Advertising
Advertising

Killer Formulas To Give Constructive Criticism At Work

Killer Formulas To Give Constructive Criticism At Work

We spend a significant portion of our lives at work, often in the company of people who we either dislike or have little in common with. Given this, alternative methods of working and the pressure of project deadlines, it is all too easy for frustrations to boil over and a blame culture to emerge.

This is extremely detrimental, however, as such a culture encourages us to apportion blame to our colleagues while judging their performances harshly and subjectively. Only criticism without  judgement can truly be constructive, so it is crucial that you hone your communications skills if you are to create a more positive working environment.

1. Tackle the Problem rather than the person

When workplace projects or processes go awry, it is crucial that you analyse the failings and learn critical lessons going forward. This is not possible if you focus your comments on the person rather than the problem, however, as this manifests itself as a personal attack that distracts from the issues at hand and does not take into account any extenuating circumstances that may have led to the failings.

Advertising

Let’s say that your colleague has given an uninspiring presentation that has failed to wow a new client. Even if you critique with good intentions, using emotive words such as ‘boring’ and applying these to the person rather than the presentation is counter-productive in the extreme and likely to prevent further constructive dialogue. Instead, try to use passive language that is focused objectively on the presentation alone and avoid any personal references. When you do offer feedback, be sure to give each individual point context by offering suggestions for improvement (such as making points in a more concise manner).

2. Understand the goal of offering criticism and share this with your colleague

We have already touched on how emotive language can prevent constructive criticism, but the same principle applies to the way in which you deliver your critique. Directing anger and frustration at the recipient can cause them to shut down, for example, while seemingly aimless and unstructured criticism leaves them with no potential to improve or progress going forward.

If you are tasked with appraising an under-performing employee, for example, it is crucial that you break down each point of criticism and determine the precise motivation for delivering each one. So if you criticise their application because you want them to fulfil their potential in the workplace and share this with the recipient, they can consider the feedback in context while benefiting from an actionable future goal. From your perspective, try using the mind-mapping technique to create a visual representative of your thoughts so that these can be organised and clearly communicated through feedback.

Advertising

3. Focus on Tackling actionable issues

Even though each piece of constructive criticism will have its own unique motivation, as a general rule such feedback is designed to either help drive personal and collaborative improvement or recover from a mistake. With this in mind, it is imperative that you only critique things which are within the recipient’s control, such as their attitude, application and level of skill. This is constructive criticism that enables your colleagues to take actionable steps towards improvements, whereas a general critique of external factors will leave them disillusioned and helpless.

In practical terms, let’s imagine that your colleague is organising a corporate event and has already paid in-full to secure a venue in a remote and difficult to access location. Instead of critiquing their choice and repeatedly saying that the venue is inadequate, it is far better to focus on what can be done to resolve the problem and make good on the investment. Laying on transportation for guests offers a viable solution, for example, as does being empathetic with guests to avoid further backlash.

4. Understand the issues at hand and do not make assumptions

Empathy is crucial to constructive criticism, as is a keen sense of objectivity. These two attributes enable you to understand the other person’s perspective, while also imploring you to understand the issues in detail before responding. In short, you need to act based on what you know rather than what you think, as this ensures that any feedback that you offer is constructive, fair and easy for the recipient to identify with.

Advertising

Let’s say that your colleague is tasked with presenting an update on a specific project, but is only able to deliver an uncertain speech that confused his managers and stakeholders. While it may be natural to assume that this performance was a result of nerves and inexperience (and subsequently suggest that someone else makes the presentation next time), this is not based on fact and does not take any additional factors into consideration. The issue may be a lack of preparation time to the pressure of work, for example, while there may be other circumstances that affected your colleague’s performance.

Either way, this more considered approach improves the quality and delivery of your feedback while also driving informed decision-making.

5. Empower Colleagues with specific and honest feedback

Whenever you aim to offer constructive criticism in the workplace, there is a need to be as specific and as honest as you possibly can. In terms of the former, excellent clarity of thought and an ability to articulate your critique concisely creates specific points for improvement, eliminating any ambiguity that may exist in the recipient’s mind. The value of this can be reinforced with honest and open communication, as this type of direct interaction drives succinct and easy-to-understand actions going forward.

