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Last Updated on June 3, 2020

How to Give Constructive Feedback in the Workplace

How to Give Constructive Feedback in the Workplace

We all crave constructive feedback. We want to know not just what we’re doing well but also what we could be doing better.

However, giving and getting constructive feedback isn’t just some feel-good exercise. In the workplace, it’s part and parcel of how companies grow.

Let’s take a closer look.

Why Constructive Feedback Is Critical

A culture of feedback benefits individuals on a team and the team itself. Constructive feedback has the following effects:

Builds Workers’ Skills

Think about the last time you made a mistake. Did you come away from it feeling attacked—a key marker of destructive feedback—or did you feel like you learned something new?

Every time a team member learns something, they become more valuable to the business. The range of tasks they can tackle increases. Over time, they make fewer mistakes, require less supervision, and become more willing to ask for help.

Boosts Employee Loyalty

Constructive feedback is a two-way street. Employees want to receive it, but they also want the feedback they give to be taken seriously.

If employees see their constructive feedback ignored, they may take it to mean they aren’t a valued part of the team. Nine in ten employees say they’d be more likely to stick with a company that takes and acts on their feedback.[1]

Strengthens Team Bonds

Without trust, teams cannot function. Constructive feedback builds trust because it shows that the giver of the feedback cares about the success of the recipient.

However, for constructive feedback to work its magic, both sides have to assume good intentions. Those giving the feedback must genuinely want to help, and those getting it has to assume that the goal is to build them up rather than to tear them down.

Promotes Mentorship

There’s nothing wrong with a single round of constructive feedback. But when it really makes a difference is when it’s repeated—continuous, constructive feedback is the bread and butter of mentorship.

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Be the change you want to see on your team. Give constructive feedback often and authentically, and others will naturally start to see you as a mentor.

Clearly, constructive feedback is something most teams could use more of. But how do you actually give it?

How to Give Constructive Feedback

Giving constructive feedback is tricky. Get it wrong, and your message might fall on deaf ears. Get it really wrong, and you could sow distrust or create tension across the entire team.

Here are ways to give constructive feedback properly:

1. Listen First

Often, what you perceive as a mistake is a decision someone made for a good reason. Listening is the key to effective communication.

Seek to understand: how did the other person arrive at her choice or action?

You could say:

  • “Help me understand your thought process.”
  • “What led you to take that step?”
  • “What’s your perspective?”

2. Lead With a Compliment

In school, you might have heard it called the “sandwich method”: Before (and ideally, after) giving difficult feedback, share a compliment. That signals to the recipient that you value their work.

You could say:

  • “Great design. Can we see it with a different font?”
  • “Good thinking. What if we tried this?”

3. Address the Wider Team

Sometimes, constructive feedback is best given indirectly. If your comment could benefit others on the team, or if the person whom you’re really speaking to might take it the wrong way, try communicating your feedback in a group setting.

You could say:

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  • “Let’s think through this together.”
  • “I want everyone to see . . .”

4. Ask How You Can Help

When you’re on a team, you’re all in it together. When a mistake happens, you have to realize that everyone—not just the person who made it—has a role in fixing it. Give constructive feedback in a way that recognizes this dynamic.

You could say:

  • “What can I do to support you?”
  • “How can I make your life easier?
  • “Is there something I could do better?”

5. Give Examples

To be useful, constructive feedback needs to be concrete. Illustrate your advice by pointing to an ideal.

What should the end result look like? Who has the process down pat?

You could say:

  • “I wanted to show you . . .”
  • “This is what I’d like yours to look like.”
  • “This is a perfect example.”
  • “My ideal is . . .”

6. Be Empathetic

Even when there’s trust in a team, mistakes can be embarrassing. Lessons can be hard to swallow. Constructive feedback is more likely to be taken to heart when it’s accompanied by empathy.

You could say:

  • “I know it’s hard to hear.”
  • “I understand.”
  • “I’m sorry.”

