How to Give Effective Feedback

Have you ever been told by your boss during your performance appraisal that there is ‘room for improvement’ but at the end of the session, you do not know what to improve and how to improve it?

Giving feedback that is constructive can be a morale booster to employees. The opposite is also true. Done badly, feedback can lead to confusion, conflict and dissatisfaction.

The next time you are face to face with your subordinates or colleagues, remember to use these suggestions to make your feedback more constructive;    

Start with the right intention – Ask yourself why you are doing it. Is it to highlight poor performance? Correct bad behaviour? To diffuse a situation? To complement a job well done?

Prepare early – Be clear of what are the things that you want to say. If possible, write them down on a piece of paper. Keep it minimum. From my experience, three items per session is more than enough.

Be timely – The rule of thumb is, the closer the event and the time that you want to address the issue, the better. Normally, do it within 24-48 hours as the effect of your feedback will be lesser with time.

Be aware of your surrounding – Remember to criticize in private but praise in public. Establish a safe place to talk where you won't be interrupted or overheard. Criticizing in public will humiliate the person can causes him to be defensive.

Separate the person from the problem – Highlight the problem without ‘attacking’ the person. “Last month, you were absent for 7 days” is highlighting the problem while “You are useless and lazy” is ‘attacking’ the person. Avoid the later.  

Be specific - Tell the person exactly what they need to improve on. This ensures that you stick to facts, thus reducing ambiguity and confusion. If you are saying “I need you to be more professional”, what does that mean? Maybe the best alternative is to say, “I need you to submit the monthly report before the 5th of every month”.

End on a positive note – End your feedback session positively. Thank the person for his time and reaffirm your belief that he will improve. If your session is to highlight positive performance, encourage the person to repeat the desired behaviour.

Try this formula during your next feedback session and you will notice the positive impact.