Giving feedback is one of the most important interpersonal skills for any manager.

The purpose of constructive feedback is to provide information that will make improvements and create better results. For feedback to be useful, it has to be actionable, otherwise it’s likely that the situation or behaviour will recur.

Whenever you’re giving feedback, keep in mind that you’ll probably have an ongoing relationship with this person, so use your feedback to reinforce good relations.

Let’s say that you’re giving constructive feedback to a member of your staff. Here are five steps to help you give good feedback:

1. Timing.

Make sure the time is right. The sooner the better, but if you’re upset about the situation – or your employee is – take a “time-out.” This is preferable than giving or receiving feedback when one of you is already in a bad mood.

2. Choose your words.

The way you say something can have a great impact on the receiver. Depending on your choice of words, you can establish an amicable feedback environment or a hostile one.

Saying, “You need to do…” or “You’re not doing this properly,” can put the receiver on the defensive from the get-go. Using the pronoun “you” makes the comments personal and can be interpreted as condescending or highly critical.

Instead, say “I noticed that…” or “I understand that…” Beginning feedback phrases this way discusses the action or behaviour that needs to be changed, not the person.

3. Start with the positive.

Positive feedback acknowledges good contributions and work well done. Give specific examples of what the receiver did well. Doing so is more meaningful than a general “Good job!” comment that can be said to anyone, any time, and doesn’t even have to be sincere.

Let the receiver know the positive impact their contribution had on the department or organization so they understand the results – this also lets them know that you see it and appreciate it. In addition, reinforcing the positive encourages more of the same.

4. Be descriptive and talk about the facts.

When giving constructive feedback, discuss what happened, not how you feel about what happened. Focus on the situation, describe it, and stay objective. Give a reason why it’s an issue and state the impact it had on the rest of the staff, the organization, or the customer.

When you stick with the facts, you can discuss them more easily. Being specific and clear assists the receiver in understanding the issue and what requires changes.

5. Collaborate to come up with ideas for improvement.

It’s not up to you to come up with all the solutions by yourself - although you can offer suggestions that you think would be helpful. Make a point of involving the recipient in this crucial part of the feedback process. This way, the recipient has some ownership and involvement in decision-making, which will result in a greater commitment to see that it’s implemented. Working together finds better ways of improving the situation and will likely create a solution that is acceptable to both of you.

Offering constructive feedback can seem like a daunting task. If it’s approached with the good intention of making improvements and creating better situations, rather than criticizing and judging, it is positive input with beneficial results.

This was my question to my peer when I was requesting feedback from her:

“I’ve attached the two ads that I spoke to you about when we met. If you have a moment, could you please take a look at both and give me your feedback?”

This was her response:

“I do not like either. The image looks very phony to me. But if I have to choose, I would choose the one with the special introductory offer.”

Obviously, I wasn’t clear regarding the kind of information I wanted from her; she gave me her opinion, not constructive feedback.

The purpose of constructive feedback is to provide timely, honest, useful comments and suggestions that contribute to a positive outcome, a better process or improved behaviours.

I realize now that when I’m asking for feedback, I have to ask specifically for the information I need for the purpose of improving. It’s my responsibility to guide them to provide me with the type of information that I seek to make the result better.

Ask Specific Questions, Get Specific Answers

I should have asked specific questions for feedback, such as:

• Is the ad eye-catching?
• Would it be seen in a sea of other ads and newspaper copy?
• What could be done to make it more noticeable?
  

• Is the wording effective?
• Do some sentences flow poorly?
• What could improve it?
  

• Is the ad an appropriate size to be seen easily in the newspaper?
• If not, what would be better?

Make Sure You Ask the Right Person

When considering what kind of feedback you want, let that lead you to the person who is best suited to respond. Avoid asking someone who lacks the expertise that precise area.

Understanding what it is that you want from the person giving the feedback helps them respond more effectively and provide you with the information you need to improve. Next time, I’ll ask the right questions to the right person.

Want to know more about improving your constructive feedback skills? Get your copy of the eBook Express Yourself to Success.

We often confuse feedback with criticism - probably because much of our experience with it has had more to do with what we’ve done wrong than what we’ve done right or how we could do better.

This is unfortunate. Feedback should not be viewed as a personal assault or a list of errors, mistakes, or mishaps.

While the content of the feedback can be negative, its delivery can always be constructive. If it’s not, the feedback will not be accepted or be received as an insult, which can ignite other issues and problems.

Constructive feedback is the most useful and beneficial to the receiver because it provides encouragement, support, corrective measures and direction.

Definition of Feedback

The definition of feedback in organizations and business is ongoing, open two-way communication between two or more parties. Typically, feedback is given in annual performance reviews, but the best feedback is timely, honest, and provides useful comments and suggestions that contribute to a positive outcome, a better process or improved behaviours.

When delivered in a positive, constructive way, you can say something negative without offending or putting the other person on the defensive. At the same time, you help solve the problem, change behaviour and work towards established goals.

What are the Characteristics of Good Constructive Feedback?

Good constructive feedback is

• given with the goal of improvement
• timely
• honest
• respectful
• clear
• issue-specific
• objective
• supportive
• motivating
• action-oriented
• solution-oriented.

On the Other Hand, What is Destructive Feedback?

Destructive feedback is

• unhelpful
• accusatory
• personal
• judgmental
• subjective.

It also

• undermines the self-esteem of the receiver
• leaves the issue unresolved
• the receiver is unsure how to proceed.

Why is it Important to Give Feedback?

To improve. The importance of feedback in an organization is crucial to its ongoing development and growth. In the competitive environment that businesses operate constructive feedback is essential for continuous improvement.

Employers need to give effective, constructive feedbackregularly, which is what most employees want. What employees look for in feedback from employers includes positive reinforcement and acknowledgment for a job well done as well as ideas or instructions on doing their jobs better.

Learning how to give good feedback is a learned social skill and one that can be achieved through thought and planning.

Want to know more about improving your constructive feedback skills? Get your copy of the eBook Express Yourself to Success.