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Last updated on 2024年8月8日

How do you balance constructive and positive feedback in a remote setting?

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Giving feedback is a crucial skill for managers, especially in a remote setting where communication can be challenging and misinterpreted. How do you balance constructive and positive feedback in a remote setting to motivate, support, and improve your team's performance? Here are some tips to help you master this skill.

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1 Set clear expectations

Before you give any feedback, make sure you and your team have a shared understanding of the goals, standards, and expectations of their work. This will help you align your feedback with the desired outcomes and avoid confusion or frustration. You can use tools like SMART goals, OKRs, or KPIs to define and measure your team's progress and performance.

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Peter Cheong

Technical Recruiter at Woodfibre LNG
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I think part of setting clear expectations in some work environment where the work is very dynamic is to highlight that sometimes goals or expectation may evolve along with their performance. That way, if someone ends up over-performing then there's a note of recognition and further discussion to understand their current bandwidth and their appetite towards taking on some extra responsibilities as a function of their growth. In reverse, if someone underperforms than anticipated, then perhaps there would be discussion around shedding some responsibilities for them to focus on the core ones.

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Rajdeep D.
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In a remote setting, balancing constructive & positive feedback requires a thoughtful approach. Start with acknowledging strengths & achievements to create a positive atmosphere. When offering constructive feedback, be specific, focusing on behaviors rather than personality traits. Use the SBI model: Situation, Behavior, Impact. Discuss the situation, describe the behavior objectively & explain its impact. Encourage open dialogue, allowing team members to share their perspective. Follow up with actionable steps for improvement & support. Utilize video calls for sensitive discussions to maintain a personal connection. Remember, a balanced mix of constructive criticism & positive reinforcement fosters growth & motivation in remote teams.

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Priya Padmanabhan

Product Leader | Health Care I Data Insights & Strategy | Team Building | Digital Consumer Experience I Digital Transformation I Growth I Retention I Process Design I Operational Efficiency
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This can be achieved by adopting a few strategies. Firstly, ensure that feedback is timely and specific, so the employee understands what they did well or where they need to improve. Secondly, follow the 'sandwich' approach - start with positive feedback, then provide constructive criticism, and end with more positive feedback. This way, you highlight their strengths while also addressing areas of improvement. Lastly, use technology effectively, such as video calls, to provide feedback as it allows for a more personal connection. Remember, the goal is to encourage growth and improvement, not to criticize.

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2 Use the right channel

Choosing the right channel for your feedback is important to ensure clarity, empathy, and effectiveness. Generally, constructive feedback should be given in a private and synchronous way, such as a video call or a phone call, where you can explain your points, listen to your team member's perspective, and show your support. Positive feedback can be given in a more public and asynchronous way, such as a chat message, an email, or a shout-out in a team meeting, where you can celebrate your team member's achievements, appreciate their efforts, and encourage their peers.

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Peter Cheong

Technical Recruiter at Woodfibre LNG
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I agree - not only do we want to focus on the message/feedback we want to convey, we need to pay attention to how this will be communicated and a big part is in what setting. For constructive feedback and a discussion, it might be best to remove all distractions and have it in more an private setting. Whereas for positive feedback/acknowledgement, we want to celebrate their success/positive impact with the wider team. However, a note to be mindful of the employees disposition in public acknowledgement. Some can be shy of public acknowledgement even though it's positive. Intent vs Impact!

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3 Follow the feedback formula

A simple and effective way to structure your feedback is to follow the feedback formula: Situation + Behavior + Impact + Next steps. This means you should describe the specific situation where the behavior occurred, explain the behavior and how it affected the work or the team, share the impact of the behavior on the results or the relationships, and suggest or agree on the next steps to improve or sustain the behavior. This formula helps you focus on the facts, not the feelings, and provide actionable and constructive feedback.

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4 Balance the positive and negative

A common rule of thumb for balancing positive and negative feedback is to use the 3:1 ratio, which means you should give three positive comments for every negative one. This helps you build trust, rapport, and confidence with your team members, and avoid demotivating or discouraging them. However, you should also be mindful of the timing, frequency, and quality of your feedback, and adjust it according to the situation and the individual. For example, you might want to give more frequent and specific positive feedback to a new or struggling team member, or more constructive and timely negative feedback to a high-performing or experienced team member.

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5 Ask for feedback

Feedback is a two-way street, and you should also ask for feedback from your team members on your own performance, communication, and management style. This shows that you value their opinions, respect their perspectives, and are willing to learn and improve yourself. You can ask for feedback regularly, such as after a project, a meeting, or a quarter, or occasionally, such as when you face a challenge, make a mistake, or receive praise. You can use tools like surveys, polls, or feedback apps to collect and analyze feedback from your team.

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6 Follow up

The last step of giving feedback is to follow up with your team members and check their progress, results, and satisfaction. This shows that you care about their growth, support their development, and hold them accountable for their actions. You can follow up by setting deadlines, milestones, or check-ins for the next steps, by reviewing the outcomes or outputs of the work, or by acknowledging the improvements or achievements of the team members. You can also ask for feedback on your feedback and see how you can improve your feedback skills.

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Peter Cheong

Technical Recruiter at Woodfibre LNG
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I think in these situations of having to give feedback there is an ultimate message that's to be delivered. As mentioned there ways to have these discussions more tactfully for the recipient of the feedback to remain open to the feedback. However, given that feedbacks sometimes require extra time to digest, it's a great practice to alleviate the questions they might have but also to follow up shortly after to see how the message has landed and to offer help if needed to achieve the goals that's been set together.

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7 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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How do you balance constructive and positive feedback in a remote setting?

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1 Set clear expectations

2 Use the right channel

3 Follow the feedback formula

4 Balance the positive and negative

5 Ask for feedback

6 Follow up

7 Here’s what else to consider

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