Mastering Giving Feedback: 7 Lessons I Learned as a Leader

Early in my career, I led a small team on a project with tight deadlines. One team member, usually dependable, began missing deadlines and the quality of work declined. I knew I had to address it, but I was hesitant, worried about coming off as too harsh.

When I finally gave the feedback, I focused too much on the negatives, which led to an awkward conversation and strained our working relationship. That experience taught me the importance of how feedback is delivered.

For leaders who find themselves in similar situations, here are seven lessons I learned from giving and taking feedback from my team.

1. Be Specific and Constructive

One of the most critical aspects of effective feedback is specificity.?

Vague feedback doesn’t provide any guidance. Instead, try to focus on specific outcomes or behaviors.?

For instance, instead of saying, “Your report wasn’t good,” say, “The report lacked detailed analysis in the market trends section, which is important for our decision-making.” When you’re specific, it is easier for people to understand what needs to be improved.??

Pair this with constructive suggestions, such as, “Next time, include a more in-depth analysis, perhaps comparing with previous reports to highlight trends.” This approach provides clear guidance and actionable steps, making the feedback more impactful and easier to act on.

2. Don’t ‘Sandwich’ Your Feedback

If you only ever provide negative feedback, it can be demoralizing. On the other hand, only giving positive feedback can leave people unaware of areas they need to improve.

So what do I do? Well, I got this advice to try the ‘Sandwich’ therapy. You start with something positive, follow up with an area of improvement and then end on a positive note.?

While it sounded like great advice, it backfired more than I thought. It made me come across as manipulative and insincere. To be honest, I did not feel authentic myself.?

So what’s the alternative?

In my experience, I feel people appreciate genuineness and authenticity.

When you’re real and authentic, even negative feedback can turn into constructive criticism.

Also, try to see good in people. I genuinely believe everyone is good at something. We just have to find out what they’re good at and take the best out of them.?

3. Be Mindful of Your Delivery

The feedback delivery is as important as what you say. A calm, respectful tone fosters a constructive dialogue, while a harsh or dismissive tone can create defensiveness.

I've seen leaders give feedback in front of the entire team, turning it into a public reprimand and causing embarrassment.?

Instead, I approach feedback with empathy, considering how I’d want to receive similar comments.

A private, face-to-face conversation is often best. It shows respect and creates a space for open discussion, where the other person feels comfortable asking questions and sharing their perspective.

4. Timeliness is Key

Timeliness is crucial when giving feedback. Waiting too long can diminish its impact, making it feel like an afterthought. For example, addressing a team member's issues at the end of a project misses the chance for immediate improvement and leaves little room for course correction.

Providing feedback promptly shows you're engaged and attentive to your team's progress.

It allows for quick adjustments and helps maintain momentum, signaling that you care about their development and success.

However, timing isn’t just about speed. Choose the right moment, especially if emotions are high. Waiting until things have calmed ensures your feedback is received positively and constructively.

5. Encourage Dialogue and Listen

Feedback should be a two-way street. It’s not just about what you have to say; it’s also about listening to the other person’s perspective. After giving feedback, I always encourage my team members to share their thoughts.

Sometimes, they provide context that I wasn’t aware of, which can change my perception of the situation.

For example, when a team member was missing deadlines, a follow-up conversation revealed they were struggling with personal issues that were impacting their work.

This opened up a discussion about adjusting their workload temporarily to help them manage better. By listening, I was able to offer more tailored support and build trust.

6. Focus on Development

Linking feedback to goals ensures it drives meaningful progress.

Connect the feedback directly to the individual's objectives and broader team goals.

For instance, if a team member’s report lacks detail, explain how enhancing the analysis aligns with strategic objectives and improves overall performance.

This approach provides context, helping the individual see how their work fits into the larger picture. It clarifies the purpose of the feedback and shows its impact on team success.

Moreover, linking feedback to goals boosts motivation. When individuals understand how their improvements contribute to achieving their goals, the feedback becomes more relevant and actionable.

7. Follow Up

Feedback should not be a one-time event. Following up demonstrates that you’re invested in the person’s development and care about their progress.

After the initial feedback conversation, I make a point to check in later, whether through a brief meeting or a quick email.

For example, if you’ve given feedback on improving communication skills, follow up in a few weeks to discuss any changes they’ve implemented. This allows you to assess whether they’ve noticed improvements in their interactions and provides an opportunity for additional guidance.

This continuous loop of feedback and follow-up reinforces positive behavior. It ensures that feedback leads to real improvement and helps maintain ongoing development.

Closing Thoughts on Feedback Mastery

Giving effective feedback is one of the most challenging yet rewarding aspects of leadership. It’s not just about pointing out mistakes but about helping your team members grow and succeed. When approached thoughtfully, feedback becomes a tool for building trust, enhancing relationships, and driving overall performance.

From my experience, the true value of feedback lies in its ability to inspire improvement and development. By focusing on constructive and empathetic communication, you can transform feedback from a challenge into an opportunity for meaningful progress.