Establishing a formal feedback session is akin to organizing any other type of meeting. Here’s a useful framework for providing formal feedback, such as during a performance review or a meeting with a supplier or contractor.
Set the Time and Place
Be considerate of privacy expectations, both for yourself and others. No one wants to be criticized publicly, and even praise may be better received in private. Any formal performance appraisal, discussion of expectations, or constructive criticism should take place in a confidential setting.
It’s advisable to keep the meeting concise and focused. There’s no need to schedule an hour for discussions that can be handled more quickly. However, if you anticipate that the individual may have thoughts to share, ensure you allocate sufficient time for their input.
Also, consider the individual’s schedule. Avoid scheduling the meeting shortly before they need to leave for a bus or just before your own important presentation.
Prepare Documentation
For formal performance evaluations, use any required forms your organization provides. Otherwise, gather relevant data to support your feedback. Remember, it’s important to include positive data and results as well.
Start the Meeting
Maintain a professional and respectful tone throughout the meeting. Even if you’re frustrated about an issue, ensure the meeting is conducted appropriately. Use the six characteristics of effective feedback as a guide during the discussion.
Outline the Change or Offer Praise
After some initial small talk, transition to the meeting’s purpose and your feedback. If the feedback is positive, be sincere in your praise. Where improvements are needed, encourage discussion through open-ended questions. Ask the individual for their thoughts on what they might do differently and seek their commitment to change. To avoid overwhelming them, suggest focusing on no more than two or three areas for improvement at a time.
Conclude the conversation by acknowledging their positive outcomes, attitude, commitment, and any other relevant strengths.
Check for Understanding
Encourage the individual to summarize your points to confirm their understanding. Be mindful of their tendency to focus on negative aspects; prompt them to recap positive feedback as well, if necessary.
Follow Up
This step is often overlooked but is crucial in the feedback process. If you commit to following up with the employee in ten days to review progress, be sure to do so. Failing to follow up can give the impression that you are not genuinely invested in their success, which can damage trust and employee engagement.
If an employee continues to struggle despite receiving feedback and coaching, neglecting to follow up may suggest that you condone the undesirable behaviour or do not take performance management seriously. Consistently overlooking poor workplace behaviour can complicate future disciplinary actions.
Informal feedback is delivered in a manner similar to formal feedback, though it typically focuses on a single topic and does not require the extensive documentation associated with performance appraisals. However, having some data can still be beneficial and appreciated by those who need clarity on your perspective.
The framework for an informal meeting may include the following steps:
- Set the Time and Place: Arrange the meeting in advance unless it’s spontaneous.
- Start the Meeting: Begin with a friendly tone to ease into the discussion.
- Outline the Change or Offer Praise: Clearly communicate the feedback, whether it’s constructive criticism or positive recognition.
- Check for Understanding: Ensure the individual comprehends your points by asking for their thoughts.
- Document if Appropriate: Depending on the nature of the conversation, documentation may or may not be necessary.
- Follow Up: Plan to check in later to discuss progress or any further concerns.
