You're a senior manager who needs to give feedback to a junior employee. How can you do it effectively?

1 Why feedback matters

Feedback is not just a one-way communication from you to your employee. It is a dialogue that allows you to share your expectations, observations, and suggestions, and to hear their perspective, challenges, and goals. Feedback can help you and your employee align on the vision, values, and standards of your organization, and identify areas of improvement or development. Feedback can also boost your employee's confidence, engagement, and satisfaction, as they feel recognized, supported, and valued by you.

2 When to give feedback

Feedback should not be a rare or random event. It should be a regular and consistent part of your management practice. You should give feedback both formally and informally, and both positively and negatively. Formal feedback is usually planned and structured, such as in a performance review or a project debrief. Informal feedback is more spontaneous and casual, such as in a check-in meeting or a quick chat. Positive feedback is when you praise or acknowledge your employee's achievements, strengths, or efforts. Negative feedback is when you point out or correct your employee's mistakes, weaknesses, or areas of concern.

3 How to prepare feedback

Before you give feedback to your junior employee, you need to prepare yourself and your message. First, you need to clarify your purpose and intention. What is the main goal of your feedback? What do you want your employee to learn, change, or do differently? How do you want them to feel after receiving your feedback? Second, you need to gather your evidence and examples. What are the specific behaviors, actions, or results that support your feedback? How do they impact the work quality, the team dynamics, or the client satisfaction? Third, you need to choose your timing and setting. When and where will you give your feedback? How much time will you allocate? How will you ensure privacy and confidentiality?

4 How to deliver feedback

When giving feedback to your junior employee, it's important to follow some best practices and techniques in order to make it effective and respectful. Consider using the SBI model, which stands for Situation, Behavior, and Impact. This is a simple and clear way to structure your feedback, starting by describing the situation where the behavior occurred. Additionally, be specific and factual, using concrete and objective data to support your feedback. Avoid personal opinions or judgments that can be perceived as biased or unfair. Additionally, focus on the strengths of your employee and recognize their efforts and contributions. Use positive language that encourages them. When giving negative feedback, frame it as an opportunity for improvement or development. Lastly, be empathetic and supportive - acknowledge their emotions and show compassion and care.

5 How to receive feedback

Giving feedback is not a one-way street; it requires active listening, open-mindedness, and collaboration. To ensure effective and respectful feedback, listen attentively and respectfully, ask questions and clarify, acknowledge and appreciate, and act and follow up. It is essential to pay attention to what your employee is saying without interrupting or defending yourself. Use non-verbal cues such as eye contact or smiling to show your interest in the conversation. Additionally, ask open-ended questions to understand the feedback fully and avoid making assumptions. Acknowledge your strengths and mistakes, express gratitude for the feedback received, and share your action plan with your employee. Following these tips can help you build trust, rapport, and respect with your employee and create a positive feedback culture in the organization.