The document provides guidelines for delivering effective feedback in the workplace. It emphasizes the importance of preparation, the right approach, and follow-up to ensure feedback is constructive and leads to positive change.
Six Characteristics of Effective Feedback:
- In Private: Ensure privacy, especially for constructive criticism.
- Balanced: Combine constructive criticism with positive feedback.
- Relevant: Focus on job-related feedback within the employee's control.
- Specific: Avoid general statements; provide clear examples.
- Documented: Base feedback on facts and observations, not hearsay.
- Personal (in the Right Way): Address specific behaviors, not personal traits.
Good Questioning Techniques:
- Open-Ended Questions: Encourage detailed responses (e.g., “Can you describe that more clearly?”).
- Closed Questions: Use for specific answers (e.g., “Does this make you angry?”).
- Direct or Specific Questions: Address particular issues (e.g., “Is the accusation against you accurate?”).
- Hypothetical Questions: Explore scenarios (e.g., “If you learned a process that could save an hour, what would you do with the time?”).
- Third-Person Questions: Indirectly address concerns (e.g., “Do the employees in our department think the raise is fair?”).
Active Listening Tips and Techniques:
- Make a conscious decision to listen.
- Avoid interrupting the speaker.
- Maintain eye contact and focus.
- Take notes to track discussions.
- Ask questions to show engagement.
- Demonstrate good listening skills as an example.
Probing Techniques:
- Ask an Open Question: Start the conversation.
- Pause: Allow the other person to respond.
- Reflective or Mirroring Questions: Echo back what the person says.
- Paraphrase: Rephrase in your own words.
- Summary Questions: Summarize the discussion to confirm understanding.
Managing Your Body Language:
- Facial Expression: Keep it pleasant or neutral.
- Smiling: Use genuine smiles to put others at ease.
- Eye Contact: Maintain steady and confident eye contact.
Tips on Accepting Criticism:
- Listen attentively and seek to understand.
- Ask for details and gather information.
- Find something to agree with.
- Acknowledge the person’s right to criticize.
- Use criticism as an opportunity for self-improvement.
Steps for Giving Feedback:
- Set the Time and Place: Ensure privacy and schedule appropriately.
- Prepare Documentation: Have data to support your feedback.
- Start the Meeting: Keep the tone professional and polite.
- Outline the Change or Offer Praise: Be genuine and specific in your feedback.
- Follow Up: Check in to ensure progress and maintain engagement.
Conclusion: Effective feedback is crucial for employee development and organizational success. By following these guidelines, leaders can provide constructive feedback that motivates and helps employees improve, fostering a positive and productive work environment.
