the art of Providing employee feedback
When talking with my executive coaching clients, one of their top challenges is providing feedback to their direct reports or even colleagues who aren’t performing up to par. Offering constructive feedback is a delicate balance—it's about helping someone grow while maintaining a positive working relationship. Done correctly, feedback can be a powerful tool for development and increased engagement. However, without a structured approach, it can easily lead to misunderstandings and resentment.
Providing Constructive Feedback: Setting the Stage
Fundamentally, effective feedback should be clear, supportive, and aimed at fostering an environment where employees feel valued and understood. The goal is not just to highlight areas for improvement but to build a pathway for growth and development. In fact, when feedback is provided routinely over time, feedback doesn’t need to be pursued just when performance is lagging. The feedback loop can be instigated when someone shines.
Below are some structured steps to help navigate this essential but challenging task. These steps are designed to create a constructive dialogue, encourage self-reflection, and collaboratively develop actionable solutions.
creating a mindset for constructive feedback
Before diving into a feedback process check your mindset. When providing feedback, many assume the feedback process is negative and critical. In fact, by providing feedback you are forging an opportunity for communication and an opportunity to grow and develop. Adopt the mantra: I am seeking to communicate and find solutions.
Steps to Provide Constructive Feedback
Set the Stage for the Conversation: Begin by creating a supportive environment. For instance, you might say, “My objective is to offer you my perspective on this project so you can be supported in your development.” This helps set a positive tone and makes it clear that the intention is developmental rather than punitive.
Ask Them to Reflect on Their Performance: Encourage self-assessment by asking, “Tell me about how you think you showed up for this project. Give me a self-assessment. What worked? What didn’t?” This promotes self-awareness and opens the door for a more balanced discussion.
Consider Additional Prompt Questions: Further unpack what’s important to them by asking questions that highlight purpose, impact, and meaningful work. “What is most important to you about this project?” or “When you think about what impact you want to have with this work, what does that look like?” This can increase their sense of engagement and help them see the bigger picture of their role.
Provide Specific Feedback From Your Perspective with Examples: Share feedback based on your experience rather than tell them what they should be doing. Instead of saying, “You aren’t meeting deadlines,” you could say, “When you fail to meet deadlines, it puts pressure on other team members who then need to step in.” This makes the feedback more relatable and less accusatory. More importantly, providing feedback based on a reaction gives the other person more latitude for how to develop a solution.
Stay Open and Empathetic: Be mindful of personal issues or challenges that may be affecting their performance. Showing empathy can build trust and open communication. There is no harm in sharing your own experience in feeling challenged by the pressures of the workplace. “I know it can be hard to balance the competing demands.”
Ask for Their Honest Reaction: Encourage them to share their thoughts on the feedback. This can lead to a more open dialogue and acknowledgment of any challenges they are facing. “Please share your thoughts about this feedback. I am eager to hear your perspective.”
Collaborate on an Actionable Path Forward: Focus on solutions and what is possible. “What does a path forward look like here?” Support the conversation to inspire creative problem-solving and ownership of the next steps.
Clearly Communicate Expectations: Conclude the conversation with a clear understanding of expectations moving forward. Ensure there is no ambiguity about what is needed. Here are some questions you could ask to solidify this understanding:
What specific actions or behaviors do you think are needed to meet the diff?
How can we collaborate to ensure a clear understanding of performance going forward?
How can I support you, and what resources do you require from the organization (such as training, continuous feedback, check-ins, etc.)?
An ongoing progress - not one and done
What many managers forget is that providing ongoing and regular feedback is far more effective than a handful of occasions. Once a manager initiates a regular process of feedback, it can become a positive and routine process. An ongoing practice can support an employee to reach their own goals. When done effectively, it can significantly enhance an employee’s performance and engagement. By setting the stage for open and empathetic dialogue, encouraging self-reflection, and collaboratively establishing clear expectations and solutions, you can transform feedback from a daunting task into a constructive and empowering experience. This structured approach not only helps in addressing performance issues but also in building a stronger, more cohesive team.
Good luck in diving into the art of feedback. Consider it your opportunity to grow. Share your questions below!