6 Tips for Providing Feedback

One of the most challenging forms of communication for managers is the feedback conversation. When done thoughtfully, it can lead to employee development, improved engagement, and increased productivity. However, if handled poorly, it can result in reduced engagement and productivity, ultimately affecting profits.

To highlight the impact of poor communication, Grammarly partnered with the Harris Poll in 2022 to survey 251 business leaders and 1,001 knowledge workers in the US. The findings revealed that poor communication costs companies approximately $625,000 for those with 50 employees or less, $6.25 million for companies with 500 employees, and $125 million for those with over 10,000 employees.

To enhance organizational communications, managers must learn to provide feedback that is positive and constructive, rather than deflating or demotivating. Here are six tips from 12 expert coaches on providing effective feedback.

1. Plan Your Conversation

Creating an outline with key points can ease anxiety during feedback conversations. Start by sharing your vision for the employee’s role, their value to the team, and their impact on the organization. Check for understanding, and provide clear, specific feedback focused on behaviors rather than personal attributes. Instead of saying, “Your research was too vague,” say, “You overlooked including external stakeholder insights, which made the findings less clear.” Help the employee understand the impact of their actions on organizational goals.

2. Park Assumptions, Become Curious

Avoid making assumptions about what led to mistakes. Assumptions can lead to misunderstandings and unproductive outcomes. Instead, approach the conversation with curiosity. Ask questions to uncover the employee’s assumptions, knowledge gaps, or circumstances that contributed to the mistake. Prepare your questions in advance, listen actively, and mirror back your understanding. Collaborate with the employee to address any gaps in knowledge or skills, creating a win-win situation that strengthens the relationship and boosts engagement.

3. Choose the Right Medium

Select the appropriate communication method based on the situation. Face-to-face conversations are ideal for complex or sensitive topics. If in-person meetings aren’t feasible, opt for a phone call. Virtual calls may allow for better connection than email, which can hinder solution-focused discussions. Providing feedback via email risks repeating mistakes due to a lack of engagement and clarification.

4. Integrate Feedback

Make feedback a regular part of your business culture, encompassing both positive and constructive insights. This creates an environment where employees feel comfortable seeking feedback and fosters continuous improvement.

5. Be Intentional

Provide feedback promptly, ideally within 24 hours of the relevant event. Take time to organize your thoughts and reflect on your leadership presence. Consider how you want to approach the conversation. Check in with yourself to gauge your emotional state, aiming to adopt a problem-solving mindset focused on positive outcomes.

6. Focus on Principles, Not Personalities

When giving feedback, concentrate on business principles rather than personal traits. Building trust takes time, but it can be damaged in moments. Bringing negative emotions into the conversation can derail the process. Check those feelings at the door; maintaining calm can be a leader’s superpower.

Employees appreciate well-delivered feedback, and leaders can use these conversations to cultivate a growth mindset culture within their teams.

Written by: Salina Williams, Senior Consultant