As a manager, knowing how to provide employee feedback is an integral part of your job. Unfortunately, many employees will tell you stories of conversations with their managers at one time or the that left them feeling demotivated, confused, or even angry.
Delivering feedback is a skill that requires preparation, and attention to detail and practice. Managers rarely receive training on how to do this, so most do not get it right.
In fact, according to a survey by Gallup, only one in five employees strongly agree that they receive meaningful feedback from their manager.
Recognizing and rewarding employees for a job well done is one of the most powerful ways to encourage ongoing productivity and engagement.
This article reviews the seven most common mistakes made when providing feedback and practical tips on how to avoid them.
It also discusses the psychological and organizational benefits of positive feedback, and tips and tools for to incorporate recognition strategies into your everyday management practices.
Mistake 1 – Feedback is not Timely
Feedback should be given in a timely manner, ideally soon after the event or behavior in question. This ensures that the feedback is fresh in the employee’s mind and that any necessary changes can be made quickly.
Of course, the employee must have been made aware of set expectations from their job description or project, otherwise it would be unfair to hold them to task about something they have not been told about!
Mistake 2: Being Vague or Non specific
One of the most common mistakes managers make when giving feedback is being vague or non specific. Saying something like “good job” or “you need to improve” does NOT provide enough detail for the employee to know what specifically they did well or what areas they need to work on.
This can lead to confusion and frustration, and ultimately, the feedback is not helpful for the employee’s growth and development.
To avoid this mistake, make sure to provide specific examples of what the employee did well and where they can improve. Use concrete language and avoid generalizations.
For instance, instead of saying “you need to communicate better,” try saying “when you send emails, try to be more specific and include all the necessary details.”
Being specific not only helps the employee understand the feedback better, but it also shows that you’re paying attention to their work and care about their success.
EXAMPLE: When giving feedback, be specific about the behavior or action that needs to be addressed. Instead of saying, “You need to improve your communication skills,” say, “During the meeting yesterday, when you were presenting your ideas, you spoke too fast, and some team members had trouble understanding you.”
Mistake 3: Making the Feedback about personality instead of behaviour
Focus on behavior, not personality: Feedback should focus on the employee’s behavior or actions, not their personality or character. For example, instead of saying, “You’re lazy,” say, “You missed the deadline for the project, which caused delays for the team.”
Mistake 4: Focusing Solely on the Negative
To provide effective feedback, it’s important to recognize both what an employee is doing well and where they have room for improvement. Unfortunately, a common mistake that managers make is solely focusing on the negative.
This can leave employees feeling demotivated and discouraged, and may even lead to a decline in performance.
To avoid this mistake, make sure to provide specific examples of what the employee did well and where they can improve. Use concrete language and avoid generalizations.
For instance, instead of saying “you need to communicate better,” try saying “when you send emails, try to be more specific and include all the necessary details.”
Being specific not only helps the employee understand the feedback better, but it also shows that you’re paying attention to their work and care about their success.
Mistake 5: Ignoring the Power of Positive Reinforcement
In addition to providing specific examples of areas for improvement, it’s important to recognize and reinforce the positive aspects of an employee’s work.
Neglecting to do so can create an imbalanced feedback environment that can ultimately lead to decreased motivation and productivity.
By acknowledging and praising an employee’s successes, managers can foster a sense of accomplishment and confidence in their team members.
Mistake 6: Not Providing Enough Context
When giving feedback, managers must keep in mind that their employees come from different backgrounds and experiences. Not providing enough context can lead to confusion and misunderstandings, making it difficult for employees to implement feedback effectively.
Providing ample contextual information will help employees understand the rationale behind the feedback and apply it in their work.
EXAMPLE: For instance, instead of simply saying “your report wasn’t good enough,” adding context such as “the report lacked a clear structure and did not include the necessary data points,” can help employees understand the specific areas for improvement.
Providing context shows that the manager has taken the time to analyze the work and is providing feedback that is both specific and actionable.
Failure to provide enough context can also cause employees to feel undervalued and unappreciated. By giving feedback without proper context, managers may unintentionally come across as disinterested or even harsh.
Therefore, it is important for managers to provide feedback in a way that encourages growth and development.
Next, we will discuss the seventh common mistake that managers make when giving feedback: waiting too long to provide feedback.,
Mistake 7: Waiting Too Long to Provide Feedback
As a manager, it’s understandable to want to avoid difficult conversations. However, delaying feedback is a disservice to both employees and the business. Waiting too long to provide feedback can result in missed opportunities for growth and improvement.
When managers put off giving feedback, issues can fester and worsen over time, leading to bigger problems down the road. Additionally, employees may become frustrated or disengaged without clear guidance on how to improve their performance.
Feedback should be timely and ongoing, rather than a one-time event. By providing regular feedback, managers can help employees understand where they stand and how they can improve.
This approach can also help build trust and strengthen relationships between managers and their team members.
Conclusion
Waiting too long to provide employee feedback is a common mistake that managers make. To avoid this, managers should prioritize timely and ongoing feedback, in a way that encourages growth and development for their employees.
By doing so, they can help their team members reach their full potential while driving success for the organization. it’s never too late to start working on your feedback skills, and when you do, the rewards are immeasurable
Providing effective feedback to your employees is a multifaceted task. It requires you to be specific, positive, timely, and to provide enough context. When you avoid the mistakes above, you’ll see a significant improvement in employee motivation and productivity.
