How to Give Constructive Feedback in the Workplace

Constructive feedback plays a significant role in employee engagement. Here are some tips on how to give effective constructive feedback.

A 2009 Gallup study of over one thousand US-based employees sought to find the impact of feedback on employees.

The result was insightful.

• When little or no feedback is given by the manager, the manager fails to engage 98 percent of the employees.
• Employees who largely receive negative feedbacks are 20 times more likely to be engaged compared to employees who receive little or no feedback.
• Managers who concentrate on employees’ strengths are 30 times more likely to actively engage employees than managers who deny feedback.

The bottom-line of this insightful study is that a manager’s style of feedback has a big impact on employee engagement.

As shown in the study, it’s more productive for the manager to provide negative feedbacks rather than providing no feedback at all.

This shows just how important constructive feedback is (positive or negative) to employee engagement.

Here are some tips to help you give good constructive feedback.

1. Prepare the recipient for feedback

When trying to give feedback, there is a need to prepare the other person for what is to be discussed. This should be done, especially when you are giving a negative feedback.

Say something like, “This may be difficult for you to take, but there is something I need to discuss with you.”

This way, your recipient can prepare their minds for what you are going to say and better look for elements of truth that might help them improve their performance.

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2. Have a private conversation

When attempting to give constructive feedback, especially negative feedback, there is a need to do that in private where only you and the other person are present.

An exemption may, however, be allowed when giving positive feedback.

Using the right voice tone and volume in a one-on-one criticism with the right motive are great elements of good constructive feedback.

So, as a general rule, be sure to praise in public and criticize in private.

3. Focus on the situation, not the individual

To effectively give constructive feedback, there is a need to focus on the outcomes and objective observations rather than on the other person’s attributes.

Focusing on the situation rather than the employee shows your concern to fix the problem.

When giving constructive feedback, ensure to separate the employees from their actions.

Avoid making the other person feel like they are under a personal attack, an approach that could make the employee lose confidence and trust in you.

4. Feedback must be specific

When giving constructive feedback, there is a need to focus on the specifics.

Merely telling someone that their work needs to be improved without giving specific details about what is lacking and how it can be solved is not a good way to offer constructive feedback.

This may be frustrating for the individual, resulting in a lack of specific improvements that you expect from them since they are not clear as to what you are explicitly demanding of them.

Also, remember this. Your feedback becomes more effective and appreciated where you can first recognize their positive effort before talking about the negative and then ending on a positive note.

For example, you can say something like, “That was a strong and powerful presentation from you today. You only missed some key information on the topic. But overall, you did great.”

This type of feedback produces a blend of compliments and constructive criticism, which makes the other person feel good about their achievement and, at the same time, realize that more is required of them.

The same goes for positive feedback.

Instead of simply saying “Nice job” or “Great job” there is a need to give more meaning to your compliment.

Show just how much you appreciate their contribution and that you took the time to observe their work.

5. Give timely feedback

For constructive feedback to be effective, offer your praise or criticism when the individual’s achievement or disappointment is fresh.

The feedback only becomes relevant and actionable where the work is still fresh in their minds and yours.

When delayed, constructive feedback may not be as effective as the initial excitement of doing the right thing may have waned.

However, where you are trying to give negative feedback, it may sometimes be wise to delay a while before offering your feedback, as this allows you the opportunity to offer feedback free of emotions.

Avoid waiting for weeks or months before providing feedback to someone on their job, especially where it relates to a specific task.

Your feedback becomes less effective when it is offered long after the task has been completed.

Conclusion

Considering the impact feedback can have on an individual’s performance, there is a need to tread with caution when giving your feedback.

Nonetheless, maintain a clear and strong stand on what changes or improvements you expect from your recipient.

This makes for effective constructive feedback.

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