Guide to Greatness

I have built teams, taken over teams, and restructured teams and if there’s one thing that I have learned is the value of feedback. It is often overlooked but feedback can significantly impact your team’s performance and morale. Providing constructive feedback is an art that, when mastered, can transform your team into a powerhouse of productivity and positivity. But don’t worry, even if you’re not Michelangelo just yet, we’ve got you covered. Let’s dive into how to deliver feedback that is not only constructive but also empowering.

The Science Behind Effective Feedback

Research by Kluger and DeNisi (1996) in their meta-analysis “The effects of feedback interventions on performance” highlights that feedback is most effective when it focuses on the task rather than the person. Additionally, Stone and Heen (2014), in their book “Thanks for the Feedback,” emphasize that feedback should be specific, actionable, and delivered with empathy to be truly effective.

Now, let’s translate this research into practical steps that you can start using today.

Five Steps to Give Feedback with Finesse

Be Specific and Focus on Behavior

• Action Step: When giving feedback, be specific and clear about what behavior you are addressing. Instead of saying, “You need to improve your reports,” try “In your last report, the data analysis section was a bit brief. Adding more detailed analysis about X, Y, Z would make it more comprehensive.”
• Example: Instead of general feedback like “You need to communicate better,” say “In the last meeting, I noticed you interrupted a few times. Letting others finish before you speak could improve our discussions.” I used to have a principal who would tell teachers they talked too much. What even did that mean? It would have been better for her to say you are often repetitive, or it would be helpful for you to elicit more questions from your students or something specific that would have made her desired outcome clear.

Balance the Feedback

• Action Step: Find what the person did well and share that. A good bonus is to help them to identify the action steps that they took to get the desired results. Select the most important things they need to work on and share that. Don’t give a laundry list of what they did wrong. That isn’t helpful. After you share the desired improvement stick around to help them identify how they can get there.
• Example: “I really appreciate your dedication to meeting deadlines (positive). You have also done a good job of prioritizing multiple projects. One thing that could be improved is ensuring the data accuracy in your reports (constructive). What practices can we take from your ability to manage multiple projects and meet deadlines to help you increase your data accuracy?”

Give Timely Feedback with a Focus on the Future

• Action Step: Frame your feedback in a way that looks forward to future improvements rather than dwelling on past mistakes. This approach encourages growth and development and indicates your investment in the team member’s growth and development. And please give timely feedback, no one is helped by waiting weeks or months for feedback. Give the feedback as close to the action you want to correct as possible.
• Example: Instead of “Your presentation last week was confusing,” say “For future presentations, organizing your points with clear headings could help make your message clearer. For example, instead of a list of ideas, group those ideas into categories, share the rationale for or benefit of each category, and give a concrete and relevant examples. Does any of that sound helpful?”

Encourage a Two-Way Conversation

• Action Step: Feedback should be a dialogue, not a monologue. Encourage your team members to share their thoughts and suggestions on how they can improve.
• Example: After giving feedback, ask, “What do you think would help you improve in this area?” This invites them to participate in their own development process.

Show Empathy and Support

• Action Step: Always deliver feedback with empathy. Acknowledge the person’s efforts and offer your support to help them improve. It’s hard to feel like you are disappointing someone who could help to advance or derail your career. Take that responsibility seriously and deliver your feedback with care and consideration.
• Example: “I know you’ve been working really hard on this project. I think with a bit more focus on the details, you’ll do even better. How can I support you in this?”

Putting It All Together

Imagine you have a team member, Janiah, who has been struggling with meeting her project deadlines. Here’s how you could apply these steps in a feedback session:

1. Be Specific and Focus on Behavior: “Janiah, I noticed that the last two project reports were submitted past the deadline, which affected our overall timeline.”
2. Balance The Feedback: “You have a great eye for detail in your reports (positive). I know you’re capable of delivering high-quality work, and I can see that you do a good job of investing your colleagues in meeting project timelines (positive). To improve our impact it would be beneficial for you to submit your reports on time so that the rest of the team can remain abreast of how they need to manage their time and where they need to focus their attention (constructive). ”
3. Focus on the Future: “Let’s work on creating a schedule that ensures you have enough time to complete the reports without rushing.”
4. Encourage a Two-Way Conversation: “What do you think would help you manage your time better? Are there any obstacles you’re facing that we can address together?”
5. Show Empathy and Support: “I understand managing multiple tasks can be challenging. I’m here to support you, and we can tackle this together. How about we set up a weekly check-in to review your progress?”

By following these steps, you can transform feedback sessions into opportunities for growth and improvement. Remember, feedback isn’t just about pointing out what’s wrong; it’s about guiding your team toward greatness.

So go ahead, embrace the art of feedback, and watch your team flourish. And remember, a little empathy and encouragement can go a long way in making feedback a positive and constructive experience for everyone.

If you found this post helpful, please like, share, comment and subscribe. Writing into the ether is lonely, we love interaction. Please also follow us on LinkedIn. We are small and new but we believe in supporting emerging leaders as they advance their careers. If you or someone you know is looking to increase your leadership impact consider our coaching options.

Happy managing. We hope to see you back next week.