Providing feedback to employees can be a positive experience when it is conducted in a consistent manner with a degree of professionalism and tact. It is an opportunity to discuss a specific observation, incident or occurrence that is impacting an employee’s performance.
A positive and productive feedback session is one that encourages improvement, is conducted in a respectful manner and maintains the employee’s dignity.
How to Provide Feedback - Set the Tone
Set the tone for a productive feedback session and allow an opportunity for an open and honest discussion of events. A feedback session can start with any one of the following statements to encourage discussion.
- “I asked to meet with you today because I want to share with you some observations I have made regarding your performance.”
- “I want to talk with you about a situation that occurred yesterday. I am hoping you can provide me with some clarifying information on exactly what took place.”
- “Do you know why I asked to meet with you today?”
Keeping the opening commentary broad sets the tone for the meeting and demonstrates to the employee that the manager has not made any assumptions and is interested in hearing what the employee has to say.
How to Provide Feedback - Focus on the Facts
When an employee demonstrates a lack of judgment, makes an inappropriate comment or behaves in an unprofessional manner it is critical to focus on facts and specific observables.
An employee presented with a list of specific observations and factual information will be more inclined accept feedback and work toward an action plan for resolution more so than an employee who is presented with general information.
How to Provide Feedback - Keep Emotions in Check
When delivering feedback, regardless of how angry or upset an employee gets, it is critical for a manager to remain calm and collected.
- Facts and specific observables are hard to argue or deny. Present information in a factual, respectful and non-emotional manner to set the tone for the meeting and will allow for a productive feedback session.
- It is important for a manager to remain objective and to prepare for a variety of emotional responses from an employee during a feedback session.
- If a manager becomes emotional, hostile or angry in response to a situation or employee then a feedback session will not be productive.
Managers are ultimately responsible for setting the tone of a feedback session. Keeping emotions in check and presenting facts in a professional manner will allow for a productive feedback session with an employee.
How to Provide Feedback - Ask Questions and Gain Agreement
Some of the most effective feedback sessions are ones that allow the employee to discuss the situation that took place as well as specific facts and observations. The feedback session can be lead with a series of questions facilitated by the manager.
A feedback session can include any of the following questions.
- “What happened?”
- “Why did you respond the way you did?”
- “What could you have done differently?”
- “How will you handle this type of situation in the future?”
- “What steps can you take today to ensure that this does not happen again?”
It is important to encourage a discussion to find out why an employee made a decision or comment that has negatively impacted the business or has resulted in poor performance.
How to Provide Feedback - Create an Action Plan
A change in behavior requires a plan of action. When conducting a feedback session make it a priority to create an action plan with input from the employee. It can be referred to as an “action plan for change.” Work with the employee to come up with a variety of ideas or suggestions on how the employee can change specific behaviors.
An action plan should be strategic and structured with specific milestones. Allowing an employee to play an active role in the creation of the action plan will encourage buy-in from the employee.
How to Provide Feedback - Schedule a Follow-up Meeting
A follow up meeting should be scheduled with the employee to monitor and evaluate the employee’s progress. It is an opportunity to touch base, discuss challenges, provide support and effectively manage the employee’s performance.
Employee feedback is an excellent opportunity to discuss an employee’s performance and make suggestions for continued improvement. Knowing how to effectively provide feedback can result in the growth and development of the employee leading to positive change and long term success.
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