7. Smile

Management consultancies like Credera teach that communication is a combination of the content, delivery, and presentation.[2] When giving constructive feedback, make sure your body language is as positive as your message. Your smile is one of your best tools for getting constructive feedback to connect.

8. Be Grateful

When you’re frustrated about a mistake, it can be tough to see the silver lining. But you don’t have to look that hard. Every constructive feedback session is a chance for the team to get better and grow closer.

You could say:

  • “I’m glad you brought this up.”
  • “We all learned an important lesson.”
  • “I love improving as a team.”

9. Avoid Accusations

Giving tough feedback without losing your cool is one of the toughest parts of working with others. Great leaders and project managers get upset at the mistake, not the person who made it.[3]

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You could say:

  • “We all make mistakes.”
  • “I know you did your best.”
  • “I don’t hold it against you.”

10. Take Responsibility

More often than not, mistakes are made because of miscommunications Recognize your own role in them.

Could you have been clearer in your directions? Did you set the other person up for success?

You could say:

  • “I should have . . .”
  • “Next time, I’ll . . .”

11. Time it Right

Constructive feedback shouldn’t catch people off guard. Don’t give it while everyone is packing up to leave work. Don’t interrupt a good lunch conversation.

If in doubt, ask the person to whom you’re giving feedback to schedule the session themselves. Encourage them to choose a time when they’ll be able to focus on the conversation rather than their next task.

12. Use Their Name

When you hear your name, your ears naturally perk up. Use that when giving constructive feedback. Just remember that constructive feedback should be personalized, not personal.

You could say:

  • “Bob, I wanted to chat through . . .”
  • “Does that make sense, Jesse?”

13. Suggest, Don’t Order

When you give constructive feedback, it’s important not to be adversarial. The very act of giving feedback recognizes that the person who made the mistake had a choice—and when the situation comes up again, they’ll be able to choose differently.

You could say:

  • “Next time, I suggest . . .”
  • “Try it this way.”
  • “Are you on board with that?”

14. Be Brief

Even when given empathetically, constructive feedback can be uncomfortable to receive. Get your message across, make sure there are no hard feelings, and move on.

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One exception? If the feedback isn’t understood, make clear that you have plenty of time for questions. Rushing through what’s clearly an open conversation is disrespectful and discouraging.

15. Follow Up

Not all lessons are learned immediately. After giving a member of your team constructive feedback, follow it up with an email. Make sure you’re just as respectful and helpful in your written feedback as you are on your verbal communication.

You could say:

  • “I wanted to recap . . .”
  • “Thanks for chatting with me about . . .”
  • “Did that make sense?”

16. Expect Improvement

Although you should always deliver constructive feedback in a supportive manner, you should also expect to see it implemented. If it’s a long-term issue, set milestones.

By what date would you like to see what sort of improvement? How will you measure that improvement?

You could say:

  • “I’d like to see you . . .”
  • “Let’s check back in after . . .”
  • “I’m expecting you to . . .”
  • “Let’s make a dent in that by . . .”

17. Give Second Chances

Giving feedback, no matter how constructive, is a waste of time if you don’t provide an opportunity to implement it. Don’t set up a “gotcha” moment, but do tap the recipient of your feedback next time a similar task comes up.

You could say:

  • “I know you’ll rock it next time.”
  • “I’d love to see you try again.”
  • “Let’s give it another go.”

Final Thoughts

Constructive feedback is not an easy nut to crack. If you don’t give it well, then maybe it’s time to get some. Never be afraid to ask.

More on Constructive Feedback

Featured photo credit: Christina @ wocintechchat.com via unsplash.com

Reference

More by this author

Kimberly Zhang

Kimberly Zhang is the Chief Editor of Under30CEO and has a passion for educating the next generation of leaders to be successful.

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Last Updated on August 12, 2020

When Should You Trust Your Gut and How?

When Should You Trust Your Gut and How?

