Effective feedback is one of the most powerful tools a leader has to foster growth, correct mistakes, and enhance productivity within their team.
Yet, delivering feedback in a constructive and motivating way is an art form that many struggle to master. When done right, feedback can be a catalyst for positive change. Done wrong, it can lead to disengagement, frustration, and even turnover.
So, how can you approach feedback in a way that encourages employees to see it as a good thing and motivates them to improve? Here are a few key strategies to ensure your feedback is productive and well-received.
1. Adopt the Right Mindset : Care About the Individual
The first step in giving effective feedback is to make sure that you check yourself and you actually care about the individual you are about to offer feedback to. Everyone is human and we all have feelings. Feedback isn’t about criticism or pointing out failures; it’s about development. When you approach feedback from a place of support and improvement rather than judgment, employees are more likely to view it positively. Your tone, body language, and phrasing should reflect your desire to help, not reprimand. This is a coaching session, not criticizing.
2. Be Specific and Actionable
General feedback like “You need to work harder” or “Your performance needs improvement” is neither helpful nor motivating. What it does is the exact opposite - it shows the employee you perhaps didn’t even read their presentation or even worse, care enough to take the time to really dive in which translates to the employee, “you don’t give two sh*&s about me.” which will lead the employee to disengage. Instead, focus on specifics:
- Describe the situation or behavior using exact days, times and location.
- Offer your insight on how you see it impacting the team or project.
- Offer to work through actionable steps for improvement together.
For example, instead of saying, “Your presentations need work,” you could say, “In yesterday’s presentation, I noticed that some of the key data points weren’t clear. Next time, may I recommend trying to highlight the numbers more prominently in your slides, and call out how they impact our overall goals.” This type of feedback is clear and gives the employee a roadmap for improvement.
3. Be Direct and DO NOT USE “the feedback sandwich” approach
What’s the feedback sandwich you ask? It’s where you offer a compliment, followed by constructive feedback, and close with another positive comment. It is also lovingly referred to in corporate America as the “SH^& Sandwich”. The best way to show your employees respect is to get to the point and deliver constructive feedback by encouraging them to workshop a solution in that moment using the feedback they received. And then praise them when they come up with the right solution at the moment.
Direct Opening: Start by identifying that you (own it since it is your view) found an error, witnessed behavior you didn’t like, or dissatisfied with certain results. Explain clearly what they were, what you experienced, when it happened, and that you (as the leader) are having this discussion with the employee to work out another solution, together. AS THE LEADER, You MUST take ownership of the employees misstep. That means that there was a breakdown in communication somewhere, somehow and that falls completely on the leadership.
Offer Constructive Feedback: Present your critique or resolution in a non-confrontational way. Use “I” statements to avoid sounding accusatory (e.g., “I’ve noticed that…” rather than “You did this wrong…”). Again, as a great leader you must own that you were part of this happening.
Encouraging Collaboration: Once you have said your side, ask them for their side. Be open to hearing things you may not want to hear and that may hurt your own feelings. Once you understand their side, then move onto opening up the conversation around how to resolve the problem, mistake, or behavior. Do not end the conversation until you both have agreed to an achievable solution.
This structure shows the employee that you are aware, you want them to succeed, and you are willing to help them succeed and not just dish out criticism and expect them to take it and move on.
4. Make It Timely and Be Observant
Don’t wait for annual reviews or monthly check-ins to give feedback. The sooner you offer feedback after observing the behavior, the more relevant and effective it will be. Timely feedback allows the employee to immediately reflect on the situation and make adjustments before the behavior becomes ingrained.
You spend 8 or more hours with these individuals up to 5 days a week or more. Depending on how long you have worked with someone, you may even know them better than your own spouse. Are they acting out of character? Is this normal or not normal? If your employee is not acting like they normally do, then take a moment to check in personally. Are they ok? Perhaps something is going on at home that is affecting them at work. No one can separate work from home - it's impossible. And any leadership or training book that says so is bullshit. They are intrinsically intertwined. Take a walk, away from other employees, and check in with your employee. You may find that something outside of work is affecting them at work. Showing compassion and empathy will be appreciated by most if not all.
5. Frame Feedback as a Path to Growth
Help employees see feedback as an opportunity for growth, not as a critique of their character or abilities. Never, ever tell an employee to, “be cheerful, smile more, dress better, or suck it up.” Reinforce that feedback is a normal part of professional development and that everyone, including yourself, benefits from it. For example, you might say, “I’m giving you this feedback because I see your potential, and I want to help you get to the next level.” When employees view feedback as a tool for personal and professional growth, they’re more likely to accept it with an open mind.
Leaders should model this behavior by asking their employees for feedback - however, depending on the culture of the work environment, even if you are a great leader, employees may be hesitant to offer direct feedback to a leader for fear of retaliation. Its sad but true. You can try anonymous surveys or ask your human resources department to conduct an anonymous interview. Once you receive the feedback, a great leader can openly share the feedback and then share with the team how they will be incorporating that feedback to drive change. The most important part though here is to follow through. Actions always speak louder than words.
6. Follow Up and Acknowledge Progress
After giving feedback, be sure to follow up and acknowledge improvements. This reinforces the idea that feedback is a continuous process and that you’re invested in their growth. A simple, “I noticed you made great strides in your presentation skills. Keep it up!” can go a long way in boosting morale and encouraging further development.
Giving feedback is an essential part of leadership, requiring thoughtfulness and care. By approaching feedback with the right mindset, being direct and specific, and involving employees in the process, you can transform potentially uncomfortable conversations into opportunities for growth. When employees view feedback as a tool for their success, they are more likely to embrace it and implement necessary changes.
Effective feedback strengthens relationships, fosters a culture of continuous improvement, and ultimately drives better performance across the entire team. While providing constructive feedback can be daunting and sometimes challenging, it is crucial to reconnect with your employees, ensuring they understand your commitment to working alongside them in making positive changes. By doing so, you reinforce a supportive environment where everyone is dedicated to collective growth and success.
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