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How do you manage feedback and performance reviews?

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Feedback and performance reviews are essential for managing and developing your team members. They help you to align expectations, recognize achievements, identify areas for improvement, and support career growth. However, giving and receiving feedback can be challenging, especially if you are not prepared or skilled in this area. In this article, you will learn how to manage feedback and performance reviews effectively using some proven people management models.

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Kiran Gudimetla

Vice President & Global Head - Data & Analytics || Chief of Staff || Digital Transformation leader || IIM Kozhikode…

1 The feedback cycle

The feedback cycle is a framework that helps you to plan, deliver, and follow up on feedback. It consists of four steps: prepare, share, listen, and act. Prepare by setting clear goals, criteria, and evidence for the feedback. Share by choosing the right time, place, and tone for the feedback. Listen by encouraging dialogue, asking questions, and acknowledging emotions. Act by agreeing on actions, providing support, and monitoring progress.

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Kiran Gudimetla

Vice President & Global Head - Data & Analytics || Chief of Staff || Digital Transformation leader || IIM Kozhikode ||Ex-Cognizant ||Ex-GE
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In my experience, -Feedback works best when it is objective. A people manager needs to have references, feedback from all stakeholders of associate using STAR approach. -Citing relevant situation, task that had to be done, how was it approached by the associate and result thats observed and its impact. - Feedback need to be a regular exercise, at least once a quarter which allows an associate to course correct - Making it objective takes emotion out of the discussion

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Vivek Sharma

Remittance, Compliance, Reg-tech, Data Analysis
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To me the feedback cycle is a holistic approach that ensures feedback is not just given, but is actionable and constructive. This framework promotes a two-way communication where both the giver and the receiver are actively engaged in the process. Taking the time to prepare ensures the feedback is objective and meaningful. Sharing with consideration ensures it's received in the intended spirit. Listening actively reinforces mutual respect and understanding. And finally, acting upon it demonstrates commitment to growth and development. The true power of feedback lies not just in providing it, but in the subsequent actions and improvements that follow.

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2 The performance review process

The performance review process is a system that helps you to evaluate and document the performance of your team members. It usually involves three phases: planning, reviewing, and developing. Planning by setting SMART (specific, measurable, achievable, relevant, and time-bound) objectives, expectations, and standards for the performance period. Reviewing by collecting and analyzing data, feedback, and self-assessments from multiple sources. Developing by discussing the results, strengths, weaknesses, and opportunities for the performance period and the future.

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Kiran Gudimetla

Vice President & Global Head - Data & Analytics || Chief of Staff || Digital Transformation leader || IIM Kozhikode ||Ex-Cognizant ||Ex-GE
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It is also important to discuss how performance has an impact on the overall organisational goals. If the performance was aligned to the overall organisational goals or not and how it is helping the employee move towards their career goal

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3 The feedback sandwich

The feedback sandwich is a technique that helps you to deliver constructive feedback in a positive and balanced way. It involves three layers: praise, criticism, and praise. Praise by starting and ending the feedback with something positive and genuine about the person or their work. Criticism by stating the problem, the impact, and the solution in a clear and respectful way. Praise by reinforcing the positive aspects and expressing confidence in the person's ability to improve.

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4 The performance matrix

The performance matrix is a tool that helps you to categorize and manage your team members based on their performance and potential. It has four quadrants: stars, learners, experts, and underperformers. Stars are high performers and high potentials who need recognition, challenge, and development. Learners are low performers and high potentials who need coaching, training, and feedback. Experts are high performers and low potentials who need motivation, retention, and delegation. Underperformers are low performers and low potentials who need improvement, support, or termination.

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5 The feedback culture

The feedback culture is a mindset that helps you to create and sustain a positive and productive environment for feedback. It involves four elements: trust, openness, frequency, and action. Trust by building strong relationships, showing respect, and being honest with your team members. Openness by encouraging feedback from all directions, being receptive, and accepting different perspectives. Frequency by giving and asking for feedback regularly, timely, and consistently. Action by acting on feedback, showing results, and appreciating feedback.

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6 The performance management cycle

The performance management cycle is a model that helps you to align, monitor, and improve the performance of your team members. It has four stages: plan, do, check, and act. Plan by setting goals, expectations, and measures for the performance period. Do by implementing the plan, providing feedback, and supporting your team members. Check by measuring the results, evaluating the performance, and reviewing the feedback. Act by recognizing the achievements, addressing the gaps, and updating the plan.

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Vivek Sharma

Remittance, Compliance, Reg-tech, Data Analysis
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Spot on! The performance management cycle is a continuous loop of improvement and alignment that focuses on driving individual and team success. The "plan" phase is crucial for setting a clear direction and understanding of expectations. During the "do" stage, consistent support and feedback are key to guiding team members towards achieving their goals. The "check" phase is where objective assessment takes place, ensuring everyone is on track. And finally, the "act" phase ensures that accomplishments are celebrated and challenges are addressed, setting the stage for the next cycle. This iterative approach ensures that teams remain agile, motivated, and consistently aligned with organizational goals.

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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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Vivek Sharma

Remittance, Compliance, Reg-tech, Data Analysis
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We should convey to the recipient that the feedback is aimed at fostering their professional growth, which in turn will positively influence the organization. It's crucial to ensure they feel valued, especially when the feedback is constructive, even if critical. We want to encourage openness and receptivity, not cause them to become defensive or withdrawn.

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How do you manage feedback and performance reviews?

1

2

3

4

5

6

7

1 The feedback cycle

2 The performance review process

3 The feedback sandwich

4 The performance matrix

5 The feedback culture

6 The performance management cycle

7 Here’s what else to consider

People Management

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How do you manage feedback and performance reviews?

1

2

3

4

5

6

7

1 The feedback cycle

2 The performance review process

3 The feedback sandwich

4 The performance matrix

5 The feedback culture

6 The performance management cycle

7 Here’s what else to consider

People Management

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