Giving Effective Feedback at Any Time of the Year

1. Preparation
   1. How is the feedback likely to affect the employee?
   2. What exact words will you use?
   3. How would you feel if someone used those words with you?
   4. How can you communicate to help maintain the employee’s self-esteem?
   5. How can you prioritize the feedback or limit it to a few salient points?
   6. Consider the timing of your comments. Are some things better left unsaid?
2. Check your invitation
   1. Feedback is most effective when the employee has asked for it
   2. Encourage employees to ask for feedback themselves.
   3. Ask for feedback yourself on a regular basis
3. Watch carefully
   1. How is your employee receiving the feedback? Watch for changes in expression and position.
   2. Are there changes in eye contact or sideways glances?
4. Small doses
   1. Small doses are best soon after an event requiring feedback.
   2. Give positive feedback first to encourage the employee to change.
   3. Limit negative feedback to two or three prioritized items.
   4. End on a positive note – it lifts self-esteem.
5. Be specific
   1. Describe what you have observed, not what you think might have happened.
   2. Focus on behavior, not personality.
   3. Help the employee envision change, e.g., “Here’s what it could be like if you make the envisioned changes…”
6. Improve your evidence
   1. Remember your data reflects your prejudices and agendas
   2. Strive to build up a more complete picture of events
   3. Whenever possible, get third party evidence, e.g., from internal and/or external customers
   4. If the employee rejects your feedback, consider that the employee may be right.
   5. Do not become defensive – collect more information to support your case.
7. Offer support
   1. Offer your support in making any changes you have discussed
   2. Focus on the employee’s strengths
   3. Leave the employee feeling that (s)he can rely on you.