Feedback is a powerful tool for letting others know what you think of their work and conduct, and can be neutral, encouraging, or critical. The main objective of feedback is to initiate positive change, not to criticize or blame. It is therefore important that feedback is accurate, objective, respectful, and helpful.

Feedback plays a crucial role, especially in professional contexts. Managers use it to inspire employees, support their development, and improve the quality of work. At the same time, leaders should also seek and use feedback to continuously develop themselves.

Giving feedback

When you’re in the role of feedback-giver, you have a responsibility to create a culture of constructive conversation. Properly formulated feedback serves to encourage positive behavior and correct undesirable behavior. It has the power to motivate employees, and to define clear goals and expectations for future work processes.

You should follow these rules to ensure that your feedback is successful.

Giving constructive feedback

Be specific and precise. Avoid general statements when giving feedback. Say exactly what you noticed, and refer to specific work results, specific situations, or behaviors.

Instead of: "You never meet deadlines."

say: "You've been late on the last three deadlines."

or: “You've often missed deadlines in the last few weeks."

Choose the right moment. Provide feedback as soon as possible after the situation in question has occurred. But make sure that both parties have enough time and peace for the conversation. Make sure to give plenty of notice if the feedback is extensive.

Encourage open communication. Give the feedback recipient the opportunity to express their own point of view. Listen actively and avoid interrupting the other person. This promotes a respectful atmosphere for the discussion, and prevents emotions welling up and tempers becoming heated.

Avoid making accusations. Refer to how you perceived work methods and results without attacking your counterpart by pointing the finger of blame. Share your own perceptions instead of giving a direct evaluation.

Instead of: "You don't meet deadlines."

say: "I've noticed that you've been missing deadlines more often lately."

or: "It slows down my own work process if I don't have your deliverables by the agreed time."

Emphasize the positives. Start with what went well before turning to constructive criticism. Then end the interview with encouraging words, and emphasize the positive qualities or work results once more. This so-called sandwich method (framing the negative in positive terms) creates an appreciative atmosphere, and makes it easier to accept suggestions for improvement.

Adopt a solution-oriented approach. Instead of exclusively criticizing, offer concrete suggestions and solutions on how things could be done better in the future. Make suggestions for resolution to the feedback recipient.

Instead of: "You don't meet deadlines."

say: "I've noticed that you've been missing deadlines more often lately, because you've been busy with less important tasks. In the future, try to prioritize your tasks differently."

or: "If you feel you will not be able to meet a deadline, please let me know ahead of time so we can work together to find a solution."

Remain empathetic and respectful. Remember that everyone makes mistakes and goes through learning processes. Show understanding and patience, and always maintain an appreciative tone. It is important that feedback takes place in a protected setting, as sensitive matters are under discussion.

A personal conversation expresses appreciation. The Office-Club conference rooms can be booked flexibly, and offer a quiet atmosphere with no distractions. Our spaces are ideal for intensive feedback sessions with contractors and clients, or feedback for employees who usually work remotely. You can quickly and easily book our conference rooms for your feedback meetings.

Feedback no-gos

Avoid the following phrases and behaviors for professional and constructive feedback.

No personal attacks: Feedback should focus on behavior, not the person.

Instead of: "You're disorganized."

say: "Your work results often reach me too late."

Too much at once: Giving the other person a flood of information or criticism all at once, so that the person is overwhelmed. This can create a feeling of lack of appreciation in the other person. The person shuts down even before a constructive conversation can begin.

Do not give feedback in the heat of the moment: Emotions can distort the message and make feedback unproductive. Constructive feedback is never given in the heat of the moment, but with some distance to the action.

Criticizing in front of others: Feedback should never be given in public or in front of colleagues, so that it does not risk causing embarrassment.

Dealing with feedback the right way: Tips for feedback recipients

Receiving feedback can be just as challenging as giving it. After all, both sides are responsible for ensuring that the feedback process bears fruit. Here are some tips on handling feedback.

Think of it as an opportunity: Assume that the other person wants to help you through their feedback. When someone expresses criticism, it often shows that they care about you. This perspective makes it easier to deal with criticism.

Listen actively: Do not interrupt or defend yourself immediately. Let the other person finish, and ask questions if something is unclear. Also, ask for constructive suggestions for improvement.

Reflect on what you hear: Consider the criticism. Think about how you could improve. Even if you don't immediately agree, ask yourself why the other person feels that way.

Look on the bright side: Criticism can challenge your self-image, but it also gives you the opportunity to grow. Instead of reacting defensively, take the opportunity to improve yourself.

Be proactive about seeking feedback: Request feedback on a regular basis. If you ask for opinions often, feedback will become a habit, and you'll see it as a valuable resource rather than as unpleasant criticism.

Let it sink in: Give feedback time to work. Once some time has passed, you will understand better if you found the conversation mostly constructive, or if there are still any open questions. If this is the case, ask for a follow-up appointment to sort it out.

Did you like the article? We’ll be happy to receive your feedback ;)