Feedback Fumbles: Avoid These Pitfalls and Embrace Feedback as a Transformational Tool

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Employee feedback : two words that induce anxiety and trepidation for managers and employees.

Employee feedback: two words that induce anxiety and trepidation for managers and employees.

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The thought of critiquing or being critiqued can be nerve-wracking. Delivering and receiving negative feedback or criticism is challenging for the manager and the recipient.

The thought of critiquing or being critiqued can be nerve-wracking. Delivering and receiving negative feedback or criticism is challenging for the manager and the recipient.

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But when done correctly, feedback is an indispensable tool for growth and performance enhancement. Feedback has the power to propel individuals and teams toward success.

But when done correctly, feedback is an indispensable tool for growth and performance enhancement. Feedback has the power to propel individuals and teams toward success.

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By dissecting good strategies versus ineffective ones, equip leaders with the skills to provide empowering, productive feedback. It’s time to look the feedback demon in the eyes and explore why it instills fear in employees and leaders, and, more importantly, learn to harness this force to foster a learning culture and promote constant and never-ending improvement.

By dissecting good strategies versus ineffective ones, equip leaders with the skills to provide empowering, productive feedback. It’s time to look the feedback demon in the eyes and explore why it instills fear in employees and leaders, and, more importantly, learn to harness this force to foster a learning culture and promote constant and never-ending improvement.

Why Is Feedback Important?

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Unlike scheduled performance reviews, feedback can and should be ongoing and, in many cases, a less formal process.

Unlike scheduled performance reviews, feedback can and should be ongoing and, in many cases, a less formal process.

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While many professionals view feedback as a necessary evil or simply checking a box on a manager’s to-do list, it’s an invaluable tool to increase performance, productivity, and employee engagement when handled correctly.

While many professionals view feedback as a necessary evil or simply checking a box on a manager’s to-do list, it’s an invaluable tool to increase performance, productivity, and employee engagement when handled correctly.

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According to data from Zippia , effective feedback leads to the following benefits:

According to data from Zippia, effective feedback leads to the following benefits:

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  Decreased turnover . Companies that invest in regular employee feedback have 14.9 percent lower turnover rates than organizations where employees do not receive feedback.

  Decreased turnover. Companies that invest in regular employee feedback have 14.9 percent lower turnover rates than organizations where employees do not receive feedback.

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  Increased motivation . Sixty-nine percent of employees say they would work harder if they felt their efforts were recognized through feedback.

  Increased motivation. Sixty-nine percent of employees say they would work harder if they felt their efforts were recognized through feedback.

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  Higher employee engagement . Forty-three percent of highly engaged employees receive feedback at least once a week.

  Higher employee engagement. Forty-three percent of highly engaged employees receive feedback at least once a week.

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It’s critical to understand the common mistakes leaders make when giving feedback and what to do instead to turn feedback into a performance-enhancing tool.

It’s critical to understand the common mistakes leaders make when giving feedback and what to do instead to turn feedback into a performance-enhancing tool.

Mistake 1: Focusing Too Much on the Negative

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It should come as no surprise that employees don’t enjoy hearing negative feedback or reviews. That doesn’t mean leaders should avoid opportunities to help team members improve, but there’s a way to do this without being overly critical.

It should come as no surprise that employees don’t enjoy hearing negative feedback or reviews. That doesn’t mean leaders should avoid opportunities to help team members improve, but there’s a way to do this without being overly critical.

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“Managers often make the mistake of being overly pessimistic, which creates a hostile and demotivating environment,” says Gary Gray , CEO and co-founder of CouponChief. “Balancing constructive criticism with recognition of achievements and strengths is crucial for fostering growth and inspiring employees to excel.”

“Managers often make the mistake of being overly pessimistic, which creates a hostile and demotivating environment,” says Gary Gray, CEO and co-founder of CouponChief. “Balancing constructive criticism with recognition of achievements and strengths is crucial for fostering growth and inspiring employees to excel.”

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First, managers must position constructive criticism as an opportunity to improve versus simply listing things an employee does wrong or highlighting recent mistakes.

First, managers must position constructive criticism as an opportunity to improve versus simply listing things an employee does wrong or highlighting recent mistakes.

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Managers should remove emotions and personal feelings from these conversations and instead consider performance tactically. From there, managers and direct reports can create an action plan to help employees improve.

Managers should remove emotions and personal feelings from these conversations and instead consider performance tactically. From there, managers and direct reports can create an action plan to help employees improve.

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It’s also essential not to discount positive performance while focusing on areas for improvement.

It’s also essential not to discount positive performance while focusing on areas for improvement.

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“Approach each employee’s performance with a dynamic evaluation method that looks at the contribution to a company wholly,” says Doris Joyce, co-founder of Electrly . “This could include harmony and balance they bring to teams and how they aid colleagues with communication. Focusing on the positives helps employees know what they’re good at and boosts their confidence to overcome any weaknesses they display.”

“Approach each employee’s performance with a dynamic evaluation method that looks at the contribution to a company wholly,” says Doris Joyce, co-founder of Electrly. “This could include harmony and balance they bring to teams and how they aid colleagues with communication. Focusing on the positives helps employees know what they’re good at and boosts their confidence to overcome any weaknesses they display.”

