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Feedback. We all know the value and importance of providing feedback including the way it’s delivered, but it’s never that simple. What goes through your mind when you hear “Can I provide you some feedback?” Does it fill with fear and anxiety? Waiting to be torn apart? It’s quite interesting because many people perceive the person providing the feedback is somehow superior to the person receiving it, thus the receiver tends to be more on the defensive which isn’t necessarily the case at all. Here are some tips to help give more effective feedback.

Tip #1: Atmosphere, environment, and safety

Let’s assume that you want to provide feedback to a colleague where you may not necessarily be able to jump into a conversation without it being taken out of context. It’s important to provide a comforting and safe environment while delivering the feedback in a civil matter. Chose your words carefully and provide examples where possible. The objective here is to help someone improve. Your feedback will not be productive if it is delivered in a mean-spirited manner.

Tip #2: Attitude and Delivery

As mentioned in point one when referring to safety, your approach is equally important to the actual feedback itself. It most circumstances, feedback is provided to address things that need to improve but that doesn’t mean the feedback needs to be negative or delivered in such a way. Bringing in positive feedback along with suggestions to improve is a great way to allow the recipient to be opened minded to taking new directions.

Tip #3: Be specific and provide Examples

Providing feedback without examples is a difficult message to get across. The more general the feedback is, the less the receiver will take away from the conversation. Be specific with the receiver by going through the problem, their actions and the impact of their actions followed potential solutions.

Tip #4: Ask the right questions

Dropping the ball at work can be the result of many factors. It could be as simple as a mistake by an individual or as a complex as a negative working environment causing a lack of motivation, determination, and judgment. It’s always a great idea to get the person’s perspective on the situation. Ask the right questions, be upfront with your concerns, and try to identify the root cause of the problem. The words coming out of your mouth is as good as the environment you put the receiver in to comprehend the feedback. The worse the environment, the likely the feedback will be received in a more negative manner.

Tip #5: One on One

Whenever you need to provide feedback to someone, it’s important to understand who they are and what they prefer. Some prefer one on one meetings as opposed to discussions in the open, even if it’s praising someone. Remember, not everyone wants to be the center of attention when it comes to feedback, so imagine constructive feedback. Others may be more comfortable receiving feedback by email or another format. Keep morale high by accommodating the receiver’s comfortability so the feedback you provide will be received and absorbed.

Tip #6: End with positivity

The main goal when providing feedback is to help someone improve. Finishing the conversation on a negative note such as visiting past mistakes will only leave the receiver with a negative impression on the meeting. Prepare before going into the meeting and leave on a positive note. Remind them of their importance and contribution to the team and business. Mention some of their amazing work. Make sure you make them feel valued. The last thing you want is to potentially lose a valued staff member… and trust me, one wrong move can be the difference.

Tip #7: Feedback is a two-way street

Feedback is just that. A two-way street. When providing feedback, it’s important to allow the receiver to speak up. Give them the opportunity to explain their actions and thought processes and use this to discuss potential solutions. But remember, they may have feedback about you (the person providing it) and just as we’ve said, take the emotion out of the discussion, listen to the specifics and learn from it. Feedback should never be taken personally.

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Feedback is a crucial part of helping people improve and grow. Delivering feedback in the wrong manner can be the difference between keeping someone and losing someone, hence why preparation is key. If you don’t have a great relationship with the staff member, try to focus on building one but this takes time in which case, ensure you’re providing a safe environment and delivering the feedback in a civil manner. If it’s your first time, ask for help. No one is perfect, we learn from our mistakes.