How to give feedback to your team

The significance of feedback cannot be overstated—it is a pivotal tool for influence within a professional setting. To harness its full potential, it’s imperative that feedback is not only given but also actively received and contemplated, regardless of whether one is offering or accepting it. The inherent challenge is that the giver of feedback cannot dictate how it will be received, while the recipient has the autonomy to choose the manner and timing of processing the feedback.

Types of feedback in the workplace

Understanding and applying different types of feedback effectively is crucial for team management and individual development. Here are three main types of feedback and their characteristics: 

Recognition feedback

Purpose: Motivates employees and reinforces positive behaviours that contribute to organizational success. 

Characteristics: 

• Positive and affirmative: Focuses on praising efforts and results. 
• Specific: Details exactly what was done well and why, rather than generic comments like “Good job.” 
• Motivational: Encourages repetition of good behaviour, boosting morale and commitment. 

Improvement feedback

Purpose: Aims to improve performance or correct behaviours not aligned with company expectations. 

Characteristics:

• Constructive and solution-oriented: Focuses on how to improve aspects of work or behaviour by offering solutions or alternatives. 
• Fact-based: Relies on concrete observations and specific examples to avoid appearing personal or unwarranted. 
• Balanced: Should be balanced with recognition of what is already being done well to avoid the recipient feeling criticized. 

Confrontational feedback

Purpose: Addresses problem behaviours or serious errors that need immediate correction. 

Characteristics: 

• Direct and clear: Ensures the recipient understands the seriousness of the situation.
• Respectful: Maintains respect for the person, focusing on behaviour rather than character.
• Action-oriented: Includes clear steps or expectations for resolving the problem.

How to structure feedback effectively 

Here are 10 principles to guide you in providing effective feedback: 

1. Regularity and frequency: Make feedback a consistent practice, applicable to everyone and in all situations. 
2. Sincerity: Always be honest; authentic feedback builds your reputation. 
3. Contextualization with examples: Use specific examples to make feedback tangible and actionable. 
4. Behavioural impact: Explain the consequences or benefits of the behaviour to highlight its importance. 
5. Timelines: Provide feedback as soon as possible after the related event. 
6. Personalization: Ensure the feedback reflects your observations, avoiding generalizations like “the company thinks.” 
7. Conciseness: Keep messages short and impactful. 

For improvement feedback, consider these additional principles: 

1. Focus on the future: Encourage desirable future behaviours rather than just criticizing past actions.
2. Non-judgmental: Focus on the observed behaviour, not the individual’s personality.
3. Privacy: Deliver improvement feedback privately to protect the relationship and the recipient’s self-esteem.

Follow these recommendations to become an effective manager!

Tips for applying feedback effectively

Here are our experts’ top tips to help you master the art of feedback: 

• Choose the right time: The timing of feedback can significantly influence its effectiveness. Select a moment when the recipient is most receptive and can focus on the discussion. 
• Be empathetic: Put yourself in the recipient’s shoes to understand how your comments may be perceived. Adjust your tone and content accordingly. 
• Promote dialogue: Encourage a two-way conversation where the recipient can express their views or concerns. 
• Follow up: Feedback doesn’t end with the initial conversation. Follow up to discuss progress and adjust approaches as needed. 

Receiving feedback professionally involves actively listening, reflecting on what was said, and using the information to continually improve. Remember, feedback is a two-way street that requires openness to both give and receive.

Hays professionals are ready to help you and your company today and tomorrow. Contact our experts today.