Anyone in the workplace will have to deal with
feedback, whether giving or receiving it.
Feedback is one of the many key elements of professional
communication. “Feedback is not
abstract, theoretical or debatable – it is extremely personal and thus highly
relevant to the recipient.” While it’s
true that criticism is often much more common than praise, this doesn’t have to
be true in the workplace. Look at
feedback as constructive criticism. And
therefore, embrace it as positive encouragement. Feedback is a mechanism for conveying to
people how they are perceived by others and allows the recipient an opportunity
to evaluate their professional behavior and performance and enables them to
consider modifications to it where necessary.
By learning how to manage the dynamics of feedback, both parties (the
reviewer and the recipient) can benefit from it. So how to give positive feedback in business?
Giving feedback is by no means an easy task. As a reviewer, you must be prepared so that
the feedback session is a positive and illuminating experience for the
recipient. That said, feedback can often
spiral into a critical and defensive exchange if you’re not prepared to give it
constructively so make sure that you are.
Make sure to put time and thought into the process of preparing your
feedback by collecting concrete examples upon which to illustrate your points.
If you are giving feedback, find an appropriate
venue in which to do so. Make sure to
hold it in a private place where you can speak without distraction or
interruption and where the recipient feels like their privacy is being
respected. Don’t answer calls or emails
during a feedback session – give all your attention to the recipient.
Make sure the recipient is prepared. It is important that both parties understand
the purpose and boundaries of a feedback session before it is held. You might think about asking the recipient to
describe objective they have met or listing any development needs or additional
resources they might need to help them perform more effectively.
Create a supportive context for feedback. Try to ensure that the recipient is receptive
to your feedback before you give it. Allocate
sufficient time for your session and provide any relevant documents to back up
your feedback. “Frame your communication
carefully so that the [recipient] understands your perspective and what you
want to discuss.” Address defensiveness
directly if you feel it arise and ensure the recipient that the session is meant
to be constructive not critical.
Lead with positive feedback before charting into
negative territory. This will
demonstrate to the recipient that they are valued and appreciated for their
performance even if it needs improvement.
Be sensitive to the recipient’s reactions especially if they are
negative or defensive. Listen to the
recipient with your full attention.
Don’t just evaluate performance; describe it with concrete examples. “Remember to speak for yourself only, using
‘I’ statements rather than hiding behind the views of colleagues or groups.”
Lead by example when giving feedback. Demonstrate the behavior you want to see in
the recipient. Don't ask for something
that you are not prepared to do yourself.
Ask for feedback on your feedback. “Even if the session was difficult, it can be
an opportunity to build bridges and show your willingness to learn.”
Lastly, honor any agreements made during your
feedback session. If you have promised
additional resources or training to improve performance, follow through with
that promise.
Remember, feedback is in fact a gift. When providing feedback, the main motivation
is typically to affect a behavior change for the better. Feedback helps people understand how they are
perceived and how they can make positive changes to influence those perceptions. While giving feedback is indeed a difficult
task, if you do it constructively, a feedback recipient will be more receptive
as to whether or not they take your feedback to heart and instrument it in the
workplace so always remind yourself to give feedback positively, with care and
with the best interests of the recipient at heart.
Here are some articles you might want to check out
about giving positive feedback in business:
“Five Steps for Giving Productive Feedback”: http://www.entrepreneur.com/article/219437
“The Perils of Praise: How to Give Positive
Feedback”: http://www.corpedgroup.com/resources/ml/ThePerilsofPraise.asp
“The Art of Giving Positive Feedback: 7 Simples
Tips”: http://www.businessmanagementdaily.com/14118/the-art-of-giving-positive-feedback-7-simple-tips
“Feedback That Works”: http://blogs.hbr.org/hmu/2009/04/feedback-that-works.html
Until next time…
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