Giving feedback is an art form. Done wrong, and it can leave the recipient feeling down and bad about themselves. It is crucial to give feedback in a way that makes the person think about their actions and what they could improve on, but doesn’t leave them with a feeling of disappointment or the feeling of being reprimanded. Whether you are a colleague, a team member, or a "‘head-of’ - this is a crucial part of your every day work.

Here are a few steps to follow for giving feedback that will ensure a positive outcome, and hopefully change the behavior of the recipient.

1.       Find a dedicated time

Professional feedback should be given in a professional way. That means you shouldn’t have this discussion where other people can hear or during a time that is not suitable for the situation. Pick a day and time that is relatively calm for both of you (no urgent projects) and book a room or go to a space where you can be alone (for a less formal setting walk outside or grab a coffee). Set the meeting up at least 2 days in advance so your colleague has time to think about what he/she might want to say.

2.       Preparation is key

Before the meeting, you should prepare your points - preferably in written form. This is helpful for many reasons. First, it helps you gather your thoughts and think about what you are going to say. Second, it will help you manage the actual feedback session, especially if you have some hard feedback to give. If the other person goes on a tangent or becomes emotional, you always have a plan/general script to fall back on and stick to.

3.       Set expectations for the meeting

At the beginning of the meeting, give your colleague an outline of what you will be discussing. For example: “First I will ask you to tell me about how you feel and any concerns you have. Then I will give you some feedback. And at the end, we can discuss any feedback you have for me”. That way they are clear at the beginning of what the session will look like and how the flow will be structured. Knowing at the beginning that they can also give you feedback will help them feel calm and trust that they can be open and honest with you.

4.       Ask how they are feeling

Always start the conversation with asking them how they are doing and how they feel in the company/in their role. This really helps you get a sense of their emotional state, and also maybe sheds light on issues they are having that you might now know about. Typically, employees will already bring up the topics you wanted to discuss in the feedback session, so it’s a great way to transition into your feedback. Make sure to take this time to listen to them and really show them you care about how they feel.

5.       Clear, concise feedback

As mentioned, it is recommended to start with positive feedback. Tell the employee the good things you have seen them do – whether that’s helping their team member or communicating well with a client. Then you can move into the constructive feedback. Use facts rather than feelings, for ex: “I feel like you haven’t been making an effort, and I need you to try harder” is not clear and can be refuted. Instead, give feedback like: “I noticed that you turned in last week’s assignment 3 hours later than agreed on – I need you to ensure all of your work is turned in by the deadlines or flag it to me if you feel you cannot complete it on time”. Having concrete feedback with examples is always more helpful for the employee and allows them to better grasp the feedback given. After you have discussed the feedback, ask the colleague what you can do to support them better. This will make them feel like you are in one team working together, which typically motivates people to want to do better in their everyday work.  

For more concrete support on how to give feedback, or any other topics - email us here or at doubletake.lifestyle@yahoo.com for more information on our 1-1 coaching sessions.