Can you Master Feedback?
Yes, and it’s called: the ”The 6 Steps to Effective Feedback” method. Every person on a team, especially the ones in leading positions like managers, leaders, or executives can nurture a more proactive, motivated, and productive workforce. Effective feedback is an integral aspect of any thriving workplace.
Implementing feedback that works, serves as a pivotal tool for enhancing team performance, builds trust within the team, and fosters a culture of constant improvement, that eventually drives organizational success.
Overview
Feedback is a powerful tool in a manager’s arsenal, but its effectiveness depends largely on how it is delivered. When done right, feedback can inspire growth, correct misunderstandings, and motivate employees to reach their full potential. However, poorly delivered feedback can lead to confusion, resentment, and disengagement.
But what exactly are these steps, and how can you implement them to maximize their impact? In this article we will explore the art of delivering feedback effectively step-by-step in depth, exploring each step in detail. All these steps as well as the method are supported by psychological principles, examples, and practical tips for implementation.
In the forthcoming sections, we’ll also discuss the benefits, challenges, and available resources to help you master this essential managerial skill.
By the end of this guide, all executives and ones in leading positions will have a comprehensive framework for providing effective feedback that is constructive, respectful, and aligned with the organization’s goals.
Why Is Feedback Important For Managers?
Feedback is often seen as a challenging aspect of leadership. It is not just a managerial skill; it is rather a fundamental aspect of effective leadership.
Many managers struggle with balancing positive behaviors and criticism, in other words effectively addressing areas of improvement. Timing their feedback appropriately, and ensuring that their message is understood and acted upon is a hard thing to balance.
With the 6 steps to effective feedback, managers and leaders will easily navigate this field of uncertainty and unbalance. You will be provided with a structured approach to overcoming these challenges.
By following these steps, you will ensure that your feedback is constructive, straight to the point, and received in a manner that encourages improvement while maintaining employee morale.
Understanding Psychological Principles
Feedback is deeply rooted in psychological principles and offers numerous advantages to both managers and employees. Let’s see what principles is it based on, so it has such an impact on employee performance and morale.
Benefits of Effective Feedback
Many studies, as well as psychological principles like the above, underscore the critical role of feedback in behavior modification, performance, and motivational enhancement. But feedback has more to offer than that.
Constructive feedback also plays a big role in impacting employee morale and it develops a stronger manager-employee relationship. What’s more, it also fosters psychological safety within teams. But let me give you the whole picture of what good executed feedback offers:
- Increased Performance: When feedback is concrete and action-oriented, it helps employees the most because they know exactly where and how to improve their performance. In the end, they get better overall results.
- Stronger Relationships: In environments where feedback is equally given and received openly and in an empathetic way, these environments tend to be more innovative, cohesive, and collaborative making it easier for managers to lead their teams based on trust.
Team members feel secure sharing their ideas and taking risks, knowing that they can rely on the supportive and guiding feedback of their superiors. Additionally, these environments foster trust and strengthen the bonding between managers and team members.
A study driven primarily by Linderbaum und Levy (2010), which was published in the “Journal of Applied Psychology” revealed that employees who received continuous, constructive feedback demonstrated a 27% increase in job performance.
- Increased Motivation: Motivation is the heart of feedback. Feedback intended to improve recipient work performance is a great force of motivation not only for the recipient but for the whole team consequently. Giving an employee constructive feedback lets them know that their efforts are valued and acknowledged.
They experience a sense of appreciation as a result, which increases their motivation to keep up or even raise their performance.
- Continuous Improvement: When feedback is a regular part of an organization’s culture, and either it is given directly or indirectly or in the form of future feedback, it will create a culture of continuous improvement. Employees become more open to developing themselves personally and their skills, to further contribute to the organization’s success.
This engagement results in higher job satisfaction and lower turnover rates, fostering organizational stability.
How to Implement the 6 Steps of Effective Feedback?
Delivering constructive feedback is a sensitive task that requires considerable thought and well-planned execution. Here are the six steps that will help every manager provide feedback that is not only constructive but also actionable and is executable.
1. Preparation:
Feedback cannot be delivered efficiently if it is not correctly prepared in advance. It actually begins long before the conversation with the recipient takes place. Key points of the preparation phase include the following:
- Identify concrete behaviors or outcomes you want them to improve and write them down.
- Gather relevant data or examples as well as your observations that justify your reasoning for holding a feedback meeting. Avoid gathering vague and general examples. That won’t be of help.
- Reread the key points you want to address and consider the best way to express them so that the recipient receiving your message won’t misinterpret either your message or your intentions. Adjust it to the recipient’s cultural background and communication style.