Advertising

If you imagine that a sales colleague is struggling to engage buyers, you may look to offer them a critique concerning the effectiveness of their communication. This instantly open to conjecture, however, as this could apply to internal or external relationships while it may also relate to written or verbal communication. Instead, use specific and focused language to describe the issue in detail, stating that the colleague in question has an issue when talking to buyers.

It is also sensible to advocate the consequences of this problem, such as diminishing sales and a decline in turnover. This helps your colleague to understand the importance of the problem and the need to act on the criticism.

6. Use the Feedback sandwich method to underpin your constructive criticism

Blame culture and non-constructive criticism thrive in a climate of fear and short-term thinking, as people are more concerned with hiding their mistakes than taking on greater responsibility in the workplace. It is therefore important that you use sustainable methods to deliver constructive criticism, creating a culture of fairness in which workers are empowered to improve through feedback.

This is where the ‘feedback sandwich’ method of delivering constructive criticism comes into play, as this simple technique includes three segments that focus on an individual’s strengths and areas for improvement. When critiquing a colleagues performance, you start by discussing strengths and positive elements before continuing with constructive criticism and actionable suggestions for improvement. You then complete the process by reiterating the positive comments made at the start, while reinforcing the impact that the suggested improvements will have once implemented.

Whether you are critiquing a negative character trait or a piece of work, this method drives balanced feedback and incentivizes workers to make positive changes for the future.

More by this author

The One Strategy To Achieve Your Goals With Minimal Effort 6 Ways To Wake Up Early Without Feeling Tired 10 Reasons A Long-Distance Relationship Will Work 12 iPhone 6 Tricks You Probably Don’t Know But Should We Are Often Confused Empathy With Sympathy but What’s The Difference Actually?

Trending in Communication

1 11 Red Flags in a Relationship Not To Ignore 2 Easily Misunderstood by Others? 6 Barriers You Should Overcome to Make Communication Less Frustrating 3 7 Simple Ways To Be Famous In One Year 4 How To Feel Happier (10 Scienece-Backed Ways) 5 31 Simple Ways to Free Your Mind Immediately

Read Next

Advertising
Advertising
Advertising

Last Updated on February 11, 2021

Easily Misunderstood by Others? 6 Barriers You Should Overcome to Make Communication Less Frustrating

Easily Misunderstood by Others? 6 Barriers You Should Overcome to Make Communication Less Frustrating

How often have you said something simple, only to have the person who you said this to misunderstand it or twist the meaning completely around? Nodding your head in affirmative? Then this means that you are being unclear in your communication.

Communication should be simple, right? It’s all about two people or more talking and explaining something to the other. The problem lies in the talking itself, somehow we end up being unclear, and our words, attitude or even the way of talking becomes a barrier in communication, most of the times unknowingly. We give you six common barriers to communication, and how to get past them; for you to actually say what you mean, and or the other person to understand it as well…

The 6 Walls You Need to Break Down to Make Communication Effective

Think about it this way, a simple phrase like “what do you mean” can be said in many different ways and each different way would end up “communicating” something else entirely. Scream it at the other person, and the perception would be anger. Whisper this is someone’s ear and others may take it as if you were plotting something. Say it in another language, and no one gets what you mean at all, if they don’t speak it… This is what we mean when we say that talking or saying something that’s clear in your head, many not mean that you have successfully communicated it across to your intended audience – thus what you say and how, where and why you said it – at times become barriers to communication.[1]

Perceptual Barrier

The moment you say something in a confrontational, sarcastic, angry or emotional tone, you have set up perceptual barriers to communication. The other person or people to whom you are trying to communicate your point get the message that you are disinterested in what you are saying and sort of turn a deaf ear. In effect, you are yelling your point across to person who might as well be deaf![2]

Advertising

The problem: When you have a tone that’s not particularly positive, a body language that denotes your own disinterest in the situation and let your own stereotypes and misgivings enter the conversation via the way you talk and gesture, the other person perceives what you saying an entirely different manner than say if you said the same while smiling and catching their gaze.

