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How to Provide Positive Feedback to Your Colleagues

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How to Provide Positive Feedback to Your Colleagues

Most of us are familiar with the dreaded “yearly review.” It’s oftentimes viewed as little more than a paperwork requirement for the HR department, but that’s too bad, because when done properly, feedback is useful for the growth of both the worker and the organization. There are a lot of benefits to providing positive feedback, including increased employee morale, providing a pleasant work environment, and increased job satisfaction and performance.

However, providing positive feedback entails a lot more than just a pat on the back and saying, “good job.” In fact, positive feedback is woefully misunderstood and underused in today’s business culture.

What is Positive Feedback?

Positive feedback is feedback designed to reinforce a desired behavior. How does this differ from negative feedback? Negative feedback, instead of reinforcing, is designed to redirect an unwanted behavior. Here are two very simple examples:

Negative feedback: “If you don’t start backing up your reports with more facts and analysis to support your opinion, we’ll get someone who can.”

Positive feedback: “Good job on that report, I liked how you backed up your ideas with facts and analysis that supported your conclusion.”

Now, both statements encourage the person to use more “facts and analysis” in their report, but one takes a “vinegar” approach and the other a “honey” approach. You can probably guess which approach catches more flies.

Why Focus on Positive Feedback?

As stated earlier, positive feedback is associated with higher employee morale, a better work environment, and more productive employees. Additionally, a Gallup survey found that 67% of employees whose managers focused on their strengths were fully engaged in their work, as compared with only 31% of employees whose managers focused on their weaknesses. [1]

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Additionally, IBM’s WorkTrends survey of over 19,000 workers in 26 countries, across all major industries and thousands of organizations, revealed that:

  • Employees who receive recognition are more likely to be engaged at work. In fact, the engagement level of employees who receive recognition is almost three times higher than the engagement level of those who do not.
  • Workers who receive recognition are less likely to quit. Without recognition, about half (51 percent) of surveyed employees said they intended to leave their current positions, while with recognition, just one quarter (25 percent) said they intended to leave their organizations.
  • Employees whose organizations use multiple communication channels for recognition are more likely to feel appreciated and show a higher level of employee engagement. The more channels used for recognition, the higher the employee engagement level.

The findings show that positive feedback has a clear, constructive impact on employees. What’s more, the report implies that technologies such as social media and mobile communication could be strong candidates for the effective delivery of recognition, as they offer interactive, frequent, and immediate communication via multiple channels.[2]

Positive feedback is also an effective team management strategy. Studies have shown that high-performing teams share more than six times the amount of positive feedback of average-performing teams. In addition, low-performing teams share nearly twice as much negative feedback as average-performing teams. Again, the evidence in favor of positive feedback is clear. [3]

Why is Giving Positive Feedback so Difficult?

With all the benefits positive feedback produces in the workplace, why isn’t it used more? The answer to that lies in our own personality traits:

  • If, for example, a person didn’t get any positive feedback as they were “coming up,” then they may not understand its value for others.
  • Some people feel that negative feedback has more of an impact on business than positive feedback. However, studies show that this is not the case.
  • Managers may see positive feedback as wishy-washy and negative feedback as a sign that they are a strong leader.
  • Others may not think that positive feedback is warranted for employees “just doing their jobs.”
  • Some fear that positive feedback will have a demotivating effect on employees. In other words, telling someone that they are doing a “great job” will give them permission to not work as hard. Again, studies have shown this concern to be unfounded.
  • Finally, some people think that the only way for people to grow is through corrective feedback.

Another reason that positive feedback is underused today is the sandwich effect. For years, there was a school of thought that said that the best way to deliver negative feedback was to “sandwich” it in between two pieces of positive feedback. This was supposed to “lessen the blow” of the negative feedback. What it really did was to negate and devalue the benefits of positive feedback. So, let’s throw away that old, stale sandwich!

Effective Techniques for Providing Positive Feedback

When it comes to positive feedback, saying “good job” or giving your coworkers a pat on the back just isn’t going to cut it. If you want to encourage workplace harmony, increase productivity, encourage creativity, or achieve any of the other benefits positive feedback can provide, then keep these tips in mind:

1. Catch Them in the Act

As humans, we learn best when the reward (positive feedback) is given as soon as possible after the act has occurred. Don’t save up praise to be given at a later date. As the saying goes, if you see something, say something.

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2. Personalize It

Make sure to give your feedback directly to the person yourself. Also, you want to understand your colleague’s personality. Most people are okay with receiving positive feedback publicly, but not everyone, so it’s important to know your colleagues well and proceed accordingly. Also, as a side note, negative feedback should always be given in private.

