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You want to give feedback that’s constructive and positive. What are some ways to do it right?

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Feedback is an essential part of workforce management, as it helps employees improve their performance, motivation, and engagement. However, giving feedback can also be challenging, especially if you want to avoid hurting feelings, damaging relationships, or demoralizing your team. How can you give feedback that’s constructive and positive, and that helps your employees grow and learn? Here are some ways to do it right.

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Susan Heather Jones

WFM Leader

1 Prepare and plan

Before you give feedback, make sure you have a clear purpose, a specific example, and a positive outcome in mind. Think about what you want to achieve with your feedback, and how it aligns with your team’s goals and values. Choose a relevant and recent situation that illustrates the behavior or skill you want to address, and avoid generalizing or exaggerating. Also, think about how you can frame your feedback as an opportunity for improvement, rather than a criticism or a fault.

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Susan Heather Jones

WFM Leader
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How well feedback is received is contingent upon the relationship you've built with your team or partners. Trust is a key component in the leader / employee relationship. Spend time pouring into your team members. Listen to them, understand their goals, show compassion and vulnerability so that they feel safe to do the same. A solid foundation of trust makes employees more open to hear (and then act) on feedback.

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Prem Kumar

AGM | IT Recruitment Expert | Account Management | Career Coach | AI Driven Tomorrow | I help companies leverage AI tools, Optimise their productivity & drive revenue growth|20% increase in employee retention
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Choose a suitable time and private setting for the conversation, ensuring a conducive environment. Begin with positive remarks, acknowledging strengths or achievements to create a supportive tone. Be specific and provide concrete examples to illustrate your points, making the feedback more actionable. Use language that focuses on behaviors rather than personality traits, emphasizing the impact of actions on outcomes. Encourage a two-way conversation by asking for the recipient's perspective and input on potential solutions. Conclude with reaffirming positive aspects and expressing confidence in their ability to make improvements. This structured approach ensures your feedback is constructive, well-received.

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2 Be timely and regular

Don’t wait too long to give feedback, as it may lose its impact or relevance. Ideally, you should give feedback as soon as possible after the situation occurs, or at a scheduled time that works for both you and your employee. Giving feedback regularly also helps to create a culture of learning and development, where feedback is expected and welcomed, rather than feared or avoided. Additionally, regular feedback can prevent small issues from becoming bigger problems, and can reinforce positive behaviors and achievements.

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Susan Heather Jones

WFM Leader
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Make feedback a part of regular discussions. Scheduling a regular one on one time and having an agenda for that time helps. The first session focuses on the next career step the employee wants to take and then all subsequent meetings should include conversation on what is going well and what areas to focus on to meet their goal. If working to build a specific skill (like presentation skills), add an 'immediate feedback session' directly after a presentation. Leaders should prioritize the one on one time AND the feedback portion. If all is going well, the opportunity portion of the feedback discussion should focus on how to push good to great. This makes feedback and focus on growth a habit - and part of your team's culture.

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Prem Kumar

AGM | IT Recruitment Expert | Account Management | Career Coach | AI Driven Tomorrow | I help companies leverage AI tools, Optimise their productivity & drive revenue growth|20% increase in employee retention
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Being timely and regular in providing feedback involves establishing a consistent routine.Schedule regular check-ins or performance reviews to create a structured feedback cadence.Address issues promptly rather than letting them accumulate, ensuring timely intervention and resolution. Utilize communication channels that facilitate quick and effective feedback exchange, such as regular one-on-one meetings or a dedicated feedback platform. Cultivate an environment where feedback is encouraged and expected, emphasizing its importance in continuous improvement. By integrating regular feedback sessions into the routine and addressing matters promptly,you contribute to a proactive and constructive feedback culture within the team or organization.

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3 Be specific and balanced

When you give feedback, focus on the facts and the behaviors, not the personality or the intentions. Use concrete and objective language, and avoid vague or subjective terms. For example, instead of saying “You’re always late”, say “You arrived 15 minutes late for the last three meetings”. Also, provide examples and evidence to support your feedback, and avoid making assumptions or judgments. Moreover, balance your feedback with both positive and negative aspects, and highlight the strengths and the areas for improvement. For example, instead of saying “You did a bad job on the report”, say “You did a good job on the research, but you need to work on the structure and the formatting of the report”.

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Prem Kumar

AGM | IT Recruitment Expert | Account Management | Career Coach | AI Driven Tomorrow | I help companies leverage AI tools, Optimise their productivity & drive revenue growth|20% increase in employee retention
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Being specific and balanced in feedback is essential for its effectiveness. Start by pinpointing specific behaviors, actions, or outcomes you want to address, providing concrete examples to illustrate your points. Balance constructive feedback with positive recognition, acknowledging strengths and achievements. Use language that is clear, objective, and focuses on observable actions rather than making generalizations. Avoid using overly critical or vague statements, aiming for a fair and balanced assessment. By offering specific and balanced feedback, you provide actionable insights that guide improvement while maintaining a supportive and motivating tone.

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4 Be respectful and empathetic

When you give feedback, be respectful and empathetic towards your employee. Show that you care about their feelings, their perspectives, and their goals. Use a positive and supportive tone, and avoid harsh or sarcastic words. Also, acknowledge their efforts and their achievements, and express your appreciation and recognition. Furthermore, be empathetic and try to understand their challenges, their motivations, and their emotions. Ask open-ended questions to invite their input and feedback, and listen actively and attentively to their responses.

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5 Be actionable and collaborative

When you give feedback, be actionable and collaborative with your employee. Provide clear and realistic suggestions for improvement, and explain how they can benefit from them. Also, involve them in the feedback process, and ask them to share their ideas and opinions on how they can improve. Moreover, collaborate with them to set specific and measurable goals, and to create a plan of action. Additionally, offer your support and guidance, and follow up with them to monitor their progress and to provide further feedback.

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Susan Heather Jones

WFM Leader
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A feedback session is not complete unless an action plan is developed. Ask questions like "how could you show up differently in the future?" or employ the G.R.O.W coaching method (Goal, Reality, Options, Will) to let the employee lead the conversation towards actions that they can take to improve. Walking away with a plan takes the sting out of constructive feedback. No matter how well it is delivered, nobody wants to hear that they aren't doing well in an area. Identifying a problem AND walking away with a solution is powerful.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You want to give feedback that’s constructive and positive. What are some ways to do it right?

1

2

3

4

5

6

1 Prepare and plan

2 Be timely and regular

3 Be specific and balanced

4 Be respectful and empathetic

5 Be actionable and collaborative

6 Here’s what else to consider

Workforce Management

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You want to give feedback that’s constructive and positive. What are some ways to do it right?

1

2

3

4

5

6

1 Prepare and plan

2 Be timely and regular

3 Be specific and balanced

4 Be respectful and empathetic

5 Be actionable and collaborative

6 Here’s what else to consider

Workforce Management

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