- Now is the time to run different scenarios, once you have executed the above three steps, on how the recipient might react on your feedback and prepare your response accordingly.
The more time you take in the step of preparation, the better the chances of your feedback being efficient and successful. Take your time and do not skip this step. Get well prepared.
A common pitfall for many managers is that they do not take time to get ready. They get into immediate execution expecting concrete results, but they are unfortunately faced with either mediocre or exact opposite outcomes. The whole process leaves the recipient with confusion and unhelpful or vague feedback.
2. Set The Frame:
Another step that you need to consider before diving into the delivery is to set an appropriate context. This is done by explaining to the recipient why the feedback meeting is taking place and framing it with a positive note. It is important to avoid that feedback session looks like and feels like a punitive measure or a surprise attack, as this will only bring you the opposite results, making the recipient resistant.
One example of how to set a frame of feedback is to acknowledge the employee’s efforts and contributions to the organization. This will help with reducing their defensiveness and set a collaborative environment before transitioning into areas of improvement that are about to be addressed.
3. Delivery Time: Focus on The Behaviour Not The Person
Now is the moment to provide constructive feedback once you have identified specific behaviors that need to be addressed and have established an appropriate context for doing so. To accomplish that, go over each of the key points of the preparation phase one by one. It is up to you what method of feedback you will use though.
As there are many methods of delivering effective and constructive feedback such as sandwich or 360-degree method, direct or indirect, future, etc, it heavily depends on the recipient’s background and preferred communication style, which will make you decide which feedback method you will implement.
But what you need to consider in this phase are two crucial factors:
Independently of what method you go for, ensure that your feedback is clear, and has actionable steps that the employee can take to improve. This might involve suggesting new approaches and recommendations, offering resources, or setting specific goals.
A common mistake of this phase is to be vague in your delivery, like many managers tend to do, unfortunately. Your results will be better if you are more specific and help the recipient understand what they need to do to get better.
One example of how to target unfortunate behavior could be as it follows:
”In couple of past meetings I have noticed that after colleagues of yours are done presenting, you come up with questions they have already addressed. This shows me that your thoughts are somewhere else or that you have not understood some points.”
This specific example gives clear guidance on what the employee needs to change and that you are focusing on observable behaviors rather than personal attributes.
4. Zoom Out:
In this phase, it is time to zoom out and show the employee what impact their behavior has on the rest of the team or the project. This makes the employee see the bigger picture and makes them understand the significance of their behavior and why a change is necessary.
One example for this phase is to say the following:
”By asking follow up questions that are already addressed in presentation makes the colleague confused and disrupts the flow of valuable questions from being asked.”
Understanding the broader impact of their actions can motivate employees to make improvements.
5. Do Not Impose Your Authority: Discuss
Even though your feedback needs to include relevant data and examples from the first step, it also needs to be based on principles of conversation. It needs to be a two-way conversation. This implies that regardless of your respective ranks within the company, you are both on the same level and have equally strong voices when speaking.
To achieve that, engage the employee in a dialogue by asking for their opinion and perspective. Also, ask for their suggestions and recommendations for improvement. This shows that you value their input and helps in finding mutually agreeable solutions.
Two examples here are:
”Could you tell me your opinion on my observation and what needs to be done differently to address this matter?”
or
”Could you tell me your opinion on my observation and how can I assist you to address this matter?”
A common mistake here is to turn the feedback into a monologue where you hold the lecture and the employee feels punished rather than heard. Do not forget that after you are done with your statements, you need to give time and space to the employee to also express themselves.
They also need to contribute to the dialogue with their points of view, thoughts, and emotions. Include in conversation the emotional and cultural perspective of an employee and do not treat it like an elephant in the room.
6. Next Steps & Follow-Up:
Now that you have done the heavy lifting for delivering constructive feedback, it is time for an agreement. You both need to end the feedback session by agreeing on specific actionable steps the employee or both of you will need to take.
These specific and actionable steps could be:
One example of the sixth step is:
”To avoid colleagues being left confused and disrupt the flow of valuable questions being asked, let’s agree that we will meet up after the presentation, so we clarify the points that leaves you perplexed.”
Finishing on this note demonstrates that you’re committed to the employee’s development and allows you to provide them with further guidance if needed. Whether or not the feedback will ultimately be successful depends greatly on the implementation of these last steps.
Avoid leaving the session open-ended, which is a big mistake often seen, as this can lead to a lack of accountability and follow-through.
Real-Life Examples
Here are two real-life examples of how to implement feedback efficiently and how it can significantly improve your effectiveness as a manager.
Example 1:
Problem:
An employee consistently submits reports with errors.