Learning how to trust your gut, otherwise known as your intuition, can keep you safe. Your gut can guide you and help you build your confidence and resilience. My own gut instinct has saved me on more than one occasion. It has also guided me into making sound career choices and other exciting, big decisions. I’m also aware of the times when I’ve gone against my instincts and really regretted it later, wondering why I didn’t tune in to that valuable internal voice that we all have within us.

In this article, we’re going to explore why and how you should listen to your gut, as well as some concrete tips on how to make sure you’re making the most out of your gut instincts.

How to Listen to Your Gut

The key when making any big decision is to always take a minute to listen well to yourself and your inner compass. If you hear your actual voice saying yes while inside you’re silently screaming no, my advice is to ask for some time to think, or simply take a breath and pause before the yes or no escapes your mouth.

Use that moment to breathe, check in with yourself, and give the answer that feels congruent with who you are and what you want, not the one that always involves following the herd. Trusting your gut means having the courage to not simply go with the majority. It can be about holding your own. Here’s how to hone that skill for yourself and reap the rewards.

1. Tune Into Your Body

Your body gives you clues when you’re faced with a big decision. There are many visible and obvious symptoms that we feel in uncomfortable situations. Our body’s reaction is often something that we might try to hide, for example, blushing, being lost for words, or shaking. There are things we might do to try and hide that physical reaction, whether it’s wearing makeup, having a glass of wine or coffee to perk us up a bit, or learning to control our nerves.

However, paying attention to your body when you experience these feelings of anxiety can teach you so much and help you to make sound choices. Some people will experience an actual “gut” feeling of stomach ache or indigestion in an uncomfortable situation.

Ask yourself what’s really going on here, and explore what is happening behind your body’s response to the situation. What can your reaction or instinct teach you? Understanding that can be a clue and can help you either learn something about yourself, the situation, or other people. The answers are often within us.

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Sometimes we’ll get this “something’s not right here” feeling and cannot quite put our finger on it or explain it. That can still be incredibly useful and really guide us away from danger, even if we don’t know the reason.

In his book, Blink, Malcolm Gladwell also argues this, making the point that sometimes our subconscious is better at processing the answer we need, and that we don’t necessarily need to take time to collect hours and hours of information to come to a reliable conclusion[1].

2. Ensure Your Head Is Clear Before Making a Decision

Energy, sleep, and good nutrition are so vital to nourishing our minds, as well as our bodies. There are times when your instinct could lead you astray, and one of these is when you are hungry, “hangry” (angry because you’re hungry!), tired, or anxious. If this is the case–and it may sound obvious–do consider sleeping or eating on it before making an important choice.

There is, in fact, a connection between our gut and our brain[2], which is where terms like “butterflies in the stomach” and “gut-wrenching” originate from. Stress and emotions can cause physical feelings, and ignoring them might do more harm than good.

3. Don’t Be Afraid to Say What You Think and Feel

Listening to your gut and really paying attention to it might involve standing up and being counted, calling something out, or taking a stand. As someone who works for myself, I’ve become used to following the less-travelled road, and that’s given me the chance to strike out on my own in other ways, too.

As they tell you in the planes, “put your own oxygen mask on first,” and part of that self-reliance is knowing what you really want and like and what is safe and good for you, including what resonates with your personal and business values. Making good decisions with this in mind means making choices that do not go against your own beliefs, even when it may mean taking a stand. This is part of trusting yourself and trusting your instincts.

This does not always mean taking the “safe” option, although keeping ourselves safe is an important part of the process. This is how we learn and grow, by following our own inner compass. When you do take risks, go outside of your comfort zone, or choose the less popular option, spending some time researching the facts can stand us in good stead, too.

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4. Do Your Research If Something Feels Off

As well as listening to our instincts, we can also back up the evidence for our chosen course of action before taking the leap. I had a gut feeling about the need for a learning and development network when I noticed my clients getting stuck with the same problems. I set up and now run such a network, but instead of simply going for it, without evidence, I followed up on my instinct with research.

Having confidence in your gut instinct through these kinds of tests can help to minimize your risks, as well as spur you on. It will encourage you to trust your gut again in the future and trust that you are an expert with foresight and experience. You are!