3. Be Specific

Remember when we said that saying “good job” wasn’t enough? This is why: If you’re not specific in your feedback, then employees or coworkers can be unclear on what behaviors to continue. Saying, “Great job on your presentation to the client; you really nailed that sale” doesn’t give much information. Consider this feedback instead: “Great job on your presentation; I know that they aren’t the easiest clients. But you came in prepared and kept your cool in the negotiations. That’s what saved the sale.” This feedback highlights specific behaviors that you want to be reinforced.

4. Be Sincere

Just like everyone else, your colleagues can smell insincerity a mile away. So, if you don’t mean it, don’t say it.

5. Be Forward Looking

The goal of positive feedback should be to improve a person’s performance in the future. Praise those behaviors that you would like to see repeated.

6. Tie It to a Business or Professional Goal

“If you go into all your sales meetings as well prepared as you did this one, you’re going to be one of our top salespeople.” This statement acknowledges the benefit to both the company and the salesperson.

7. Make Sure Your Feedback Is Actionable

Focus on the specific behaviors that you want to encourage. Using overly generalized statements can cause more confusion and is generally not helpful. Identifying positive behaviors gives your colleague a clear road map of how to act moving forward.

8. Forget the “But”

Don’t try to mix in negative feedback; it will only serve to stymie any benefits from the positive feedback. Besides, everyone should have their “day in the sun.”

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9. Focus on Effort or Behavior

By focusing on a person’s behavior instead of on a trait or talent, you are encouraging your colleagues to develop a growth mindset. This is a critical component of both personal and organizational success.

10. Frame It in a Bigger Context

Everyone likes to feel appreciated, especially if they are a part of a team. “The way you were able to talk to that client to calm them down was great. You not only got them to stick with us, but you just insured that the sales department will make its quota this quarter.” By framing your positive feedback in a larger context, you’ve given them a sense importance beyond that of being just a cog in the wheel.

So, we’ve talked about what exactly positive feedback is, as well as its benefits and how to give it. The next question is:

When to Give Positive Feedback to Your Colleagues

There are no hard and fast rules about when to give positive feedback, as there are many situations where it’s appropriate, and it will probably depend on your office environment, your colleagues’ personalities, and other factors. However, positive feedback is definitely a technique that needs to be used more frequently. So, let’s talk about eight situations when you should always give positive feedback.

1. When Someone Meets or Exceeds Their (or Your) Goals

Now, I can see the wheels turning in your head, saying “Okay, I can see praising someone who exceeds their goals, but someone meeting their goals is just doing their job.” True, but if that person didn’t meet their goals, they would certainly be subject to negative feedback. So, recognize a job well done.

2. When They Go the Extra Mile

This seems obvious, but I have seen too many managers with the attitude of “Working late is part of the job” or “I do twice as much as they do; no one tells me anything.” This is a sure way to build resentment and cause employee turnover. Acknowledge the extra effort. It doesn’t cost anything!

3. When They Help Colleagues or Customers

Now, everyone in an organization is supposed to help colleagues and customers. What we’re talking about here are special circumstances. We’ve all dealt with the “customer from hell” or the colleague who falls ill or has a family emergency. By praising those who step in and handle these situations, you’re nipping future problems in the bud.

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4. When They Overcome an Obstacle

Bringing in a project under-budget despite setbacks, coming up with a unique solution to a problem, or just continuing to do a good job despite personal issues are all obstacles that should be recognized with positive feedback.

5. When They Take Initiative

Is there anything more frustrating than the person who says, “That’s not my job”? Praiseworthy is the person who takes the initiative to do what it takes to move the process forward, even if the action isn’t necessarily in that employee’s purview.

6. When They Need a Confidence Boost

Recognize that everyone is human, and we all have off-days. Sometimes an encouraging word from a boss or coworker is all that’s needed to reassure someone.

7. When They Model Good Behavior

This is one of the main goals of positive feedback. By praising good behavior, you are encouraging that behavior.

8. When They Do Something Minor, but Worth Recognizing

This is where positive feedback is under-used. Positive feedback is the key to making big behavioral changes. But the key to big behavioral changes is a lot of minor behavioral changes. Don’t be afraid to recognize positive incremental steps along the way.

The Bottom Line

Your co-workers have a major role to play in the quality of your work environment. Having a good relationship with them increases the likelihood of your success, productivity, and overall job satisfaction.

Knowing how to give positive feedback will help you show appreciation, develop leadership skills, and build a sense of community within your work environment.