Preparation:
Gather reports that include errors. Underline them in the document.
Set The Frame:
”I really appreciate your work and the effort you put into these reports, but …”
Time For Delivery:
”… I’ve noticed some recurring errors.”
Zoom Out:
”These errors slow down the production process.”
Discuss:
”What are your thoughts on these errors?”
Next Steps:
”To avoid these errors in the future, could you double-check them before submission? Let’s also set up a quick review process before finalizing future reports.”
Example 2:
Problem:
A team member does well in collaboration but struggles with time management.
Preparation:
Gather team members’ feedback and when possible proof of a missed deadline.
Set The Frame:
“Your teamwork skills are outstanding, but …”
Time For Delivery:
”… I have noticed that you have already missed some deadlines.”
Zoom Out:
”We will be penalized for missing deadlines and failing to deliver the products to the customer on time.”
Discuss:
”What do you think about this? or
”Do you realize this consequence?”
Next Steps:
”Let’s discuss how I can help you prioritize tasks you have, to ensure timely delivery.”
These examples show how specific, timely, and constructive feedback can lead to positive outcomes. By preparing adequately, setting the right frame, and engaging in meaningful dialogue, managers can offer feedback that is both effective and empowering.
Resources
For managers who want to improve their ability to provide feedback, they should look into the following resources. These books and courses provide helpful insight and useful strategies that can aid in improving one’s capacity for providing feedback. They offer steps that focus on a unique facet of the feedback process, from preparation and delivery to follow-up and reflection.
Books:
These books will be beneficial to you if you’re more of a reader type. Many people have highly suggested these materials, which is why we have them on our list.
Those managers, executives, etc. who put in the time to read these books beforehand will be more assured and clear-headed when they approach feedback meetings in the future. Also, all these books are easily accessible through Amazon.
A must-read for managers. This book provides balanced guidance on praising and giving constructive criticism, while truly caring personally for the employee.
It is a feedforward approach that provides radical, and clear, actionable insights into unleashing effective feedback performance.
This book revolutionizes business communication. It provides strategies for handling especially difficult conversations, including giving tough feedback.
It teaches you how to resume the conversation when others lose their tempers and how to be persuasive instead of confrontational.
A guide to both giving and receiving feedback, with insights into the psychological dynamics at play.
It teaches how to not dread feedback and improve relationships and outgrow controversies.
Courses:
However, if you’re more interested in taking classes that you attend online and eventually receive a certificate or degree for, this is the place to be. These courses are on educative platforms, that you can easily access through your browser.
Global online learning platforms like Coursera, LinkedIn Learning, Harvard Business School, and edX are a fraction of what is out there. From living a happy and prosperous life to honing soft and strategic leadership skills, there are courses for pretty much everything. But as before we have included only the best in our list.
Coursera likewise LinkedIn partners with many universities and companies worldwide and offers flexible, affordable, and simple-to-use online learning courses. Many of these courses offer a certificate or degree upon completion. Some of them are longer while others can be completed in less than an hour and you can learn at your pace.
Whatever your goal is, these courses will help you get fit in a short time. But let’s get back to the constructive feedback courses.
Coursera:
1. Giving Helpful Feedback: A practical course that covers the fundamentals of feedback in professional settings. This course is beginner-level and takes 5 hours to complete. It describes the concept of feedback and identifies positive feedback strategies.
Skills that you will obtain upon completing the ”Giving Helpful Feedback” course are:
Here are the modules that are included in the course:
You learn:
1. the simple principles expert managers use to improve and motivate employee performance
2. process you can use to improve your feedback skills and deliver it with confidence
Instructor: Tracy Jennings
2. Giving Feedback: This course is part of Feedback and Coaching For Everyone Specialization. This means that when you enroll in this course you will have access to an additional course, where you will learn to share growth-mindset feedback, avoid bias, and use your relationships with others to prepare them for coaching.
Primarily the ”Giving Feedback” course is conducted for beginners but experience is recommended in the field before taking it. It takes 7 hours to complete approximately and delivers a certificate upon completion.
Skills that you will obtain upon completing ”Giving Feedback” are:
Here are the modules that are included in the course:
You learn:
1. new concepts from industry experts
2. Gain a foundational understanding of a subject or tool
3. Develop job-relevant skills with hands-on projects
Instructor: Arizona State University
If you do not find a satisfactory course on Coursera you can continue with LinkedIn. Either way, you go, you won’t make a mistake. LinkedIn also has many courses on improving feedback skills for managers.
