Feedback is one of the most powerful tools managers have, yet many struggle to deliver it effectively. The difference between feedback that motivates and feedback that demoralizes lies in the approach.
Timeliness matters enormously. Feedback delivered weeks after an event loses its impact and can feel like an ambush. Address situations as close to the event as possible while emotions have settled enough for a productive conversation.
Focus on specific behaviors rather than personal characteristics. Instead of saying someone is disorganized, point to a specific missed deadline and discuss what happened. Behavioral feedback is actionable while personality-based feedback feels like an attack.
Use the situation-behavior-impact framework. Describe the situation, the specific behavior you observed, and the impact it had. This structure keeps feedback objective and gives the recipient clear understanding of what to change and why.
Balance is important but should not be formulaic. The feedback sandwich, where criticism is placed between compliments, has become so well known that recipients see through it. Instead, be genuine with both praise and constructive observations.
Ask questions rather than making accusations. Approaching with curiosity about why something happened often reveals context that changes your perspective and makes the conversation more collaborative.
Follow up after giving feedback. Check in on progress, offer support, and acknowledge improvement. Feedback without follow-up suggests you did not really care about the outcome.
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