Feedback and Feedforwards help you succeed (Part 4)

Quick tips to give effective feedback

Many of us assume that giving feedback does not involve any planning and it just means to express whatever we feel. Well, if you want your feedback to be effective and useful, you will have to follow certain protocols. I have here listed the most important ones.

i. Timing is very important — should be as close as possible to the action that triggered the feedback

This will have

a. Relevance

b. The performer will understand the issue as it would be fresh in the mind

c. Learning costs would be lesser than it would take to analyse the feedback later

ii. Make the problem statement clear. Do not beat around the bush.

It is important to state exactly why the feedback is given and which action or reaction triggered it. This is essential for the performer to learn the right lesson.

iii. Prepare your comments and use ‘I’ statements rather than ‘you’

Ensure that your feedback is worded appropriately and use ‘I’ or ‘we’ instead of the more accusing ‘you’.

Example: I guess we could have checked this with the client before the dispatch.

iv. Strike a professional tone. Emphasize facts not feelings. Give feedback in an objective and professional manner. There is no room for anger or rudeness.

v. Balance negative feedback with praise. Encourage the performer for whatever has been done well by him or her.

Example: I appreciate the way you have shaped the user interface and the client is very happy about it. I understand that a more thorough testing would have solved many of the issues mentioned by the client. I think, going forward, we should be focussing on that.

vi. Feedback should be constructive as in what improvement is needed and how that will help. Focus on the fix. The fix could be training for the individual or a change in the attitude of the individual or a change in the system or process. So the discussion of the feedback should point towards the future and an improvement.

vii. Criticize in private and praise in public

If the feedback is for an individual, and if you want to give some criticism, do it in private.

vii. Follow up

Last but not the least, the feedback loop will be complete only if you follow up to check if the fix is working appropriately.

Happy feedback sessions!