Giving regular feedback, both positive and negative, is an essential communication tool for leaders that can deliver a plethora of positive results in the workplace. These range from better performance, team development, an increase in employee engagement and morale, and lower employee turnover.

Positive feedback is much easier to give for many, and is always great for your team members to receive. It reinforces positive behaviours, boosts confidence and shows that you value your team’s contribution.  

Improvement and negative feedback, however, is tougher to communicate and deliver effectively but it’s where you’ll see the most learning and development from your team once you do. It also relies on team members understanding how to receive feedback, too.

Like all leadership skills, the art of giving and receiving negative and improvement feedback will improve with practice. Here are some tips, based on the recommendations of Mike Jenner, Director and Head Coach of in•flu•ence Leadership Development Consulting, to give and receive it effectively and constructively.

Giving Feedback

When you are giving feedback remember to communicate clearly to give it the best chance of being heard and actioned:

• Avoid giving feedback all at once so it doesn’t become overwhelming and counterproductive, particularly if it’s predominantly negative. And don’t hold onto it until performance reviews! Regular feedback, both good and bad sets a precedent for communication and helps with your team’s consistent development.

• Deliver feedback about particular events or actions in a timely manner so the team member can learn and reflect while the action addressed is fresh in their mind.

• Be as clear and concise as possible, including specific examples of behaviour and the direct consequences.

• If you need behaviour to change, share what you’d like to see from the person in the future.

• Make sure your feedback is non-judgemental and focuses on the action and impact, rather than personal characteristics.

Tip: Using this simple framework can help you structure your feedback conversation:

1. What happened

2. What effect it had

3. What’s expected for future behaviour

4. The benefit of the new behaviour

Receiving Feedback

Receiving feedback effectively relies on active listening so you can fully understand what is being shared and why. It also involves asking the right questions to provide clarity so you can develop.

1. Allow the person giving feedback to share it in its entirety, then repeat your understanding back to ensure you have heard and interpreted it correctly.

2. Thank the person who has shared the feedback whether you agree with it or not. This simple gesture will position you as someone who is receptive and respectful.

3. If further clarity is needed, ask specific questions to ensure you have all the details of what happened, what needs to change and how you will get there.

Tip: When negative or improvement feedback has been shared, it can be hard to not take it personally. Try to remove your ego and focus on the situation and action instead. It will make feedback practical, not personal.