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Pro tip: Deliver negative feedback in private, but provide praise in public.

Pro tip: Deliver negative feedback in private, but provide praise in public.

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Any negative feedback or critical reviews should be done one-on-one, whether in-person or via Zoom or Teams. This is respectful to the employee and also allows the manager and report to have an open, honest discussion about performance and improvement.

Any negative feedback or critical reviews should be done one-on-one, whether in-person or via Zoom or Teams. This is respectful to the employee and also allows the manager and report to have an open, honest discussion about performance and improvement.

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Recognition, however, should be shared publicly, in team meetings, all-hands, or other forms of group discussion. Recognition and praise are vital for employee morale, motivation, and engagement. Sixty-nine percent of employees say they would work harder if they felt their efforts were being recognized.

Recognition, however, should be shared publicly, in team meetings, all-hands, or other forms of group discussion. Recognition and praise are vital for employee morale, motivation, and engagement. Sixty-nine percent of employees say they would work harder if they felt their efforts were being recognized.

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At WorkRamp, we have a Slack channel dedicated to sharing praise. Employees of all levels can share shoutouts, recognition, praise, and appreciation in our #Props channel. It’s one of our most active channels, and employees use it regularly to recognize team members’ efforts.

At WorkRamp, we have a Slack channel dedicated to sharing praise. Employees of all levels can share shoutouts, recognition, praise, and appreciation in our #Props channel. It’s one of our most active channels, and employees use it regularly to recognize team members’ efforts.

Mistake 2: Infrequent Feedback

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Like learning and development , feedback should be an ongoing process empowering team members to improve. Employees are three times more engaged when they receive daily feedback from their managers versus annual feedback, and 65 percent of employees desire more feedback at work.

Like learning and development, feedback should be an ongoing process empowering team members to improve. Employees are three times more engaged when they receive daily feedback from their managers versus annual feedback, and 65 percent of employees desire more feedback at work.

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This doesn’t mean you must provide feedback daily, but find a cadence that works for you and your team. Remember that feedback doesn’t need to be a formal process—reserve time during weekly one-on-ones for managers and reports to share feedback. Also, make it a point to ask team members what they’re working on for accountability and to provide recommendations for improvement.

This doesn’t mean you must provide feedback daily, but find a cadence that works for you and your team. Remember that feedback doesn’t need to be a formal process—reserve time during weekly one-on-ones for managers and reports to share feedback. Also, make it a point to ask team members what they’re working on for accountability and to provide recommendations for improvement.

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“One thing I’ve learned is that if there’s a theme to the feedback you give regularly, your team member might benefit from learning the ‘why’ and being given multiple examples of a successful outcome,” Kimberley Vandenbroek , growth product manager, Twilio Segment says. “This shifts your management approach to coaching rather than correcting. Explaining the rationale behind the feedback, providing a few strong examples, and then asking the team member to point out how the rationale is demonstrated in those examples can help solidify the concept and reduce the pattern.”

“One thing I’ve learned is that if there’s a theme to the feedback you give regularly, your team member might benefit from learning the ‘why’ and being given multiple examples of a successful outcome,” Kimberley Vandenbroek, growth product manager, Twilio Segment says. “This shifts your management approach to coaching rather than correcting. Explaining the rationale behind the feedback, providing a few strong examples, and then asking the team member to point out how the rationale is demonstrated in those examples can help solidify the concept and reduce the pattern.”

Mistake 3: Using a One-Size-Fits-All Approach

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While many organizations have protocols and processes for delivering feedback, it’s critical to remember that employees are individuals.

While many organizations have protocols and processes for delivering feedback, it’s critical to remember that employees are individuals.

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Just as employees have various preferences for learning modalities , they are also receptive to different approaches and motivations. So while taking a professional, nonbiased approach to feedback is essential, you may need to tweak your delivery style or action plan based on individual needs.

Just as employees have various preferences for learning modalities, they are also receptive to different approaches and motivations. So while taking a professional, nonbiased approach to feedback is essential, you may need to tweak your delivery style or action plan based on individual needs.

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“As leaders, it’s important to develop appropriate, independent working relationships with each employee,” says Christa A. Lane, senior litigation paralegal, G3PM LLC. “This ensures you know best how to communicate with them directly and allows them to feel respected and valued. This also helps us lead them in the proper direction and bring out their best efforts in performance and productivity.”

“As leaders, it’s important to develop appropriate, independent working relationships with each employee,” says Christa A. Lane, senior litigation paralegal, G3PM LLC. “This ensures you know best how to communicate with them directly and allows them to feel respected and valued. This also helps us lead them in the proper direction and bring out their best efforts in performance and productivity.”

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How can you adjust your approach for individual team members? Try these strategies:

How can you adjust your approach for individual team members? Try these strategies:

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  Consider personality and communication styles. Does your report favor a direct approach, or do they appreciate data and examples?

  Consider personality and communication styles. Does your report favor a direct approach, or do they appreciate data and examples?

