Listening & How:: Building a Feedback Culture

Building a Feedback Culture for a Thriving Organization

As leaders in a large organization, we are tasked not only with driving results but also with nurturing the teams that deliver these results. This realization re-occurred to me in a different light recently, when a friend, during a casual discussion mentioned to me of an incident in her organization; wherein; a senior leader’s approach demotivated their entire team during monthly discussions, in order to highlight an area where they needed to improve. This made me reflect on the way we give and receive feedback.

This incident serves as a wake-up call for all of us to reflect on the importance of fostering a feedback culture that is constructive, respectful, and focused on growth.

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The Need for a Feedback Culture

Feedback is an essential part of growth, whether for individuals, teams, or the organization as a whole. However, many organizations struggle to establish a culture where feedback is freely and effectively exchanged. In some cases, feedback is limited to formal performance reviews, and even then, it is often seen as a one-way street, where superiors tell their subordinates what they’re doing wrong, rather than engaging in meaningful dialogue. This approach not only discourages open communication but also undermines morale and stifles productivity.

To prevent this from happening, we must build a feedback culture that is integrated into our everyday work. Feedback should not be seen as a negative experience, nor should it be reserved for moments of failure. It should be a consistent and constructive part of our workflow, aimed at continuous improvement and mutual learning.

The Value of Feedback Done Right

1. Enhances Productivity and Performance Feedback, when given correctly, serves as a powerful tool for driving performance. Constructive feedback helps employees identify their strengths and areas for improvement, giving them clear direction on where to focus their efforts. It also provides an opportunity for them to ask questions, clarify expectations, and discuss solutions for overcoming challenges. When employees are clear on what is expected of them and how they can improve, they become more focused, engaged, and productive.
2. Fosters a Growth Mindset A feedback-rich environment encourages a growth mindset, where individuals view challenges as opportunities for development rather than threats to their competence. Leaders who offer feedback in a supportive and solution-oriented manner create a safe space for their teams to take risks, make mistakes, and learn from them. This, in turn, leads to greater innovation, creativity, and long-term success for the organization.
3. Strengthens Relationships and Trust Honest, respectful feedback builds stronger relationships between leaders and their teams. When employees feel that their leaders genuinely care about their development, they are more likely to trust them and feel valued. On the other hand, feedback that is delivered harshly or without empathy can damage relationships, create resentment, and erode trust. Trust is the foundation of effective teamwork, and without it, collaboration and communication suffer.
4. Improves Employee Engagement and Retention Engaged employees are those who feel that their contributions are recognized and that their personal development is supported. Regular, constructive feedback signals to employees that their growth matters to the organization. When leaders take the time to acknowledge progress, celebrate achievements, and provide guidance for future growth, employees feel motivated and engaged. Conversely, when feedback is absent or purely critical, employees may feel undervalued, leading to disengagement and higher turnover rates.

Best Practices for Giving and Receiving Feedback

1. Timeliness – A stitch in time, saves nine. Feedback should be timely and given as close to the event as possible. Delayed feedback can lose its impact or may seem irrelevant, making it harder for the recipient to connect it to their actions. Whether it’s praise for a job well done or constructive feedback on an area of improvement, delivering it in the moment ensures that it is fresh in the minds of both parties.
2. Specificity – God is in details. Vague feedback can be frustrating and unhelpful. Instead of saying, “You need to improve your performance,” provide specific examples, such as, “In last week’s presentation, your slides were not aligned with the overall message, which made it difficult for the audience to follow. Next time, try organizing the content in a more cohesive way.” Specific feedback gives the recipient a clear understanding of what needs to be addressed and how they can improve.
3. A Balanced Approach – Celebrate both: Wins & Misses While it’s important to address areas for improvement, feedback should also highlight what the individual is doing well. A balanced approach, where positive reinforcement is paired with constructive criticism, makes feedback easier to accept and ensures that the recipient doesn’t feel demoralized. Moreover, acknowledging achievements reinforces desirable behaviours and motivates continued success.
4. Focus on Behaviour & activity, Not Person or Personality Feedback should be focused on specific behaviours or actions, not the individual’s character. For instance, instead of saying, “You’re too disorganized,” say, “I noticed that some tasks were delayed due to a lack of clear prioritization. Let’s work on developing a system to keep track of deadlines.” This approach keeps the conversation professional and constructive, preventing the recipient from becoming defensive.
5. Two-Way Dialogue – Hear unbiased Feedback should be a two-way conversation, not a monologue. Encourage employees to share their perspectives and offer feedback on how they feel they can improve or what support they may need. Leaders should also be open to receiving feedback from their teams. This creates a culture of mutual respect and learning, where everyone’s voice is valued.
6. Empathy and Emotional Intelligence: Respect Giving feedback is not just about what is said, but how it is delivered. Leaders must demonstrate empathy and emotional intelligence when offering feedback. Understand the emotional impact that feedback can have and approach the conversation with care and sensitivity. Take the time to listen to the recipient’s feelings and respond with understanding.

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Building a Sustainable Feedback Culture

Building a feedback culture doesn’t happen overnight—it requires consistent effort and commitment from leaders at all levels. Here are a few steps we can take to foster this culture within our organization:

1. Lead by Example As leaders, we must model the behaviour we expect from others. Regularly seek feedback from your team and demonstrate how to give and receive feedback constructively. When leaders show a commitment to continuous learning and improvement, it sets the tone for the entire organization.
2. Train and Educate Not everyone is naturally skilled at giving or receiving feedback. Provide training and resources to help employees and leaders develop these skills. Workshops, coaching, and mentorship programs can equip teams with the tools they need to engage in productive feedback conversations.
3. Make Feedback a Regular Practice Don’t wait for annual performance reviews to give feedback. Incorporate feedback into your day-to-day operations. Regular check-ins, one-on-one meetings, and project debriefs are excellent opportunities to provide constructive feedback and recognize achievements.
4. Create a Safe Environment Encourage a culture where feedback is seen as a positive and necessary part of growth. Create a psychologically safe environment where employees feel comfortable sharing their thoughts without fear of retribution. When employees trust that feedback is given with their best interests in mind, they are more likely to embrace it.

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Conclusion

A culture of feedback is not just a “nice-to-have” but a critical component of a high-performing organization. When feedback is given and received effectively, it enhances productivity, fosters a growth mindset, strengthens relationships, and boosts engagement. As leaders, we have a responsibility to cultivate this culture by setting the right example and equipping our teams with the skills they need to succeed.

Let’s commit to building a feedback-rich environment where everyone can thrive. The success of any team and ultimately, the success of any organization depends on it.

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