Privacy and Emotional Control
The first step is to find a private place to give feedback. Hold the meeting in your office or schedule a meeting room to discuss the feedback. Next, ensure that you are in control of your emotions. If you need time to gather your feelings, postpone the discussion for a few hours or until you have organized your thoughts. Remember that the goal of feedback is to foster improvement and to approach the conversation with a positive mindset.
Be Specific in Negative Feedback
Effective feedback is specific. It may be accurate to say, “John, you definitely messed that up,” but it does not tell John what he did wrong. The same goes for saying that Mary is often late to work. Instead, describe the specific behavior and identify the business impact of the action.
Feedback Should Be Timely
If you’ve ever received a long list of negative feedback during an annual performance review, you understand how ineffective such input is long after the event has occurred. Feedback of all kinds should be given as soon as possible after the event.
Reinforce Positive Aspects
Employees need to feel that they can make mistakes and still be appreciated. Let them know that you have confidence in them as a person and in their abilities. Say something like, “You’re a good customer service representative, so I’m sure you see the need to be more patient with customers.”
Receive Input and Agree on an Action Plan
After informing the person about the recent actions that were inappropriate and the reasons, stop talking. Give the other person a chance to respond to your statements and ask clarifying questions. Setting a specific date and time to review actions and improvements is an essential part of the feedback process. It creates accountability and enhances the likelihood of performance improvement. Agree on the appropriate future performance for the employee. If there are specific things the employee should start doing or stop doing, make sure to clarify them. If there is something you need to do, like additional training for the employee, agree on that as well.
Final Thoughts
While driven professionals appreciate both positive and constructive feedback, managers often feel uncomfortable delivering it. Some managers who struggle to give constructive feedback worry that they will not be liked or fear creating a scene when presenting criticism. By following and practicing the suggestions mentioned in this article, a manager can eliminate the fear of giving negative feedback and turn the conversation into a constructive event.
And remember, after providing constructive feedback and agreeing on a decision and follow-up plan, continue with the work. Don’t hold grudges against the employee for making a mistake. Don’t hover around them for fear they may make another mistake. Monitor their performance as you would with all employees, but don’t overindulge.
Source: https://www.thebalancemoney.com/how-to-give-negative-feedback-properly-2275334
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