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More Tips for Giving Great Feedback

Featured photo credit: NESA by Makers via unsplash.com

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David Carpenter

Lifelong entrepreneur and business owner helping others to realize the American Dream of business ownership

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Last Updated on July 20, 2021

How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)

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How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)

You’re standing behind the curtain, just about to make your way on stage to face the many faces half-shrouded in darkness in front of you. As you move towards the spotlight, your body starts to feel heavier with each step. A familiar thump echoes throughout your body – your heartbeat has gone off the charts.

Don’t worry, you’re not the only one with glossophobia(also known as speech anxiety or the fear of speaking to large crowds). Sometimes, the anxiety happens long before you even stand on stage.

Your body’s defence mechanism responds by causing a part of your brain to release adrenaline into your blood – the same chemical that gets released as if you were being chased by a lion.

Here’s a step-by-step guide to help you overcome your fear of public speaking:

1. Prepare yourself mentally and physically

According to experts, we’re built to display anxiety and to recognize it in others. If your body and mind are anxious, your audience will notice. Hence, it’s important to prepare yourself before the big show so that you arrive on stage confident, collected and ready.

“Your outside world is a reflection of your inside world. What goes on in the inside, shows on the outside.” – Bob Proctor

Exercising lightly before a presentation helps get your blood circulating and sends oxygen to the brain. Mental exercises, on the other hand, can help calm the mind and nerves. Here are some useful ways to calm your racing heart when you start to feel the butterflies in your stomach:

Warming up

If you’re nervous, chances are your body will feel the same way. Your body gets tense, your muscles feel tight or you’re breaking in cold sweat. The audience will notice you are nervous.

If you observe that this is exactly what is happening to you minutes before a speech, do a couple of stretches to loosen and relax your body. It’s better to warm up before every speech as it helps to increase the functional potential of the body as a whole. Not only that, it increases muscle efficiency, improves reaction time and your movements.

Here are some exercises to loosen up your body before show time:

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  1. Neck and shoulder rolls – This helps relieve upper body muscle tension and pressure as the rolls focus on rotating the head and shoulders, loosening the muscle. Stress and anxiety can make us rigid within this area which can make you feel agitated, especially when standing.
  2. Arm stretches – We often use this part of our muscles during a speech or presentation through our hand gestures and movements. Stretching these muscles can reduce arm fatigue, loosen you up and improve your body language range.
  3. Waist twists – Place your hands on your hips and rotate your waist in a circular motion. This exercise focuses on loosening the abdominal and lower back regions which is essential as it can cause discomfort and pain, further amplifying any anxieties you may experience.

Stay hydrated

Ever felt parched seconds before speaking? And then coming up on stage sounding raspy and scratchy in front of the audience? This happens because the adrenaline from stage fright causes your mouth to feel dried out.

To prevent all that, it’s essential we stay adequately hydrated before a speech. A sip of water will do the trick. However, do drink in moderation so that you won’t need to go to the bathroom constantly.

Try to avoid sugary beverages and caffeine, since it’s a diuretic – meaning you’ll feel thirstier. It will also amplify your anxiety which prevents you from speaking smoothly.

Meditate

Meditation is well-known as a powerful tool to calm the mind. ABC’s Dan Harris, co-anchor of Nightline and Good Morning America weekend and author of the book titled10% Happier , recommends that meditation can help individuals to feel significantly calmer, faster.

Meditation is like a workout for your mind. It gives you the strength and focus to filter out the negativity and distractions with words of encouragement, confidence and strength.

Mindfulness meditation, in particular, is a popular method to calm yourself before going up on the big stage. The practice involves sitting comfortably, focusing on your breathing and then bringing your mind’s attention to the present without drifting into concerns about the past or future – which likely includes floundering on stage.

Here’s a nice example of guided meditation before public speaking:

2. Focus on your goal

One thing people with a fear of public speaking have in common is focusing too much on themselves and the possibility of failure.

Do I look funny? What if I can’t remember what to say? Do I look stupid? Will people listen to me? Does anyone care about what I’m talking about?’

Instead of thinking this way, shift your attention to your one true purpose – contributing something of value to your audience.

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Decide on the progress you’d like your audience to make after your presentation. Notice their movements and expressions to adapt your speech to ensure that they are having a good time to leave the room as better people.

If your own focus isn’t beneficial and what it should be when you’re speaking, then shift it to what does. This is also key to establishing trust during your presentation as the audience can clearly see that you have their interests at heart.[1]

3. Convert negativity to positivity

There are two sides constantly battling inside of us – one is filled with strength and courage while the other is doubt and insecurities. Which one will you feed?

