Mastering the Art of Feedback: A Guide for Female Professional Leaders

Feedback is a powerful tool for growth and development in the professional world. According to a survey conducted by Harvard Business Review, 92% of respondents agreed that when delivered appropriately, feedback is effective in improving performance.

As female professional leaders, providing constructive feedback is essential for nurturing talent and fostering a thriving workplace culture.

In this article, we will explore some of the most effective feedback techniques, backed by research and data, and discuss how to apply them in various situations to empower your team and organisation.

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Positive Reinforcement

Positive reinforcement is a highly effective feedback technique that recognises and encourages desired behaviours. A study published in the Journal of Applied Psychology found that employees who receive regular positive feedback are more engaged and motivated, leading to increased productivity and job satisfaction.

When to Use Positive Reinforcement:

• Recognise individual and team achievements.
• Encourage and reinforce behaviours aligned with organisational values.
• Boost employee morale during challenging times.
• Motivate and inspire your team to exceed expectations.

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Example: Imagine you have a team member, Sarah, who consistently meets project deadlines and goes the extra mile to support her colleagues. Instead of just acknowledging her hard work, you can say, "Sarah, I want to commend your dedication and teamwork. Your consistent effort in meeting deadlines and helping your teammates has significantly contributed to our project's success. Keep up the great work!"

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Constructive Feedback with the "Sandwich" Approach

The "sandwich" approach involves sandwiching constructive criticism between two layers of positive feedback. This technique aims to balance negative feedback with encouragement and praise. Research from the Society for Human Resource Management (SHRM) indicates that employees are more receptive to feedback when it is balanced.

When to Use the Sandwich Approach:

• Address performance issues while maintaining employee morale.
• Provide feedback on areas needing improvement without demotivating.
• Encourage professional development and growth.
• Offer guidance to correct errors without discouraging the individual.

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Example: Let's say you have an employee, Alex, who has been struggling with time management. Instead of bluntly criticising, you can use the sandwich approach: "Alex, I appreciate your enthusiasm and creativity in your work. However, I've noticed some challenges with meeting project deadlines. I believe in your potential, and I'm confident that with improved time management, you'll excel even further. Let's work together to address these challenges."

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Start, Stop, Continue Technique

The Start, Stop, Continue Technique provides clear and actionable feedback by focusing on three categories: what an individual should start doing, stop doing, and continue doing.

This technique can also be effective in group settings, enabling team members to provide feedback to one another and encourage growth.

Research suggests that structured feedback frameworks like Start, Stop, Continue are valuable tools for fostering feedback cultures within teams.

Example: Suppose you have a team member, John, who needs feedback on his project management skills. You can say, "John, I suggest you start setting clearer project milestones to enhance task tracking, stop multitasking during critical project phases, and continue effective communication with the team."

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The Feedback Loop: Continuous and Timely Feedback

Timely and continuous feedback is vital for ongoing development. Deloitte's Global Human Capital Trends report reveals that organisations with a strong feedback culture are more likely to outperform their peers. This technique emphasises real-time, ongoing communication rather than relying solely on periodic evaluations.

When to Use Continuous Feedback:

• Support ongoing skill development.
• Address issues promptly as they arise.
• Reinforce desired behaviours immediately.
• Foster a culture of open and transparent communication.

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Example: Imagine you're working with Jessica, who recently gave a stellar presentation. Instead of waiting for the annual review, you can provide timely feedback: "Jessica, I was impressed with your recent presentation. Your communication skills and ability to engage the audience were outstanding. I believe you can further enhance your skills by working on your slide design and incorporating more real-world examples."

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Starfish Technique

The Starfish Technique is a visual feedback method that categorises feedback into five areas, represented by the arms of a starfish: Start Doing, Stop Doing, Continue Doing, Less of, and More of. This technique encourages well-rounded and holistic feedback.

Example: If you're evaluating an employee, John, you might say, "John, you're doing great in many areas. Keep up the good work with client interactions (Continue Doing), but let's work on refining your time management skills (Less of) and explore opportunities for taking on more challenging projects (More of). Additionally, consider streamlining your administrative tasks (Stop Doing) to focus on high-impact activities (Start Doing)."

