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How do you adjust feedback for different employees?

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Feedback is a crucial tool for talent management, as it helps employees improve their performance, learn new skills, and align with the organization's goals. However, not all feedback is created equal, and different employees may have different preferences, needs, and reactions to feedback. As a talent manager, you need to adjust your feedback style and content to suit each employee's personality, level, and situation. Here are some tips on how to do that.

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Lacy Nations

HR, Ethics & Compliance Officer at Signal Peak Energy

1 Know your employees

Before giving feedback, you need to know your employees well. What are their strengths and weaknesses, their goals and motivations, their learning styles and preferences, their communication styles and preferences, and their emotional triggers and responses? You can gather this information by observing their work, talking to them regularly, conducting surveys or assessments, and asking for feedback yourself. Knowing your employees will help you tailor your feedback to their specific needs and expectations, and avoid any misunderstandings or conflicts.

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Lacy Nations

HR, Ethics & Compliance Officer at Signal Peak Energy
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When you have limited exposure to an employee and you need to provide feedback, I encourage starting your discussion off by asking them how they feel they are doing and getting curious about any challenges they feel they may be facing, or if they need anything specific to continue to develop in their position. This will often allow a more stable space where your feedback can be provided in a way that coincides with areas of the discussion that the employee has surfaced already.

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2 Choose the right time and place

Timing and setting are also important factors for effective feedback. You need to choose the right time and place for each employee, depending on their availability, workload, mood, and urgency of the feedback. Generally, you should give feedback as soon as possible after the performance or behavior you want to address, but avoid doing it when the employee is busy, stressed, or distracted. You should also choose a private and comfortable place for feedback, where you can have a candid and respectful conversation, without any interruptions or distractions.

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Lacy Nations

HR, Ethics & Compliance Officer at Signal Peak Energy
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If it is not feedback on the spot, I attempt to provide enough information to the employee in the initial setup of that meeting time so they have a general idea of what we will be discussing. This can help reduce their anticipation of the meeting, fear, or defensiveness. I find that this can lead to a more fruitful discussion because it gives them time to consider what it is that we will discuss rather than being put on the spot and not having a constructive dialogue.

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3 Balance positive and negative feedback

Another tip for adjusting feedback is to balance positive and negative feedback. Positive feedback is feedback that praises, recognizes, or rewards the employee for their achievements, efforts, or improvements. Negative feedback is feedback that points out, corrects, or criticizes the employee for their mistakes, shortcomings, or areas of improvement. Both types of feedback are necessary for talent management, as they provide different benefits and challenges for the employee. However, you need to balance them carefully, according to each employee's personality, level, and situation. Some employees may need more positive feedback to boost their confidence, motivation, and engagement, while others may need more negative feedback to challenge them, push them, and help them grow. You should also avoid giving only positive or only negative feedback, as this can create a false impression of the employee's performance, or damage their trust and relationship with you.

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Lacy Nations

HR, Ethics & Compliance Officer at Signal Peak Energy
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In my experience when having to provide negative feedback, being specific about the whys or ripple effects can help the employee recognize the overall impact they have (good or bad). And while they may not necessarily agree with it, it appears to be easier for them to align with the expectation when they understand the why behind it. The same can go for positive feedback but it doesn't necessarily require that additional layer.

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4 Use the right tone and language

The way you deliver feedback also matters a lot for its effectiveness and impact. You need to use the right tone and language for each employee, depending on their communication style, preference, and sensitivity. Generally, you should use a respectful, supportive, and constructive tone, that shows you care about the employee's development and success. You should also use clear, specific, and actionable language, that explains the feedback's purpose, evidence, and expectations. You should avoid using a harsh, aggressive, or sarcastic tone, that can make the employee feel attacked, defensive, or resentful. You should also avoid using vague, general, or ambiguous language, that can confuse the employee or leave them unsure of what to do next.

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5 Involve the employee in the feedback process

Finally, a good way to adjust feedback for different employees is to involve them in the feedback process. This means asking for their input, opinions, and suggestions, as well as listening to their concerns, questions, and feedback. By involving the employee in the feedback process, you can make them feel more valued, respected, and empowered, as well as gain more insights into their perspective, needs, and goals. You can also create a more collaborative and positive feedback culture, where feedback is seen as a two-way dialogue, rather than a one-way monologue.

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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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Lacy Nations

HR, Ethics & Compliance Officer at Signal Peak Energy
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When an employee supports more than one person, it is important that all parties are intentional and active participants in this process. Providing written feedback that the employee will receive but not participating in a verbal dialogue with them can leave a lot of space for assumptions in tone and lack of understanding, which in itself is a communication breakdown. Time and time I have seen this cause confusion, self-doubt, resentment, and disengagement. All leading to a risk of attrition.

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How do you adjust feedback for different employees?

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1 Know your employees

2 Choose the right time and place

3 Balance positive and negative feedback

4 Use the right tone and language

5 Involve the employee in the feedback process

6 Here’s what else to consider

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