Giving feedback allows the recipient (for example, your colleague) to understand and improve his/her performance. But despite the fact that feedback is actually a very positive thing, it evokes a tremendous amount of anxiety in many people. Many people have negative associations with the word "feedback. Too bad, because practice shows that feedback is the key to engaging people in the organization and keeping them on the right (development) track. When feedback is given in a proper, respectful way, it can lead to exceptional performance. But how do you give feedback? Giving feedback is a skill, and like all skills, practice makes perfect. In this article, we give you 10 tips to help you give feedback.
1. Now is the right time
Choose the right time to give feedback, but don't wait too long. Make sure it doesn't come as mustard after the meal (don't save it until the annual performance review ), but don't rush feedback either. Take plenty of time for it. For example, it is good to put yourself in the other person's shoes. Is the other person not having his/her best day? Then don't criticize immediately, but wait a while. In addition, giving feedback almost always involves emotions. Therefore, prepare yourself well. As soon as you know what you are going to say, it helps to keep your emotions in check.
2. Positive feedback is also feedback
Not only naming areas for improvement is feedback. Compliments are also feedback. Research has shown that negative feedback is remembered more often than positive feedback. When you mention one negative point, you should mention three positive points in return to get it back in proportion. In addition, it is important that the whole process of giving and receiving feedback be positive. After all, the goal is to support each other in the process of growth. Do you use that approach? Then you are building a safe and trusting relationship with each other, and that is the basis for feedback.
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3. Think from the other person's point of view when giving feedback
Everyone is different, which is why it is very important to look at the situation from the other person's point of view. Why is the person doing what they are doing and why are they not succeeding? Feel free to also ask questions to further clarify the situation. You open yourself up to an explanation and this creates trust. Feedback is a dialogue. Show understanding for each other.
4. Make feedback concrete
"You always come late and it annoys me" is how NOT to do it. Address the other person in a positive and concrete way and name a specific situation: "I have noticed that you have been late a number of times. Could you take this into account by being on time from now on?" That way the other person knows what they can improve in the future.
5. Give feedback from within yourself
Address the other person in the I form. This makes it less offensive. For example, "I notice that..." instead of "You do...". By speaking from the I form, you speak for yourself and this is often about your own opinions and feelings, which can (almost) never be wrong. Here, it is also important that you describe the person's actions and/or behavior, rather than the person themselves. Above all, also indicate what he/she can improve upon.
6. Why are you giving this feedback?
What is the purpose of the feedback you give? What can the other person learn from this? Think about this and express it to each other. Use mostly positive things; this will make the other person accept something faster and have more motivation to improve. Give concrete examples of how the other can improve. Make an action plan and help the other forward. This shows that you as a colleague want to support the other in his / her development process.
7. Nonverbal communication
You can make the feedback super positive, but if your face is like a thunderstorm or you're sitting there like a bag of salt, it won't come across very positively. So nonverbal communication is very important: sit up straight, with your feet on the floor and your hands on the table. When you are in conversation with the other person, it is wise to sit in a corner rather than facing each other, so the other person feels more at ease.
8. Make a habit of giving feedback
Why wait until the review meeting at the end of the year when you can do it right away? When you give each other feedback on a regular basis you build a more equal relationship. Make it a habit. That way you don't make feedback a big deal either and it doesn't scare people off so easily. A feedback app makes giving feedback very easy and approachable, and giving feedback through an app gives you plenty of time to think about what you want to say. After giving online feedback, you can "live" the conversation to go deeper into the content.
9. Focus on 2 to 3 points
"It would be good if you improve this, and this, and this. Oh yes, and also this, and this." As you probably notice yourself, listing multiple areas for improvement doesn't work. It is far too overwhelming and almost impossible to provide a focus. Therefore, in your feedback, name a maximum of 2 or 3 points, this way you give the other person space to take concrete steps.
10. Always remain yourself!
Don't use difficult words that you don't feel comfortable with. Stay yourself, and it will always work out. Good luck!