In a group setting, for example, the Starfish technique helps to reframe feedback sessions as opportunities for growth rather than punishment or praise. Participants are presented with a five-point star and are encouraged to write what they want the subject of feedback to keep doing, do more of, do less of, start doing, and stop doing. This technique effectively provides feedback on events or situations and helps generate actionable steps based on feedback. The visual element of the star enables capturing group sentiment and fostering equivalence among feedback items. Research has demonstrated that the Starfish technique leads to more actionable feedback and encourages growth-oriented conversations.

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The Art of Specificity

Specific feedback is clear, detailed, and directly related to the individual's actions or behaviour. A study published in the Journal of Management found that specific feedback is more effective in improving performance compared to vague or general feedback.

When to Use Specific Feedback:

• Address precise actions or behaviours requiring improvement.
• Acknowledge specific accomplishments.
• Provide clarity on expectations and goals.
• Ensure that feedback is actionable and leads to tangible results.

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Example: Suppose you manage a team member, David, who has been struggling with communication. Instead of saying, "You need to improve your communication," you can be specific: "David, during our team meetings, I've noticed that you sometimes interrupt others while they are speaking. To improve our communication dynamics, I suggest actively listening and allowing others to finish their thoughts before responding."

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The Situation-Behavior-Impact (SBI) technique

The SBI Feedback Technique is a structured way of giving clear and objective feedback to aid personal and career development.

It involves three steps: describing the situation, explaining the behaviour observed, and outlining the impact on the individual and the organisation. SBI encourages the person giving feedback to be specific and objective, avoiding vague or personal judgments. Research suggests that implementing this technique fosters a positive feedback culture and promotes personal and professional growth.

When and how to use the SBI Feedback Technique:

• Performance Review: During a performance review, you can use the SBI technique to provide feedback on specific excellent or subpar performance instances. For example, "During our last project (situation), you consistently met deadlines and exceeded our expectations (behaviour), which significantly contributed to our success (impact). Keep up this level of dedication.
• Conflict Resolution: When addressing interpersonal conflicts, you can use SBI to discuss a recent disagreement. "During our team meeting (situation), I noticed that you raised your voice and interrupted your colleague (behaviour). This created tension in the group (impact). Let's work on more constructive communication."
• Leadership Development: In leadership development, you can use SBI to help a team leader improve their management style. "In team meetings (situation), I've observed that you often dominate the conversation and don't allow others to share their ideas (behaviour). This can make team members feel unheard and less engaged (impact). Let's focus on facilitating more inclusive discussions."

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The 360-Degree feedback

The 360-degree feedback approach involves collecting feedback from various sources, including peers, subordinates, and superiors. Research by the Corporate Leadership Council shows that organisations implementing 360-degree feedback experience a 10% improvement in employee engagement and a 7.8% improvement in employee productivity.

When to Use 360-Degree Feedback:

• Evaluate leadership effectiveness from multiple perspectives.
• Identify blind spots and areas for personal growth.
• Foster a culture of openness and collaboration.
• Facilitate self-awareness and personal development.

Example: Imagine you are a female leader seeking 360-degree feedback. You collect input from your team members, peers, and superiors. You receive feedback that you are a great communicator and visionary leader but sometimes need to delegate more effectively. You take this feedback to heart and work on your delegation skills to empower your team and improve your leadership effectiveness.

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As female professional leaders, mastering the art of feedback is essential for nurturing talent, fostering growth, and creating a positive workplace culture. These efficient feedback techniques, backed by research and data, provide a solid foundation for delivering impactful feedback in various situations. By harnessing the power of constructive feedback, you can empower your team, inspire growth, and lead your organisation to greater success.

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Remember, feedback is not just about pointing out flaws or highlighting achievements; it's about cultivating an environment where individuals can thrive and reach their full potential. Embrace these techniques, tailor them to your unique leadership style, and watch as your team and organisation flourish under your leadership.

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