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What do you do if your team members feel that feedback is unfair and biased?

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Handling perceptions of unfair and biased feedback within a team is a delicate aspect of people management that requires a thoughtful approach. When team members believe that the feedback they receive is not objective, it can lead to demotivation, a lack of trust in leadership, and a decrease in team performance. As a manager, your role is not only to ensure that feedback is delivered in a fair and constructive manner but also to address any concerns about bias effectively. This article will guide you through the steps to take when faced with this challenging situation.

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Amy Wallin

CEO at Linked VA
Ahmed Marzouk

Audit Manager at Deloitte UK | CPA
Fabio Kanashiro

Risk Management | Data | Projects | Governance

1 Listen First

When a team member expresses concerns about feedback, the first step is always to listen. Create a safe and private environment where they can share their perceptions without fear of retaliation. By actively listening, you demonstrate respect for their feelings and show that you take their concerns seriously. This is not the time for defensiveness or justification; instead, focus on understanding the root of their feelings and the specific instances they believe were unfair or biased.

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Amy Wallin

CEO at Linked VA
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"Tell me why you feel that way." Then let them speak until they run out of words. Don't assume you know what they mean, get them to say it clearly. Prompt them for further understanding by asking for examples or to explain what they mean by x. Don't interrupt them. Don't justify. Just the f*** up and pay them the respect of listening to their perspective. Then at the end repeat what they have said back to them as you have understood it to make sure youre on the same page.

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Ahmed Marzouk

Audit Manager at Deloitte UK | CPA
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It can be tricky when team members perceive feedback as unfair or biased. The best approach is to create a safe space for open communication. Schedule a one-on-one meeting to hear their perspective and ensure the feedback itself is clear, specific, and actionable. By fostering trust and understanding, Then you can work with them to address their concerns and ensure the feedback helps them improve their performance.

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Ivan Shishkin

Executive coach for founders and C-suite. I help you grow, manage your energy, and lead your business further.
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If team members feel feedback is unfair, it's time to foster fairness and creativity: 1. Open a dialogue where everyone shares their perceptions and experiences openly. 2. Ensure feedback processes are transparent, with clear criteria and objectives. 3. Empower team members to give and receive feedback constructively. 4. Cultivate a culture where feedback is seen as an opportunity for growth. 5. Take concrete steps to address concerns and improve feedback mechanisms. 6. Create a supportive environment where team members feel heard and valued. 7. Embrace continuous improvement, making adjustments as needed to enhance fairness and creativity in feedback.

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Fabiola Silva

Executiva de Recursos Humanos | People Management | Impulsionando resultados através de Pessoas
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Encourage open dialogue to foster mutual respect and a collaborative environment. Reafirm that this was not your intention and ask what actions/comments you made that made them feel this way - and be open for the feedback! Feedback is a two-way street

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2 Evaluate Feedback

After listening to your team member's concerns, take the time to evaluate the feedback that was given. Reflect on whether the feedback was indeed objective and based on clear performance metrics. Consider if there could have been any unconscious biases at play or if the feedback could have been influenced by factors unrelated to actual performance. Sometimes, a thorough evaluation may reveal areas where the feedback process can be improved to ensure fairness and accuracy.

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Fabio Kanashiro

Risk Management | Data | Projects | Governance
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To support the evaluation, a sanity check can be conduced by talking to peers and maybe your own manager. It is important to evaluate what data and facts are used to base the feedback. It is important to understand what was the expectation and if it was according to the seniority of the person that was evaluated.

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Fabiola Silva

Executiva de Recursos Humanos | People Management | Impulsionando resultados através de Pessoas
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Context matters—provide feedback within the relevant context to enhance its effectiveness. Reflect: Do I have anough evidence to support this assessment? If yes, have I highlighted the specific behaviours or deliveries that were not aligned to your expectations and the impact of this? Have you aligned these expectations prior to the feedback?

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3 Communicate Clearly

Clear communication is key in addressing perceptions of unfair feedback. Explain the criteria and processes used to assess performance and how feedback is intended to support professional growth. Make sure your team understands that feedback is not personal but rather a tool for development. Addressing specific concerns with transparency can help rebuild trust and ensure that the feedback is received in the spirit it was intended.

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4 Provide Support

Offering support is crucial for turning feedback into a positive experience, even when it's perceived as unfair. Discuss with your team member what support they need to improve and achieve their goals. This could involve additional training, mentoring, or resources. By providing support, you not only help your team member develop but also show that you are invested in their success, which can alleviate feelings of bias.

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5 Encourage Dialogue

Foster an environment where open dialogue about feedback is encouraged. Invite your team to share their thoughts on the feedback process and what they feel could make it more effective and fair. This collaborative approach not only helps in identifying potential biases but also empowers your team to take an active role in their evaluation process, thereby increasing acceptance and reducing perceptions of unfairness.

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6 Review Practices

Finally, use this as an opportunity to review your team's feedback practices. If perceptions of bias are widespread or recurring, it may be time to reassess how feedback is delivered and consider implementing changes such as 360-degree reviews or peer feedback. Ensuring that your feedback mechanisms are robust and transparent can prevent future instances of perceived unfairness and bias.

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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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Pranshu Desai

VP - Delivery & Operations at Capermint Technologies | SaaS | Apps | Games | AR & VR
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It's crucial to provide context before giving feedback and share personal experiences to help them relate. By explaining the rationale behind the feedback and sharing relevant experiences, team members can better understand and accept it. For example, I've received similar feedback in the past and initially found it challenging. However, by reflecting on the feedback, seeking clarification, and taking proactive steps to address areas for improvement, I was able to turn it into a learning opportunity and ultimately grow in my role. Encouraging team members to approach feedback with an open mind and a willingness to learn can foster a positive and constructive feedback culture within the team.

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What do you do if your team members feel that feedback is unfair and biased?

1

2

3

4

5

6

7

1 Listen First

2 Evaluate Feedback

3 Communicate Clearly

4 Provide Support

5 Encourage Dialogue

6 Review Practices

7 Here’s what else to consider

People Management

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What do you do if your team members feel that feedback is unfair and biased?

1

2

3

4

5

6

7

1 Listen First

2 Evaluate Feedback

3 Communicate Clearly

4 Provide Support

5 Encourage Dialogue

6 Review Practices

7 Here’s what else to consider

People Management

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