Strategies for Delivering Effective Feedback

Would You Tell Me If I Had Food on My Face?

Imagine this: You’re sitting across from someone you know—maybe a friend, co-worker, direct report, or even your boss—and you notice they have food on their face. Would you tell them?

According to a recent article published by Forbes, 97% of us wouldn’t say a word! While many of us would appreciate knowing if we had food on our face, most shy away from giving that feedback. Why?

This reluctance isn't just about food; it extends to other types of feedback in the workplace. While feedback is a powerful tool for growth, both personally and professionally, we often avoid delivering it. In this article, we explore how to deliver feedback effectively and highlight some common pitfalls to avoid.

1. Be Curious, Ask "Why?"
Before and during feedback sessions, it’s essential to pause and reflect on the reasons behind the behavior. Being curious builds a foundation of empathy and understanding. Here are some points to consider:

• Positive Feedback: If you’re offering positive feedback, ask yourself: What led to this success? Highlighting the specific actions, behaviors, or decisions that contributed to success not only reinforces the great work but also gives the person a clear idea of what they should continue doing.

• Constructive Feedback: For negative or constructive feedback, dig deeper by asking: How did we get here? Often, performance or behavior issues are not black and white. They may result from unclear expectations, lack of resources, or personal challenges. Engaging in a dialogue about the root cause helps you address the underlying issues and opens the door for future improvement.

• Focus on Causes: Whether positive or negative, your feedback should focus on "why we do this”. This encourages the person to reflect on the broader context and use that information for personal development.

2. Time and Place Matter
Timing and setting are crucial when delivering feedback. A poorly timed or misplaced conversation can make even the best feedback feel harsh or unhelpful. Here’s what to consider:

• Don’t Wait Too Long: Holding off on feedback until a 1:1 or review meeting can cause frustration or confusion. Most people would rather know if they’re falling short or exceeding expectations right away.

• Public vs. Private Feedback: Tailor your approach based on the individual. Some people love being recognized publicly, while others may find it embarrassing. Negative feedback should be saved for a private setting whenever possible to save someone from feeling humiliated.

• Create Time and Space: Ensure there is adequate time to discuss feedback meaningfully. A rushed conversation may lead to miscommunication or prevent the recipient from fully digesting the feedback. Pick a setting that allows for calm, focused dialogue, and reflection.

3. Be Consistent
Consistency is key when delivering feedback. Inconsistencies can lead to confusion and frustration. Here are some tips to stay consistent:

• Align with Expectations: Your feedback should always be in line with the expectations of the position and what you’ve set specifically. If you praise someone for doing something well today but criticize them for the same thing tomorrow, they won’t know which standard to follow.

• Communicate Changes: If expectations shift, make sure to communicate the changes clearly and openly. Transparency helps ensure the recipient understands what they’re working toward.

• Prevent Mixed Messages: Inconsistent feedback can lead to second-guessing. Make sure your guidance is steady and reliable, so your team knows exactly what’s expected of them.

4. Show Respect
Respect is fundamental to giving feedback that drives improvement. Here’s how to ensure you’re respectfully approaching feedback:

• Feedback with Dignity & Respect: Always treat the person receiving feedback with dignity and respect, regardless of whether the feedback is positive or negative. Remember, the goal is to guide them toward growth, not tear them down.

• Adapt to the Individual: What works for one person may not work for another. Some people appreciate direct feedback, while others may prefer a gentler approach. Take into account the individual’s personality and communication preferences.

• Create a Safe Space: Deliver feedback in a way that fosters trust and encourages open communication. When feedback is given respectfully, it promotes a culture of continuous learning and improvement.

5. Set Clear Expectations & Ensure Accountability
Clear expectations and accountability are essential to effective feedback. Without clarity, people may walk away confused or unsure of what to do next. Here’s how to get it right:

• Be Direct: Avoid vague feedback. If you’re providing feedback on multiple aspects of someone’s performance, be clear about which points are most important. Spending equal time on a minor issue and a major one can leave the person unsure of what they should focus on improving.

• Provide Specific Takeaways: The person receiving feedback should walk away with a clear understanding of what they did well and what needs improvement. If expectations aren’t clear, it’s unlikely they will meet them.

• Ensure Accountability: It’s important to establish accountability. Once expectations are set, follow through to ensure they are met. This applies not just to the recipient of the feedback but also to leaders who are responsible for providing ongoing support. Without accountability, even the best feedback can fall flat.

Delivering effective feedback doesn’t have to be uncomfortable. By taking the time to reflect on your message, ensuring the timing and setting are right, being consistent, showing respect, and establishing clear expectations and accountability, you can create a feedback-rich culture that drives improvement and success.

Need help establishing feedback practices within your business? At Move HR, we specialize in helping small and medium-sized businesses create effective communication and feedback systems. Reach out today to learn more about how we can support you.