Giving Feedback Cheat Sheet for Leaders

In the ever-evolving landscape of leadership, providing feedback is not just about offering criticism or praise; it's an art that, when mastered, can profoundly transform individuals and teams. This past week, I had the privilege of guiding a General Manager (GM) through a feedback session that underscored this art's complexity and its transformative potential. Reflecting on this experience, I propose a structured approach to feedback, meticulously designed to foster growth, understanding, and positive change.

Feedback is a delicate balance of timing, empathy, and clarity. Here's a step-by-step guide to navigating feedback sessions, drawing from a recent example with a high-level executive:

1. Set Up a Private Meeting

Choosing the right moment and setting is crucial. Feedback should be given in a private, relaxed environment where both parties can speak openly and without distractions. The goal is to ensure the recipient is comfortable and receptive.

2. Open with Positive Intent

Starting with consent not only shows respect but also prepares the recipient mentally and emotionally, making the session more productive.

• Example: "I wanted to take some time today to talk about how we can further enhance our team's dynamics and performance. Your leadership is crucial to our success, and I believe we have a great opportunity to build even stronger connections within our leadership team."

3. Provide Specific Observations

Describe the behaviors you've noticed, focusing on facts rather than interpretations or judgments.

• "I've observed in several of our recent leadership meetings that there are moments when engagement seems to be challenging. For example, there have been instances where it appeared that the focus was on the phone or when eye contact and active participation were minimal."

4. Express the Impact

Explain the effect of these behaviors on the team and the overall meeting atmosphere, emphasizing the importance of leadership engagement.

• "These moments can sometimes lead to a sense of disconnection for the team. It might inadvertently send a message that the discussions or the team's input are not being fully valued, which can impact the team's morale and productivity."

5. Invite Their Perspective

Ask for the GM's view to understand their perspective and to demonstrate that you value their input.

• "I'd love to hear your thoughts on this. Are there challenges or distractions we might not be aware of that are impacting your ability to engage fully in these meetings?"

6. Offer Support

Express your willingness to support them in becoming more engaged and present.

• "I want to support you in any way I can. Whether it's adjusting the meeting format, exploring new engagement strategies, or addressing any external factors that might be affecting your focus, I'm here to work through this together."

7. Set Goals Together

Collaborate on setting specific, achievable goals for improving engagement in meetings.

• "Let's identify some specific steps we can both take to enhance our engagement and leadership presence in these meetings. It could be as simple as starting with setting our phones aside, ensuring we're all contributing to the discussion, or introducing more interactive elements into our meetings."

8. Close on a Positive Note

End the conversation by reiterating your confidence in their ability to lead and inspire the team.

• "I have every confidence in your leadership and our collective ability to make our team interactions more dynamic and engaging. I'm looking forward to seeing how we can all grow together through this."

9. Follow-Up

Schedule a follow-up meeting to discuss progress and any adjustments needed. This shows your commitment to continuous improvement and the value you place on effective leadership.

An Exemplary Feedback Session

In our session, we navigated through these steps, beginning with a private meeting where I highlighted the GM's leadership's pivotal role. By focusing on specific observations and the impact of certain behaviors, we opened a dialogue that was both enlightening and constructive. Together, we set goals and devised a plan to enhance team dynamics and the GM's engagement, ultimately closing on a note of confidence and mutual commitment to growth.

The Path Forward

Effective feedback is a cornerstone of leadership development, enabling both leaders and their teams to identify areas of strength and opportunities for growth. By approaching feedback with a structured, empathetic methodology, we can transform what might be a daunting conversation into a pivotal moment of insight and development.

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