How to Effectively Provide Feedback

One of the biggest areas of growth that I see in leadership is providing feedback. This is in terms of how it is delivered and how often it is given.

Providing feedback is crucial to forming a growth environment where people are continuously getting better. It has been shown to improve performance, engagement, retention, and morale.

The first thing with feedback is setting the importance of it as an organization. Emphasize that feedback provides an opportunity for us to learn and get better.  Develop a culture where feedback is given consistently and people are receptive and even eager to receive it. 

Let's take a look at positive and constructive feedback.

Positive feedback should be done often and in quick exchanges. For these make them specific and timely. Example: Great job on the presentation, I loved how clear and captivating it was. You really hit on all of the key points. Example: You are doing an excellent job building rapport with the clients. You are asking thoughtful questions and listening to what they have to say. 

Constructive feedback is often harder for leaders. Some will either shy away from it or struggle with the delivery. Here is a four-step process for it:

1. Ask to see if they are open to receiving it - LeeAnn Renninger calls this getting a Micro-Yes. This lets them know feedback is being given and creates buy-in. Example: Hi Jim, are you open to receiving feedback on your report? 

2. Address the issue and significance - You want to be kind and direct in how you approach it. Let them know the specific issue that you would like to see improved. Also, let them know why this matters. This part should be done in a two-way conversation. Ask their opinion and see their take on things.

3. Come up with a solution and next steps - Once you identify the issue then you want to come up with a plan of how it will be addressed. This part again is a conversation and getting both people's opinions.  

4. Follow up - Check in with the person and see how successful they are in making the changes. Make sure to recognize them if they have made significant progress in addressing the issue. 

Here are some additional keys for giving feedback:

*Give feedback in a timely manner - Giving feedback soon after the situation has been shown to be more effective.

*Do it in person and in private for constructive feedback - If you are working remotely then using a video call is a suitable option. Avoid constructive feedback in an email or text. 

*Be empathetic - Understand that it can be difficult to receive constructive feedback. 

*A key phrase to use - "I am giving you these comments because I have very high expectations of you, and I'm confident that you can reach them."

*Avoid sandwich feedback - This is where you give a positive then a negative and then another positive. This has often been to create confusion and be less effective.

*Give more positive feedback than constructive - One study found a 5 to 1 ratio works best. 

*Ask for feedback - You can take a proactive approach and seek out feedback. 

*Be open and appreciative when receiving feedback - Understand that they are trying to help you improve by giving you feedback. Avoid being defensive and instead be open to what they are saying.