How to Share Useful – and Respectful – Feedback

How to Share Useful – and Respectful – Feedback

Carter McNamara, MBA, PhD

Feedback to employees is information regarding their performance and also is information they can act on. Feedback must be shared in a manner that is understandable to them and is perceived by them as being provided in a highly respectful manner. Sharing feedback involves skills in effective listening, verbal and non-verbal communications, and working in multi-cultural environments. Consider the following guidelines, as well.

 

1. Be clear about what you want to say before you say it.

You might have already sensed what feedback you want to convey. However, you should be clear to yourself about what you want to convey and how you want to convey it.

 

2. Share your feedback in a concise and specific manner, then you can embellish.

People often lose specificity when they speak because they say far too much, rather than not enough. Or, they speak about general themes and patterns. When giving feedback, first share what you saw or heard, what you want instead, and how the person can achieve it. Then you can add more descriptive information if necessary.

 

3. Avoid generalizations.

Avoid use of the words “all,” “never” and “always.” Those words can seem extreme, lack credibility and place arbitrary limits on behavior. Be more precise about quantity or proportion, if you address terms of quantities, at all.

 

4. Be descriptive rather than evaluative.

Report what you are seeing, hearing or feeling. Attempt to avoid evaluative words, such as “good” or “bad.” It may be helpful to quickly share your particular feeling, if appropriate, but do not dwell on it or become emotional.

 

5. Own the feedback.

The information should be about your own perception of information, not about the other’s perceptions, assumptions and motives. Use ‘I’ statements as much as possible to indicate that your impressions are your own.

 

 

6. Be careful about giving advice.

When giving feedback, it is often best to do one thing at a time – share your feedback, get the person’s response to your feedback, and then, when he/she is more ready to consider additional information, share your advice with him/her.