It often feels to me today that giving feedback to others is a bad thing, something both staff and manager’s dread.
Yet it shouldn’t be. Getting feedback is the best way to develop yourself, and giving feedback is the best way a manager can help a staff member improve and grow.
In this blog I will provide you with some guidance on giving feedback that will hopefully remove the dread and provide a framework for productive discussions.
The first thing I would share – is make sure your frame of mind is in the right space. As you know, when you are irritated your communication is much harsher than if you are receptive and calm. Giving feedback should be done when calm, and with you holding in your mind “I am doing this to help my staff member grow professionally.
I am helping them become better”. If something has gone wrong and all you want to do is yell, then you will convey feedback in a very different way, and without the key focus on framing it around the staff member’s professional growth.
Tips
1. Give feedback at the time something happens.
Immediate feedback is much better than waiting until a formal review in the future. It helps staff link your feedback to the immediate event and provides them with the needed context to understand what you are saying. It also permits them to start changing immediately. Waiting will result in you noticing this ongoing behaviour, which will annoy you, and make your formal review harsher than it needs to be – because you have been seeing this ongoing trend of behaviour. While your staff member will be surprised, and probably hurt, at the strength of your reaction. So, give feedback straight away.
2. Feedback is about the work, not the person.
Structure your language to be about the task – how it was done, its quality or timeliness, not the person:
“In completing this task, I noticed,” … “I don’t want this to happen this way again because,”…. “Is it clear to you why this change needs to happen”? (they respond)…”Excellent”
Also make your feedback specific to the issue. No general statements and unless this is something spoken about previously not comments implying ongoing behaviour.
3. Provide space for your staff to engage and respond.
This is a discussion about improvement and to help them grow, so it is essential that you provide space for them to confirm their understanding and to feel they are contributors to the discussion. This is being done with them, not to them.
4. Feedback should be given for both good and bad behaviour and outcomes.
Ensure you give genuine, timely feedback when things go well and when things need improvement. By giving both good and bad feedback you let your staff know you see all of them, the good and the areas needing some growth.
5. If you want change to happen, be explicit on what you wish to see happen.
When giving feedback to your staff state what you want, give an example, and ensure your staff member understands what you want and why (getting them to phrase it back to you is a useful way to ensure their understanding matches yours). Then ensure you get their agreement to adopt this change.
Feedback is an opportunity to help your staff grow.
Giving feedback is an opportunity to have a constructive discussion with your staff about their performance and providing advice on how it could be improved. We all want to improve, reach our potential and be valued. Giving feedback in a way which involves your staff and lets them see your commitment to them will enable them to hear what you have to say.
When defensive we tend to hear the negative and react/justify rather than listen and be grateful. So, it is important that as much as you can you create the environment for your staff member to hear your feedback in a way that makes them determined to make the recommended changes and improve further. This is a team effort, you are helping them grow, and they are appreciating your feedback to achieve further growth.
Jennifer Porter provides some additional tips for you here which I encourage you to review.
Personally, I love feedback, I actively demand it from my bosses to get real time feedback on my performance and how I can improve. I see it as an opportunity to become better, and to tap into all the experience my bosses have gained (without having to go through it all myself!)
Final thoughts
No one doubts you are the boss, but your staff are people and will decide for themselves what they will do. If you want to achieve success through giving feedback – get their engagement, understanding and commitment.
If you would like help with this, please book a free chat with me as I would love to help.
Author Bio
Deborah Knight is the founder of Xsead Lead with a background in organisational and individual leadership and executive coaching.
As a coach, Deborah aims to create an inclusive and respectful space where individuals and organisations can do the work necessary for growth and change. She is also passionate about helping women be valued for themselves while also contributing and being successful.
Apart from her company which she is deeply passionate about, Deborah also loves bushwalking, reading, travelling, and learning new things.
For any coaching or organisational support enquiries Deborah can be contacted via email: info@xseedlead.com.au or via her company website which is www.xseedlead.com.au.
