effective feedback is an art that requires careful thought and attention. Here are some best practices for providing feedback that is both constructive and motivating.
1. Be Specific and Focused
One of the most common mistakes when giving feedback is being too vague.
General comments like “Good job” or “You need to improve” don’t provide the employee with enough information to understand what they did well, or where they need to change. Feedback should be specific, pointing out particular actions or behaviours that were either effective or need improvement.
For example, instead of saying, “You need to improve your customer service skills,” you could say, “During your call with the customer yesterday, I noticed that you didn’t offer solutions to their issue right away. Next time, try asking clarifying questions to better understand their needs more quickly.”
2. Be Timely
Feedback is most effective when given promptly. Waiting too long to provide feedback means the situation may no longer be relevant or fresh in the employee’s mind, making it harder for them to learn and improve. Ideally, feedback should be given soon after the observed behaviour, whether positive or negative, so the employee can immediately relate it to their actions.
In some cases, it may be necessary to schedule a formal meeting for feedback, especially for more serious issues, or when the feedback is part of a performance review. However, informal feedback can and should be given as the opportunity arises, ensuring that employees can take immediate action on it.
3. Create a Safe and Respectful Environment
Feedback should always be given in a respectful manner. If the feedback is negative or critical, it’s important to focus on the behaviour or the action, not the individual. For example, instead of saying, “You’re not doing your job well,” you can say, “The report you submitted had some inaccuracies, and it’s important to be more thorough with your data.”
It’s also essential to approach feedback as a two-way conversation, not a one-sided lecture. Create an environment where the employee feels comfortable asking questions, providing their perspective, and discussing the issue at hand. This collaborative approach helps employees feel more in control of their development and builds trust in the employer-employee relationship.
4. Use the ‘SBI’ Model
One useful framework for delivering feedback is the SBI model, which stands for Situation-Behaviour-Impact. This model helps structure feedback in a way that is clear, specific, and actionable.
- Situation: Describe the situation where the behaviour occurred.
- Behaviour: Focus on the specific behaviour or action that took place.
- Impact: Explain the impact that the behaviour had on the team, the organisation, or the individual.
For example: “In yesterday’s team meeting (situation), you interrupted several colleagues while they were speaking (behaviour). This caused some confusion and disrupted the flow of the discussion (impact).”
This structured approach makes it easier for the employee to understand exactly what they did and why it matters, providing them with the tools to improve in the future.
5. Be Solution-Oriented
Feedback should always focus on how the employee can improve or build upon their strengths. Instead of just pointing out what went wrong, provide guidance on how to move forward. Offer specific suggestions, such as additional training, resources, or changes in behaviour that can help the employee improve.
When providing constructive feedback, always try to be solution-oriented. Instead of focusing only on what needs to change, ask open-ended questions that guide the employee toward solutions. For example, “What steps do you think you could take to ensure the report is more accurate next time?”
6. Balance Positive and Constructive Feedback
For feedback to be effective, it must be balanced. A common technique is the “sandwich method,” which involves surrounding constructive feedback with positive feedback. For instance, begin by acknowledging the employee’s achievements or strengths, then offer the constructive feedback, and finish with additional positive feedback or encouragement.
While this method can soften the delivery of critical feedback, it’s important to ensure that both the positive and constructive elements of the feedback are sincere. Employees can often tell when positive comments are being used simply to cushion the negative feedback, which can undermine trust.
7. Follow Up
Feedback doesn’t end once the conversation is over.
Follow-up is an essential part of the feedback process. After providing feedback, check in with the employee periodically to see how they are progressing, offer additional guidance if necessary, and acknowledge any improvements. Regular follow-up shows that you are genuinely invested in their development, and helps reinforce the importance of the feedback you provided.
Conclusion
Giving great feedback is a crucial skill for any employer.
It’s not just about addressing mistakes or pointing out areas for improvement, it’s about building stronger relationships with your employees, encouraging their growth, and nurturing a positive work environment.
By following best practices like being specific, timely, respectful, and solution-oriented, you’ll provide feedback that motivates employees to perform at their best. In a competitive job market where employee satisfaction reigns supreme, mastering the art of feedback can be a game-changer in retaining talent, and ensuring a thriving workplace.
Need some Advice?
From developing HR strategies, to creating employment agreements, policies, and managing performance systems, our seasoned team of consultants at People Associates will provide comprehensive support across the full employee lifecycle.
Our hands-on approach will ensure that your practices align with your business objectives, empowering your team to drive long-term success. With expert guidance every step of the way, we help you build a strong foundation for growth!
Want a free consultation?
Flick us a message here – or contact Lisa Oakley at lisa@peopleassociates.nz or on 027 573 5483.
For more amazing tips and insights – follow us! Instagram | LinkedIn | Facebook