5. Challenge Your Assumptions

When you look at the assumptions your making, this could be the clue to mistakes you are making.

In order to check that our instincts are wise, we need to ask ourselves what blanks we might be filling in, either consciously or unconsciously. This is true not just when it comes to our own decision-making. It’s also true when we are listening to someone explain a problem or situation, and we’re about to jump in and give some advice. If we can learn to be aware of our own assumptions, we can become better listeners and better decision makers, too.

A useful tool to become more aware of your assumptions before making a final decision is simply to ask yourself, “What assumptions am I making about this situation or person?”

6. Educate Yourself on Unconscious Bias

Unconscious bias is something we all have, and it can trip us up big time!

There is a vital caveat to bear in mind when wondering about whether you can trust your gut and the feelings your body gives you, and that’s having an awareness of your unconscious bias. Understanding your own bias–which is hard to do because it literally does happen in our subconscious–can help you to make stronger, better, decisions instead of re-confirming your view of the world over and over again.

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Bias exists, and it’s part of the human condition. All of us have it, and it colors our decisions and can impact on our performance without us realizing.

Unconscious bias happens at a subconscious level in our brains. Our subconscious brain processes information so much faster than our conscious brain. Quick decisions we make in our subconscious are based on both our societal conditioning and how our families raised us.

Our brains process hundreds of thousands of pieces of information daily. We unconsciously categorize and format that information into patterns that feel familiar to us. Aspects such as gender, disability, class, sexuality, body shape and size, ethnicity, and what someone does for a job can all quickly influence decisions we make about people and the relationships we choose to form. Our unconscious bias can be very subtle and go unnoticed..

We naturally tend to gravitate towards people similar to ourselves, favoring people who we see as belonging to the same “group” as us. Being able to make a quick decision about whether someone is part of your group and distinguish friend from foe was what helped early humans to survive. Conversely, we don’t automatically favor people who we don’t immediately relate to or easily connect with.

The downside of that human instinct to seek out similar people is the potential for prejudice, which seems to be hard-wired into human cognition, no matter how open-minded we believe ourselves to be. And these stereotypes we create can be wrong. If we only spend our time with and employ people similar to ourselves, it can create prejudices, as well as stifle fresh thinking and innovation.

We may feel more natural or comfortable working with other people who share our own background and/or opinions than collaborating with people who don’t look, talk, or think like us. However, diversity is not just morally right; having a mix of different people and perspectives that can be genuinely heard is also a valuable way to counter groupthink. Diversity stretches us to think more critically and creatively.

7. Trust Yourself

It is possible to learn how to truly trust yourself[3]. Like any talent or skill, practicing trusting your gut is the best way to get really good at it. When people talk about having great intuition or being good decision-makers, it’s because they’ve worked at honing those skills, made mistakes, learned from them, and tried again.

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Looking back at decisions you’ve made, what you did, what the outcome was, and what you’ve learned can help you become a stronger decision maker and develop solid self-trust and resilience. Making a mistake does not mean you are not great at decision-making; it’s a chance to grow and learn, and the only mistake is to ignore the lesson in that experience.

If you are in the habit of asking others for their input, then the trick here is to choose your inner circle wisely. Having a sounding board of people who have your best interests at heart is a valuable asset, and, combined with your own excellent instincts, can make you a champion decision maker.

The Bottom Line

The above tips are all actionable and easy to start immediately. It’s simply about switching your thinking around, slowing down, and taking great care of this amazing machine that is your body and mind!

Learning how to trust your gut is one of the most fundamental ways to make decisions that will help you lead the life you want and need. Tune into what your body is telling you and start making good decisions today.

More Tips on How to Trust Your Gut

Featured photo credit: Acy Varlan via unsplash.com

Reference

[1] Science of People: Learn to Trust Your Gut Instincts: The Science Behind Thin-slicing
[2] Harvard Health Publishing: The gut-brain connection
[3] Psych Central: 3 Ways to Develop Self-Trust

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