21
Mar
Feedback is an evaluation of our own or someone else’s work and actions. Everyone gives it, but not everyone does it well. When structured properly, it contributes to growth and better results. How can you give it in a way that brings the most benefits? Find out in our guide!
Feedback – A Key Tool in Communication
No one lives on a deserted island. Throughout life, we build relationships, gain qualifications, learn languages, explore cultures, and take on professional tasks. Our actions, whether in our personal or professional lives, are often subject to evaluation. The response we receive is what we call feedback.
Most commonly associated with the business world, a feedback form is a tool used by managers to inform team members about their performance and future expectations. However, giving feedback is also essential in personal relationships. It helps us adjust our behaviour, improve the quality of our interactions, and make better decisions in our professional journeys.
While the meaning of feedback is widely understood, not everyone knows how to give feedback effectively. To ensure your approach is appropriate, explore the key techniques outlined below.
How to Give Feedback the Right Way?
The culture of feedback, that is the habit of both giving and receiving constructive feedback, offers many advantages. However, there is always the risk that the recipient may misinterpret the intent behind it. It’s no surprise that many people wonder how to give constructive feedback without causing misunderstandings. If you want to be effective:
- Prepare for the conversation and create a positive atmosphere
Take the time to reflect on the message you want to convey. Lack of spontaneity is an advantage here – it helps avoid unnecessary topics and prevents saying something inappropriate. Also, make sure to foster a supportive and open atmosphere that encourages discussion and feedback questions. - Address the recipient directly
Ensure your message reaches the right person. It’s highly unprofessional to involve team members who are not related to the issue. Such behaviour is a quick way to lose trust and respect in the workplace. - Focus on actions, not personalities
Keep your comments factual and avoid personal judgments or emotions. Stick to relevant issues and avoid referencing past events that have no bearing on the current discussion. Stay away from comparisons with others or critiques of personality traits. A good constructive feedback example is always specific and solution-oriented.
If you’re giving feedback for colleagues or your entire team, visual communication tools like a magnetic whiteboard can be highly effective. Use it to list pros and cons, pin potential solutions, or summarise key discussion points.
Similarly, feedback forms can be helpful during recruitment. Candidates increasingly expect clear answers and quick feedback. Writing down observations and sharing them during the interview process can significantly improve your company’s employer branding. A well-structured feedback form ensures applicants understand both their strengths and areas for improvement, making them more likely to apply again in the future with enhanced skills. - Give negative feedback in private
If you need to address a mistake, never do it in a public setting. Nobody likes being told they did something wrong, especially in front of others. What is negative feedback? It’s a message about an area that needs improvement – and delivering it privately prevents embarrassment and increases receptiveness. - Balance criticism with positivity
Regardless of the situation, always highlight positive aspects. A focus on negatives alone can be demotivating. Ensure that even after discussing mistakes, you offer positive feedback to leave the recipient feeling encouraged rather than disheartened. - Base your feedback on specific examples
Use simple feedback examples to clarify your points. If you’re offering constructive feedback, reference clear instances where change is needed – this gives the recipient a point of reference and makes improvement easier. - Allow space for a response
Giving feedback should be a two-way conversation. Encourage the recipient to share their thoughts and perspectives. If you’re discussing areas for improvement, ask for their ideas on potential solutions. - Offer guidance for the future and end on a motivational note
Clearly outline what actions or changes are expected moving forward. Conclude on an encouraging note, expressing confidence in the recipient’s ability to improve. This ensures that giving feedback is a constructive experience rather than a discouraging one.
Feedback Models – Effective Methods for Providing Feedback
There are different types of feedback, each suited to different situations. It’s worth familiarising yourself with at least a few of them to effectively manage relationships and achieve your goals. Below, we present 3 selected feedback models:
- The Sandwich Method. This option involves placing all the unpleasant information in the middle of the message. In this case, we ensure that the beginning and end remain positive. Information delivered in this way is less harsh and doesn’t demotivate the recipient. However, there is a risk that the positive conclusion of the discussion may overshadow the earlier highlighted negative feedback, making our message not fully understood.
- FUKO. This feedback method consists of four stages: Facts, Feelings, Consequences, and Expectations. This means discussing specific situations, personal feelings related to them, the consequences of the actions discussed, and the expectations for the person receiving the feedback. We also pay attention to the intentions with which we approach the conversation. At the end, a proposed solution should be presented, the interlocutor’s agreement to the proposed solution, and criticism, leaving room for developing an alternative approach if needed. This model is recommended for implementation in manager-employee relationships.
- Stop/Start/Continue. Do you need a method that allows you to create simple daily feedback? This method is for you. It focuses on three aspects:
Stop – we inform the recipient what they should no longer do.
Start – we focus on what the person being evaluated should start doing to achieve better results.
Continue – we list the actions that should be continued because they yield the desired outcomes.
Feedback created using this method is clear to everyone and doesn’t take much time to prepare.
Mastering how to give feedback effectively can lead to improved relationships, better teamwork, and higher productivity. When done correctly, it creates a culture of continuous improvement and fosters open communication.
Although giving feedback can be challenging, avoiding these conversations isn’t the solution. By applying clear feedback questions, focusing on specific examples, and choosing the right feedback model, you can ensure a positive and constructive feedback experience for both you and the recipient.
Follow these simple guidelines, and you’ll see a noticeable improvement in communication and workplace effectiveness!
Read more: The Feynman Technique on a board
