Employee feedback is one of the best mechanisms in your business for increasing productivity and improving overall. It’s an opportunity to reinforce what the employee is doing correctly and guide the employee to compensate for their own weaknesses.
The question is, how do you give better feedback to employees?
Formalize the Feedback Process
First, make an effort to formalize the process. Employee feedback shouldn’t be given on impulse, nor should it take a chaotic form based on whims. Instead, you should have clear schedules, clear systems and processes, and consistent frameworks in place.
It’s also helpful to create recordings and records that employees can reference in the future. For example, if you’re giving feedback via video conferencing, you can simply record the entire interaction with a screen recorder.
Give Feedback at Regular Intervals
Consistency is vital if you want your employee feedback to be effective. Many employers focus on giving employees annual performance reviews, which is a great place to start, but if you only check in with your employees once a year, you’ll miss out on serious opportunities for growth. Instead, it’s much better to give responses at monthly or even weekly intervals. Feedback doesn’t have to come in the form of an hour-long meeting; even a quick email or 15-minute, informal conversation is often sufficient.
Be as Specific as Possible
Employee feedback is most effective when it’s specific. Telling an employee they need to work on their “attitude” isn’t helpful, nor is it helpful to tell them they need to “pick up the pace.” Most employees do far better with concrete recommendations and focused critiques.
In line with this, your responses should be largely focused on real observations. What did you see or hear from this employee? Why was it imperfect? What are the things the employee can control to make improvements here?
Highlight Both Positive and Negative Feedback
In providing feedback, it’s a good idea to highlight both positive and negative aspects of the employee’s work. If you don’t say anything negative, the employee has no room to improve. If you don’t say anything positive, the employee could suffer a major blow to their morale.
The “compliment sandwich” technique has long been a mainstay here, but it’s not without its flaws. Essentially, this technique encourages a feedback provider to give a compliment, followed by criticism, followed by another compliment. Proponents claim this technique makes criticism easier to swallow, while detractors believe this is inauthentic and can create problems of perception and trust.
Focus on Actionability
All your feedback needs to be actionable in some way, or it’s not going to be effective. Telling someone they need to be better doesn’t give them any direction; telling them they can use their time more effectively by utilizing a specific technique or organizational method does. Try to focus on realistic actions that the employee can take to improve.
Frame for the Future
Feedback is often rooted in the past, but it should be delivered in the context of the future. Instead of dwelling on what the employee has already done, focus on what the employee can do in the coming months and years. This can mitigate morale issues while simultaneously setting the stage for a better working relationship.
Create a Positive and Supportive Environment
Employees are much more receptive to feedback if it’s given in a positive and supportive environment.
- Choose the right time and place. Choose the right time and place, so employees feel comfortable and can process the feedback in a healthy way. The right strategy here is going to depend on many factors, including your organizational culture, your employee’s disposition, and the type of feedback you’re providing.
- Give responses in private. In nearly all cases, it’s better to provide feedback in private. It reduces pressure, increases receptiveness, and prevents potential social issues.
- Be polite and respectful. This should go without saying, but be polite and respectful when issuing feedback. Avoid accusations and be careful of how you handle criticism.
- Encourage open communication. Treat this as a conversation rather than a lecture. Employees will feel more respected and comfortable if you create an environment of open communication. This is especially powerful if you build your entire organizational culture to embody values of openness, transparency, and mutual respect.
Ask for Feedback in Return
Employees shouldn’t only be receiving feedback; they should also be giving it. Your workers probably have ideas and insights that can make your workplace both more productive and more enjoyable. You don’t have to act on every piece you get, but you should at least listen to it.
Giving better employee feedback means helping not only your employees but the organization as a whole. It’s an art that takes time to master, but it’s well worth the investment.
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