6. how to give feedback

7/27/2019 6. How to Give Feedback

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How to give a feedback



What is feedback and why we need it

What is feedback: Process of sharing observations of behaviour with an intention of improving

performance of an individual.

Why feedback is important?

Winning businesses and teams use feedback to improve performance Feedback helps people to understand the perceptions of others and gives others the opportunity

to correct and change negative perceptions Regular feedback ensures that there are no surprises around performance appraisal time Feedback gives people insight in to their strengths and development needs Regular feedback encourages an open environment where people can say what they are feeling

and observing One of a leader's responsibilities is to create and utilize a forum for open, constructive

communication in which feedback is one important aspect.

Effective feedback characteristics

Perceptions are REALITY to the Perceiver -It’s about how others see you (whether that beright or wrong) – HOW THEY FEEL

Feedback is about UNDERSTANDING - Probe to understand people’s views – what was theirintention? Beware of jumping to your own conclusions!

Feedback is not criticism.Criticism is evaluative; feedback is descriptive.

IMMEDIATE rather than delayed - Feedback must be well timed. It should be given as soonafter the event as feasible

Feedback is a PRIVILEGE not a right!- Its hard to receive feedback but its often as tough togive!

REGULAR not Sporadic - Agree to meet your staff on a regular basis to review their program.

It takes into account the needs of the receiver of the feedback . Feedback can bedestructive when it serves only your own needs and fails to consider the needs of the person onthe receiving end. It should be given to help, not to hurt. It is directed toward behavior which thereceiver can do something about.

It involves sharing of information rather than giving advice. By sharing information, we leavea person free to decide in accordance with goals, needs, etc. When we give advice we tell a personwhat to do and to some degree take away the person's freedom to decide for him/herself.

5 steps to giving effective feedback

1. Set the scene2. Invite self assessment3. Give your feedback4. Invite reactions5. Closure and next steps

1. Set the scene: Close as possible to the event

Prepare the facts and how to present them Explain the purpose of the conversation



Be open, warm and genuine Choose an appropriate time and place – confidential and private

2. Invite self assessment: Explore the person’s understanding of the situation – you might ask “What went well?” “What

could be done differently?”

Probe to raise awareness by asking questions – test assumptions “What is your understandingof X situation?”

Work to understand where the person is coming from and their perceptions Listen!

3. Give your feedback: Offer feedback and be straightforward and specific Focus on behaviour as observed and not the person Explain the consequences of behaviour – the implications and how it makes you feel Use the BIO model ( Behavior – Impact – Outcome)

4. Invite reactions Test reactions with the person Encourage an open discussion Listen!

5. Closure and next steps: Discuss what you want to change and when Establish areas of agreement Determine next steps Summarize Close

Challenges in giving feedback

Mistakes people do in receiving feedback: a. They accept the negative part of the feedback, but try to explain it or justify it (or decide that theperson giving the feedback is wrong, so the comments are dismissed entirely!)b. They focus on the positive, and use it to reinforce what they already know to be true.In either case, the feedback often fails to achieve the desired result. Rather than starting the processof self-examination to understand how their behavior needs to change, people continue to do whatthey were doing before, without making any major shift or correction.

Feedback generally falls into one of the categories in the matrix:

• Positive/Expected – But instead of simply hearing this familiar praise and doing nothing with

it, ask yourself: How can I celebrate this aspect of myself? How can I use this skill to improve my productivity or personal satisfaction? How can I use the skill to help others who are not as strong?

• Negative/Expected –. To apply this expected feedback and make a positive change, askyourself: What actions have I already taken to address this concern? How successful were those actions? What else do I need to examine and/or change to achieve the results I want? If I don't make these changes, how will this impact my job or life?

• Positive/Unexpected – Receiving positive feedback that we don't expect is like a surprise

birthday present. But after the initial joy, it's important to examine this feedback further byasking yourself:



Why was I surprised to hear this? What previous experiences might have caused me to forget or dismiss this strength or ability? How will I celebrate this newly discovered skill? How can I use this skill to improve my life?

• Negative/Unexpected – This feedback is the most difficult to hear and understand. But it can

also be the source of much self-discovery, if we're open to it. This unexpected feedback oftencomes from areas that we don't want to acknowledge, or aren't prepared to face, and it can causesome strong emotions. However, when we learn to deal with it, we can take big steps forward onour journey of self-improvement. Some further questions to explore include:

360 degree feedback

What is it 360 degree feedback?Is a system or process in which people receive confidential, anonymous feedback from the peoplewho work around them. This typically includes the employee's manager, peers, and direct reports.

What are the benefits of 360 degree feedback?

Increase awareness of and relevance of competencies Offers a broader perspective over self Encourage open communication Improves team work

6. how to give feedback

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