The solution: Start the conversation on a positive note, and don’t let what you think color your tone, gestures of body language. Maintain eye contact with your audience, and smile openly and wholeheartedly…

Attitudinal Barrier

Some people, if you would excuse the language, are simply badass and in general are unable to form relationships or even a common point of communication with others, due to their habit of thinking to highly or too lowly of them. They basically have an attitude problem – since they hold themselves in high esteem, they are unable to form genuine lines of communication with anyone. The same is true if they think too little of themselves as well.[3]

The problem: If anyone at work, or even in your family, tends to roam around with a superior air – anything they say is likely to be taken by you and the others with a pinch, or even a bag of salt. Simply because whenever they talk, the first thing to come out of it is their condescending attitude. And in case there’s someone with an inferiority complex, their incessant self-pity forms barriers to communication.

Advertising

The solution: Use simple words and an encouraging smile to communicate effectively – and stick to constructive criticism, and not criticism because you are a perfectionist. If you see someone doing a good job, let them know, and disregard the thought that you could have done it better. It’s their job so measure them by industry standards and not your own.

Language Barrier

This is perhaps the commonest and the most inadvertent of barriers to communication. Using big words, too much of technical jargon or even using just the wrong language at the incorrect or inopportune time can lead to a loss or misinterpretation of communication. It may have sounded right in your head and to your ears as well, but if sounded gobbledygook to the others, the purpose is lost.

The problem: Say you are trying to explain a process to the newbies and end up using every technical word and industry jargon that you knew – your communication has failed if the newbie understood zilch. You have to, without sounding patronizing, explain things to someone in the simplest language they understand instead of the most complex that you do.

The solution: Simplify things for the other person to understand you, and understand it well. Think about it this way: if you are trying to explain something scientific to a child, you tone it down to their thinking capacity, without “dumbing” anything down in the process.[4]

Advertising

Emotional Barrier

Sometimes, we hesitate in opening our mouths, for fear of putting our foot in it! Other times, our emotional state is so fragile that we keep it and our lips zipped tightly together lest we explode. This is the time that our emotions become barriers to communication.[5]

The problem: Say you had a fight at home and are on a slow boil, muttering, in your head, about the injustice of it all. At this time, you have to give someone a dressing down over their work performance. You are likely to transfer at least part of your angst to the conversation then, and talk about unfairness in general, leaving the other person stymied about what you actually meant!

The solution: Remove your emotions and feelings to a personal space, and talk to the other person as you normally would. Treat any phobias or fears that you have and nip them in the bud so that they don’t become a problem. And remember, no one is perfect.

Cultural Barrier

Sometimes, being in an ever-shrinking world means that inadvertently, rules can make cultures clash and cultural clashes can turn into barriers to communication. The idea is to make your point across without hurting anyone’s cultural or religious sentiments.

Advertising

The problem: There are so many ways culture clashes can happen during communication and with cultural clashes; it’s not always about ethnicity. A non-smoker may have problems with smokers taking breaks; an older boss may have issues with younger staff using the Internet too much.

The solution: Communicate only what is necessary to get the point across – and eave your personal sentiments or feelings out of it. Try to be accommodative of the other’s viewpoint, and in case you still need to work it out, do it one to one, to avoid making a spectacle of the other person’s beliefs.[6]

Gender Barrier

Finally, it’s about Men from Mars and Women from Venus. Sometimes, men don’t understand women and women don’t get men – and this gender gap throws barriers in communication. Women tend to take conflict to their graves, literally, while men can move on instantly. Women rely on intuition, men on logic – so inherently, gender becomes a big block in successful communication.[7]

The problem: A male boss may inadvertently rub his female subordinates the wrong way with anti-feminism innuendoes, or even have problems with women taking too many family leaves. Similarly, women sometimes let their emotions get the better of them, something a male audience can’t relate to.

The solution: Talk to people like people – don’t think or classify them into genders and then talk accordingly. Don’t make comments or innuendos that are gender biased – you don’t have to come across as an MCP or as a bra-burning feminist either. Keep gender out of it.

And remember, the key to successful communication is simply being open, making eye contact and smiling intermittently. The battle is usually half won when you say what you mean in simple, straightforward words and keep your emotions out of it.

Reference

Read Next