LinkedIn:
1. Leadership through Feedback: A comprehensive course that equips managers and leaders with the skills needed to deliver results. This course is Intermediate level and takes just over an hour to complete. Upon completion, you will receive your certificate. This course gets 4.7 out of 5 stars, which is impressive.
With Linda Croyle as instructor and expert in leadership, you will be guided through 7 modules, where you will learn about communication patterns and how to improve your relationships among many more.
Skills that you will obtain upon completing the ”Leadership through Feedback” course are:
Here are the modules that are included in the course:
You Learn:
1. To give and receive a constructive Feedback
2. Build strong Feedback foundation
3. Avoid biases
Instructor and Leader Expert: Linda Croyle
2. How to Give Feedback People Can Actually Use: This is a course where the CEO of the American Negotiation Institute Kwame Christian discusses with Therese Huston who is a Cognitive Scientist how to optimize Feedback. They also discuss common mistakes lots of managers make and how not to do them. This course is also for those who are at the receiving end of feedback.
This course is more of a conversation which is just under half an hour long. It is beginner-level and upon completion, you will receive your certificate. This course gets 4.6 out of 5 stars, which is not bad at all.
Skills that you will obtain in the ”How to Give Feedback People Can Actually Use” course are:
Here are the modules that are included in the course:
You Learn:
1. To solicit helpful feedback from your manager
2. Learn about the power of good intentions and roleplay
3. Why not to wait too long to provide your feedback
Instructor: Kwame Christian a CEO of American Negotiation Institute
These resources not only deepen your understanding of feedback but also offer practical tools and techniques you can apply immediately.
Drawbacks and Challenges
When improvement needs to take place and changes to be made there is no other way but to provide feedback despite its challenges.
While the 6 steps to effective feedback model provides a precise framework, these steps do not come without hurdles. The most common seen difficulties that make many managers avoid providing feedback are the following:
Drawbacks and challenges will always be in the way of effective feedback. Either way managers and executives need to build a culture of open communication within their teams, where they encourage regular and informal feedback exchanges and invest in their interpersonal skills. Although it takes time and effort this long-term investment can never go south.
Techniques such as:
Criticism
In addition, to the mentioned challenges, there are also some critics expressed in correlation to the 6 steps to effective feedback model.
Some experienced personalities in the industry argue that this model is overly structured and that the recipient can feel that the feedback is not genuine.
What’s more, some also express their concerns that this 6 steps to effective feedback model doesn’t fit all situations. In highly creative or informal work environments where spontaneous feedback is more effective, this model we are discussing here won’t be applicable.
If you would like to know how to create ”Health Emotional Safety in the Workplace for Open Feedback” look nowhere else than here.
Last but not least concern states that this model of feedback requires skills to execute. Although there is a frame with 6 steps, it still requires a high level of communication skills. Managers need not only to be managers but also to be adept at reading the room, managing emotions, and tailoring their feedback to individual needs.
Alternatives to the Six-Step Feedback Model
While the 6 steps to effective feedback model is highly effective, some managers will be often faced with the above-illustrated unpleasant challenges. To avoid them they might consider two other options.
The first option is to assign somebody else to deliver the feedback on their behalf. This alternative includes a coach. A coach who is assigned to deliver the feedback will be doing the heavy lifting for the manager. The manager will not be directly involved and exposed to the unpleasant side of providing feedback.
The second option is to integrate a coaching approach. Instead of formal feedback sessions or meetings, managers might integrate feedback into everyday interaction with the team member, making the feedback a continuous and informal process.
Conclusion
The 6 steps to effective feedback is an essential component of successful leadership. This tool is for managers looking to enhance their feedback skills and expand their personal growth. But also to improve morale and drive team performance.
By being specific, timely, and focused on behavior and not on the personal traits of a recipient, managers can provide feedback that is constructive and transformative.
The model comes with many benefits such as improving team performance, making relationships stronger, and increasing team motivation. While the model has its challenges as well, its benefits prevail and make it a must-have tool in a manager’s arsenal.
As a closing thought, managers are encouraged to continuously practice and improve their feedback skills and ask for help if needed. The continuous improvement in feedback not only aids in professional growth but also creates a supportive and productive work environment that benefits the entire team.
Your Takeaway
Mastering the art of feedback is essential for any manager or leader of any level. By following the six-step framework in our article, you can deliver feedback that not only addresses areas for improvement but also motivates and engages your team.
By referring to valuable resources like books and online learning courses to improve your feedback skills, you will master the art of effective feedback.
Investing time in developing feedback skills is not merely a managerial duty but a strategic imperative that can significantly augment organizational success and individual well-being. As you practice these steps, you’ll find that effective feedback becomes second nature, leading to a more productive and harmonious workplace for you and your team.