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  Understand their goals and motivations. How does your assessment tie back to their growth plan or career trajectory? You could use the Situation, Behavior, Impact (SBI) model to map out feedback and discuss the next steps.

  Understand their goals and motivations. How does your assessment tie back to their growth plan or career trajectory? You could use the Situation, Behavior, Impact (SBI) model to map out feedback and discuss the next steps.

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  Just ask. The best way to know which feedback method or style suits your employees is to ask them directly.

  Just ask. The best way to know which feedback method or style suits your employees is to ask them directly.

Mistake #4: Vagueness

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For feedback to be effective, it must be specific and actionable. Simply telling an employee they could “do better,” “try harder,” or “have room for improvement” doesn’t give them actionable steps or tangible goals to work toward.

For feedback to be effective, it must be specific and actionable. Simply telling an employee they could “do better,” “try harder,” or “have room for improvement” doesn’t give them actionable steps or tangible goals to work toward.

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Managers must provide specific examples of an employee’s performance, whether positive or negative. Try including details like the date and time an incident occurred or particular things you observed. For example, “I noticed you read directly from your slides in the last team meeting. While the data you shared was important and impactful, this didn’t allow you to answer questions or open the conversation to the greater team. How can I help you prepare for your next presentation?”

Managers must provide specific examples of an employee’s performance, whether positive or negative. Try including details like the date and time an incident occurred or particular things you observed. For example, “I noticed you read directly from your slides in the last team meeting. While the data you shared was important and impactful, this didn’t allow you to answer questions or open the conversation to the greater team. How can I help you prepare for your next presentation?”

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“When providing feedback as a leader, your main motivation is to help your employee improve,” Meredith Fish , PHR, WorkRamp’s VP of people and culture, says. “To do so, feedback must be specific and actionable. Saying ‘you didn’t do well in that meeting’ or ‘good work on that project’ isn’t enough.”

“When providing feedback as a leader, your main motivation is to help your employee improve,” Meredith Fish, PHR, WorkRamp’s VP of people and culture, says. “To do so, feedback must be specific and actionable. Saying ‘you didn’t do well in that meeting’ or ‘good work on that project’ isn’t enough.”

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This is where a framework (like the SBI model) can help provide specific feedback and develop an action plan to improve performance.

This is where a framework (like the SBI model) can help provide specific feedback and develop an action plan to improve performance.

Mistake #5: Having a One-sided Conversation

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Don’t forget that feedback is a mutually beneficial process and an opportunity to strengthen the relationship between a leader and team member.

Don’t forget that feedback is a mutually beneficial process and an opportunity to strengthen the relationship between a leader and team member.

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Allow your employees to share their feedback about your leadership style, but also allow them to share any causes or concerns around their performance.

Allow your employees to share their feedback about your leadership style, but also allow them to share any causes or concerns around their performance.

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A majority—83 percent—of employees feel they aren’t listened to fairly or equally at work. This can hurt performance and make team members feel undervalued.

A majority—83 percent—of employees feel they aren’t listened to fairly or equally at work. This can hurt performance and make team members feel undervalued.

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When delivering constructive criticism, allow employees to explain their thought processes or methodology. Why did they do something a certain way? This also allows you to problem solve and strategize to avoid similar mistakes in the future.

When delivering constructive criticism, allow employees to explain their thought processes or methodology. Why did they do something a certain way? This also allows you to problem solve and strategize to avoid similar mistakes in the future.

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Actively listening and taking an empathetic approach can help you build a better working relationship and lead to increased productivity and initiative.

Actively listening and taking an empathetic approach can help you build a better working relationship and lead to increased productivity and initiative.

Turn Feedback Into a Motivational, Performance-Enhancing Tool

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The only thing worse than ineffective feedback is no feedback. In fact, 98 percent of employees disengage from their work when they receive little or no feedback.

The only thing worse than ineffective feedback is no feedback. In fact, 98 percent of employees disengage from their work when they receive little or no feedback.

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The impact of feedback on employee performance and overall organizational success can’t be overstated. It’s time to shed the notion that feedback is a necessary evil and embrace it as an invaluable tool for growth and development.

The impact of feedback on employee performance and overall organizational success can’t be overstated. It’s time to shed the notion that feedback is a necessary evil and embrace it as an invaluable tool for growth and development.

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As leaders, you can transform feedback from a dreaded demon into a catalyst for continuous improvement. Embrace the journey, hone your feedback skills, and foster a culture where feedback is not a source of fear but a pillar of growth and success.

As leaders, you can transform feedback from a dreaded demon into a catalyst for continuous improvement. Embrace the journey, hone your feedback skills, and foster a culture where feedback is not a source of fear but a pillar of growth and success.

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Create and deliver effective leadership training to empower managers to give impactful feedback. The Learning Cloud from WorkRamp is a single platform for all of your employee training needs. Contact WorkRamp for a free demo .

Create and deliver effective leadership training to empower managers to give impactful feedback. The Learning Cloud from WorkRamp is a single platform for all of your employee training needs. Contact WorkRamp for a free demo.