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8 Ways Of Giving Constructive Feedback That Make An Impact

8 Ways Of Giving Constructive Feedback That Make An Impact

Everyone wants feedback at some point. It may be part of a performance assessment or can be done at an informal level as things happen. It can be a useful tool in relationships too. The problem arises when feedback is not given properly and all sorts of misunderstandings arise. But the majority (96 percent) in one survey think that even negative or redirecting feedback is helpful in getting better results. The same study revealed that 75 percent want positive feedback with helpful suggestions on improving. The main purpose is to encourage, motivate and help your employee to build skills. Feedback is a skill we all need whether we are parents, friends, partners or managers. Here are eight ways to give constructive feedback so that everybody feels happy.

1. Always ask when is a good time

The person getting the feedback also needs time to prepare and reflect on how wells/he has done. That is why delivering feedback without any warning can have negative fallout which may make it even more difficult if there are delicate issues involved. A simple question, such as ‘When would you be ready for feedback on project X?’ can allow for some mental preparation.

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2. Listen first

When you start the conversation, ask the employee for his or views on how the latest project is going. Ask about the progress and the obstacles. This feedback style has one enormous advantage. You are giving the employee first serve in the game. It also makes the whole session much less confrontational. You will be glad to know that many of the points you have jotted down are actually being mentioned. It also gives you, the manager, a chance to see some aspects which you may well have missed when preparing the session.

3. Try to be encouraging

Effective feedback will impact positively on the person’s performance and morale. All too often, both managers and employees dread giving and getting feedback and the whole process can become fraught. Look at the feedback matrix here to get some ideas. The manager/team leader thanks the employee and mentions some of the great stuff he is doing. This is really essential because it shows that his work is appreciated. This can help to drive motivation.

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4. Be specific when criticizing

At some point, you have to tell the employee where s/he has failed to meet the objectives or meet a deadline. There may be some errors in the work and also some careless oversights. The important things when giving the negative feedback are:

  • Point out clearly what is wrong. There may be negative customer feedback or errors in accounting. You need to have these at hand so that they can be shown to the employee.
  • Pause after each point so that the employee can come back with an explanation, justification, excuse, or an admittance that standards were not met.
  • Couch criticism of attitudes to work/meetings as diplomatically as possible. Rather than bluntly saying that they were not participating at all in the meeting, it may be better to say: ‘I noticed that you were using passive body language’.

5. Explain the effects of poor performance

There may be implications for customer satisfaction and services. Not following the correct procedures or overspending on costs or simply not paying enough attention to detail can all have a knock on effect on performance in the whole section. You have to make this very clear.

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6. Moving forward and improving

After the criticism, the emphasis will be very much on moving forward and setting things right.  A great way is to ask: ‘What can I do to help you get back on track with meeting deadlines?’  Then discuss what mini goals can be set so that performance improves. Be as specific as you can here. Set a date or period for a progress report so that you can both see how performance is getting better. Discuss ways together of how progress can be charted. This may be in the form of reports, graphs, data on customer satisfaction, or auditing reports.

7. Tie in the feedback with long term objectives

One great way to use feedback is to look at all the positives and the negatives and tie these in with the employee’s long term career goals. This should be a regular feature of all feedback and discussions. Tell them that once they have managed to fix X, they will be in a much better position to apply for a better position/promotion in the company. It is no accident that enlightened managers are thinking of ‘feedforward’ coaching rather than the old fashioned feedback.

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8. Always prefer face-to-face feedback, rather than email

In to-day’s digital and virtual workplace, it may be actually impossible to give face to face feedback. You may have to resort to an email. This is a minefield. In many cases, of course, written reports of performance assessments do get written but they are the result of a real human interaction and they are often an agreed version. But initial feedback by email is a different story. When you write feedback, you have to imagine the person’s reaction as s/he reads it. Trying to empathize will be a great help.

This is always why it is a good idea to write it twice. After the first draft, leave it for a day and then read it again with the intention of rewriting it. Harsh words can be like daggers and they hurt. Now you can see why managers and everybody else hates giving and getting feedback. This is one of the most sensitive areas in the workplace but if you follow the above tips, you should find it gets easier with time and experience.

Featured photo credit: Manager for a Day/FTTUB via flickr.com

More by this author

Robert Locke

Author of Ziger the Tiger Stories, a health enthusiast specializing in relationships, life improvement and mental health.

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Last Updated on January 21, 2020

How to Increase Work Productivity: 9 Ground Rules

How to Increase Work Productivity: 9 Ground Rules

We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.

So, what can we do about it? How to be productive at work?

While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.

Keep reading to find out our tips on work productivity.

What Does It Mean to Be Productive?

How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.

But what does being productive actually entail?

Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.

Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.

It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.

Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.

9 Ground Rules on How to Be Productive at Work

1. Avoid Multitasking

Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.

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Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time.[1] That’s because your focus and concentration is constantly hindered due to having to switch between tasks.

If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.

2. Turn off Notifications

According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.[2]

Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.

The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.

Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.

3. Manage Interruptions

There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.

Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.

If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.

By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.

4. Eat the Frog

Mark Twain once famously said that:

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“if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

What this basically means is that you should get your biggest, most urgent task out of the way first.

We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.

Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.

5. Cut Down on Meetings

Meetings can use up a lot of time, which is time that can be used to do something useful.

You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.

The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.

But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.

If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.

6. Utilize Tools

Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.

If you’re the manager or business owner, ensure your team has the right tools in place.

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And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.

Some examples of tools that could be used:

Communication
  • Slack for team chat and collaboration.
  • Samepage for video conference software.
  • Zendesk for customer service engagement.
Task Management
  • Zenkit for task and project collaboration.
  • Wunderlist for listing your to-do’s.
  • Wekan for an open source option.
Database Management
Time Tracking
  • Clockify for a free tracker.
  • TMetric for workspace integrations.
  • TimeCamp for attendance and productivity monitoring.

You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.

7. Declutter and Organize

Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information.[3] Which is why keeping your work environment well ordered and clutter-free is important.

Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.

Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.[4]

Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

8. Take Breaks

Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.

As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.

Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.

Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime

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9. Drink Water

Although we know we should, it’s easy to forget to drink enough water during the working day.

Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.

Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.

A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.

If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.

You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)

The Bottom Line

The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.

After all, it’s something that can be perceived differently depending on the exact job and work environment.

In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.

A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.

Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.

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Featured photo credit: Cathryn Lavery via unsplash.com

Reference

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