‘What if I mess up this speech? What if I’m not funny enough? What if I forget what to say?’

It’s no wonder why many of us are uncomfortable giving a presentation. All we do is bring ourselves down before we got a chance to prove ourselves. This is also known as a self-fulfilling prophecy – a belief that comes true because we are acting as if it already is. If you think you’re incompetent, then it will eventually become true.

Motivational coaches tout that positive mantras and affirmations tend to boost your confidents for the moments that matter most. Say to yourself: “I’ll ace this speech and I can do it!”

Take advantage of your adrenaline rush to encourage positive outcome rather than thinking of the negative ‘what ifs’.

Here’s a video of Psychologist Kelly McGonigal who encourages her audience to turn stress into something positive as well as provide methods on how to cope with it:

4. Understand your content

Knowing your content at your fingertips helps reduce your anxiety because there is one less thing to worry about. One way to get there is to practice numerous times before your actual speech.

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However, memorizing your script word-for-word is not encouraged. You can end up freezing should you forget something. You’ll also risk sounding unnatural and less approachable.

“No amount of reading or memorizing will make you successful in life. It is the understanding and the application of wise thought that counts.” – Bob Proctor

Many people unconsciously make the mistake of reading from their slides or memorizing their script word-for-word without understanding their content – a definite way to stress themselves out.

Understanding your speech flow and content makes it easier for you to convert ideas and concepts into your own words which you can then clearly explain to others in a conversational manner. Designing your slides to include text prompts is also an easy hack to ensure you get to quickly recall your flow when your mind goes blank.[2]

One way to understand is to memorize the over-arching concepts or ideas in your pitch. It helps you speak more naturally and let your personality shine through. It’s almost like taking your audience on a journey with a few key milestones.

5. Practice makes perfect

Like most people, many of us are not naturally attuned to public speaking. Rarely do individuals walk up to a large audience and present flawlessly without any research and preparation.

In fact, some of the top presenters make it look easy during showtime because they have spent countless hours behind-the-scenes in deep practice. Even great speakers like the late John F. Kennedy would spend months preparing his speech beforehand.

Public speaking, like any other skill, requires practice – whether it be practicing your speech countless of times in front of a mirror or making notes. As the saying goes, practice makes perfect!

6. Be authentic

There’s nothing wrong with feeling stressed before going up to speak in front of an audience.

Many people fear public speaking because they fear others will judge them for showing their true, vulnerable self. However, vulnerability can sometimes help you come across as more authentic and relatable as a speaker.

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Drop the pretence of trying to act or speak like someone else and you’ll find that it’s worth the risk. You become more genuine, flexible and spontaneous, which makes it easier to handle unpredictable situations – whether it’s getting tough questions from the crowd or experiencing an unexpected technical difficulty.

To find out your authentic style of speaking is easy. Just pick a topic or issue you are passionate about and discuss this like you normally would with a close family or friend. It is like having a conversation with someone in a personal one-to-one setting. A great way to do this on stage is to select a random audience member(with a hopefully calming face) and speak to a single person at a time during your speech. You’ll find that it’s easier trying to connect to one person at a time than a whole room.

With that said, being comfortable enough to be yourself in front of others may take a little time and some experience, depending how comfortable you are with being yourself in front of others. But once you embrace it, stage fright will not be as intimidating as you initially thought.

Presenters like Barack Obama are a prime example of a genuine and passionate speaker:

7. Post speech evaluation

Last but not the least, if you’ve done public speaking and have been scarred from a bad experience, try seeing it as a lesson learned to improve yourself as a speaker.

Don’t beat yourself up after a presentation

We are the hardest on ourselves and it’s good to be. But when you finish delivering your speech or presentation, give yourself some recognition and a pat on the back.

You managed to finish whatever you had to do and did not give up. You did not let your fears and insecurities get to you. Take a little more pride in your work and believe in yourself.

Improve your next speech

As mentioned before, practice does make perfect. If you want to improve your public speaking skills, try asking someone to film you during a speech or presentation. Afterwards, watch and observe what you can do to improve yourself next time.

Here are some questions you can ask yourself after every speech:

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  • How did I do?
  • Are there any areas for improvement?
  • Did I sound or look stressed?
  • Did I stumble on my words? Why?
  • Was I saying “um” too often?
  • How was the flow of the speech?

Write everything you observed down and keep practicing and improving. In time, you’ll be able to better manage your fears of public speaking and appear more confident when it counts.

If you want even more tips about public speaking or delivering a great presentation, check out these articles too:

Reference

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