Mastering the Art of Giving Feedback

Why Feedback Matters

Feedback is essential for personal and professional growth. It helps individuals understand their strengths and areas for improvement. When delivered effectively, feedback can motivate and inspire change. However, many people struggle with giving feedback. They may fear hurting someone's feelings or causing conflict. But remember, feedback is a gift. It provides the opportunity for growth and development.

Give Feedback in Person

“How many a dispute could have been deflated into a single paragraph if the disputants had dared to define their terms.”

Aristotle (384 BC - 322 BC)

Sometimes, you need to express concern to a team member about their actions or performance. Avoid the temptation to get it over with by writing an email. First, consider how well you express yourself in writing. Can you convey your objective thoughts clearly? Miscommunication can easily occur in written messages.

Think about how we communicate. Only 7% of communication is conveyed through words. A staggering 55% is expressed through body language, which is absent in writing. The remaining 38% comes from our voice—intonation, tone, and rhythm. These elements are crucial when delivering feedback.

When giving negative feedback (which is not the same as criticism), can you express the emotions you feel about the situation? Could your words be interpreted as anger, frustration, or even sarcasm? Many managers choose to write emails instead of giving feedback face-to-face to avoid conflict. However, if the purpose of the feedback is to educate and help the employee improve, it must be delivered in person.

You should clearly describe the specific actions or behaviors you observed. Then, follow up with how your team member can avoid repeating the behavior. Ensure the outcome of the meeting is perceived positively.

Get to the Point

No one wants to be called into the boss’s office to chat about the weather. Whether the feedback is good, bad, or ugly, get to the point immediately. For instance, say, “John, I want to talk to you about a concern I have regarding you coming into the office late every morning.” Listen to what John has to say about your observation before jumping to your solution.

Of course, you can talk about the weather or the cricket match afterward, but focus on the feedback first.

The Importance of Specificity

Being specific is vital when giving feedback. Vague comments can lead to confusion and frustration. Instead of saying, “You need to improve,” try saying, “I noticed you missed the deadline for the project last week. Let’s discuss how we can ensure that doesn’t happen again.” This approach provides clarity and direction.

Use Examples

When providing feedback, use specific examples to illustrate your points. This helps the recipient understand exactly what behaviors need to change. For instance, instead of saying, “You need to communicate better,” you could say, “During the last team meeting, I felt that your points were unclear. Let’s work on how you can present your ideas more effectively.”

Create a Safe Environment

Creating a safe environment for feedback is crucial. Ensure that your team members feel comfortable discussing their thoughts and feelings. Encourage open dialogue by asking questions and actively listening. This approach fosters trust and encourages individuals to be more receptive to feedback.

Follow Up

Feedback shouldn’t be a one-time event. Follow up with your team members to see how they are progressing. This shows that you care about their development and are invested in their success. It also provides an opportunity to address any ongoing concerns.

Conclusion

Just like any other skill, the art of giving feedback can be learned, practiced, and honed. By delivering feedback in person, getting to the point, being specific, creating a safe environment, and following up, you can become more effective in your communication. Remember, feedback is a powerful tool for growth. Embrace it, and help others reach their full potential.

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By mastering these techniques, you can transform feedback into a constructive and positive experience for everyone involved. Let's work together to create an environment where feedback is welcomed and valued!