Playing with a “Tsurugi” – Giving Feedback

In Japanese, "Tsurugi" refers to a double-edged sword that can harm both opponents and wielder if not handled with care. This principle also applies to providing feedback. Feedback plays a critical role in organizational management and leadership. It involves providing information about an individual's or group's performance and behavior to improve future outcomes by highlighting strengths and areas for growth. Effective feedback aims to support development while avoiding morale-damaging criticisms. Leaders must deliver feedback strategically to inspire without causing disheartenment, as it can either nurture growth or create discord. They need to recognize achievements and opportunities for learning, refine communication skills, and consider individual and environmental factors to offer impactful feedback that steers professional development.

Giving feedback is essential for several reasons:

Performance Improvement: Providing regular feedback to team members is essential for helping them recognize their strengths and areas for improvement. It offers guidance and transparency, allowing them to synchronize their actions with the objectives of the organization.

Professional Development: Providing constructive feedback is essential for fostering professional development. It enables employees to acquire new abilities, enhance their work quality, and progress in their professional paths.

Engagement and Motivation: Providing feedback in a constructive manner can enhance team morale and motivation, demonstrating the leader's commitment to the team's growth and achievements.

Communication Enhancement: Feedback is important for promoting open communication and cultivating an environment of trust and transparency among team members.

Open Communication: Providing feedback is crucial in establishing open lines of communication and fostering a culture of trust and transparency within the team.

The Double-Edged Nature

Feedback, while essential, can be a double-edged sword and if mishandled, can lead to negative outcomes:

Demotivation: Negative feedback, if not delivered carefully, can demoralize employees, leading to decreased motivation and productivity.

Resentment and Resistance: Poorly delivered feedback can create resentment, causing team members to become defensive or resistant to further input.

Miscommunication: Feedback that is unclear or ambiguous can lead to misunderstandings, causing confusion and misalignment.

Erosion of Trust: Inconsistent or unfair feedback can erode trust between the leader and the team, damaging the overall work environment.

Balancing the Feedback Equation

In order to effectively provide feedback, leaders need to find a middle ground between being straightforward and empathetic. Here are some techniques to help strike this balance:

Particularity and Objectivity: Particularity is crucial in feedback. Vague comments like "You need to improve" are unhelpful and can leave employees feeling uncertain about what actions to take. Instead, provide clear examples and focus on observable behaviors. For instance, "I noticed that your last report had several formatting errors which affected its readability" is more actionable

Utilize the "SBI" Model: The Situation-Behavior-Impact (SBI) model is an effective framework for giving feedback. It involves:

??? Situation: Describe the context of the feedback.

Behavior: Clarify the exact behavior observed.

Impact: Discuss the impact of the behavior on the team or organization.

For example, “In the meeting yesterday (Situation), you interrupted several times (Behavior), which made it difficult for others to contribute (Impact).

Blend Positive with Negative: The feedback sandwich, where negative feedback is “sandwiched” between positive comments, can be effective if used genuinely. Start with a positive observation, provide the constructive feedback, and end on a positive note. This approach helps maintain morale while addressing areas for improvement

Concentrate on Behaviors, Not Personalities: Feedback should always address specific behaviors, not personal attributes. Criticizing someone’s character or personality can lead to defensiveness and conflict. Instead, focus on how certain behaviors affect the team’s goals and outcomes.

Foster a Growth Mindset within The Team: Promote a culture of continuous improvement and learning. Frame feedback in a way that emphasizes growth and development rather than failure. Encourage employees to see feedback as an opportunity to improve rather than a critique of their abilities.

Delivering Feedback - Best Practices

Create a Safe Environment: Ensure that the environment in which feedback is given is private and free from distractions. This shows respect for the employee and the sensitivity of the feedback process. A harmless environment encourages open and honest communication.

Be Timely: Feedback should be given as close to the event as possible. Overdue feedback may lose its importance and impact. Timely feedback helps employees connect the feedback with their actions and understand the context better.

Be Empathetic: Empathy is key to delivering feedback effectively. Try to understand the recipient’s perspective and how they might feel. Use empathetic language and show that you care about their growth and success.

Listen Actively: It's important to remember that giving feedback should not be a one-way conversation. In order to make the feedback session productive, it is crucial to make it a two-way conversation. Encouraging the employee to express their thoughts and feelings is essential. Actively listening shows respect and allows you to gain insight into their perspective, which can lead to more impactful feedback.

Follow Up: Feedback should not be a one-time event. Follow up with the employee to see how they are progressing and provide additional support if needed. This demonstrates your commitment to their development and reinforces the feedback’s importance.

Common Pitfalls in Feedback Delivery

Even with the best intentions, leaders can fall into common pitfalls when giving feedback. Here are some to watch out for:

Being Overly Critical: Constant negative feedback can be demoralizing. Balance criticism with recognition of what the employee is doing well. Ensure that your feedback is constructive and aimed at helping the employee improve.

Avoiding Difficult Conversations: Some leaders avoid giving negative feedback to prevent discomfort. However, avoiding difficult conversations can lead to bigger problems down the line. Address issues promptly and constructively.

Giving Feedback in Public: Public criticism can be humiliating and counterproductive. Always provide feedback in private to maintain the employee’s dignity and encourage open dialogue.

Being Inconsistent: Inconsistent feedback can confuse employees and undermine trust. Ensure that feedback is consistent and based on clear, objective criteria.

Effective feedback from leaders requires balance and skill. It should be specific, objective, and consider how the feedback is received. Open communication and a focus on continuous improvement helps create an environment where growth and success are possible. Using techniques like SBI, balancing positive and negative feedback, and avoiding common mistakes allows for constructive and inspiring feedback. Feedback goes beyond noting errors by fostering development and achievement for all. It is the role of leaders to skillfully provide feedback that benefits both individuals and the organization.