Let’s face it. Your team members won’t knock it out of the park on every project. Sometimes, your team will need constructive feedback to meet objectives.
Giving constructive feedback as a leader is an art form. If your feedback is too critical, you might paralyze a high performer to stop dead in their tracks. If your feedback is unclear, team members might not fully understand what you’re asking of them.
Giving constructive feedback that elevates your team and inspires them to achieve is the magic that powers high-performance organizations.
What is constructive feedback?
Feedback can either be constructive or destructive. Constructive feedback:
- Provides clear and actionable information
- Specifies behaviors and outcomes
- Focuses on an individual’s work or performance
- Highlights opportunities for learning and growth
- Positively frames future improvement
Constructive feedback is distinguished from destructive feedback that can damage the recipient’s self-esteem. Destructive feedback is:
- Vague and unclear
- Generalizes judgments towards an individual
- Contains the word “always”
- Focuses on past examples of low performance
- Blames the individual for failure
- Focuses on errors or missteps as insurmountable obstacles
Constructive feedback is foundational for high-performing teams
Creating a culture of constructive feedback doesn’t just support individuals. Constructive feedback contributes significantly to an organization’s success. It allows organizations to:
- Create teams that value open and honest communication
- Increase trust among team members
- Foster a culture of continuous improvement
- Enhance the team’s overall performance
- Resolve problems or obstacles quickly
- Adapt and succeed amid market or organizational change
Teams that value trust, communication, innovation and continuous improvement have better outcomes. Team members are happier and supported, leading to:
- Greater fulfillment in their roles
- Better retention of high-performing employees
- Freedom to communicate new ideas
- Openness to constructive feedback
Constructive feedback is not just a tool for individual improvement but a critical component of organizational success, creating a positive feedback loop that benefits everyone involved.
How to give constructive feedback
Planning the conversation
Taking time to prepare for the conversation can be helpful. Before having a conversation that could be perceived negatively by a team member, leaders should:
- Clarify the purpose of the conversation. What specifics need to be communicated?
- Collect the data. Ensure you have specific incidents and examples to discuss.
- Define the outcome. What is the action and belief you want from your employee?
- Consider questions. What information might your team member have that you haven’t considered?
Unintentional remarks without planning or consideration risk damaging trust between leaders and their team members.
Say it, don’t type it
If you’re not setting the unconscious cues, your team member will select them for you. And if you send text-based messages without nonverbal cues, your team member will fill in the blanks with whatever fear might be running through their head.
When you’re having a sensitive conversation, say it verbally in a meeting, whether in an electronic meeting or in person.
Take every opportunity to show that your goal is to help your people find fulfillment. A smile, even if over Zoom, is the easiest way to show that your intent is positive and supportive, and that you’re on your team member’s side.
The feedback sandwich
An easy method to provide constructive feedback is “the feedback sandwich.” Feedback that might be construed as negative is “sandwiched” between two elements of positive feedback.
The secret to an effective feedback sandwich is specific and related examples when delivering both positive and negative feedback.
Don’t tell an employee they did great on a project last year, while this year’s project is missing the mark. If the praise and constructive feedback are too disparate, the recipient of your feedback sandwich might interpret that you’re saying they are failing in one area.
Here’s an example of the feedback sandwich:
- Praise. “We have noticed the attention you’ve put into this project plan. The detail you’ve put into understanding customer needs and our ways of meeting them is not something we’ve seen before. This greatly contributes to the team’s objectives, and we’re so glad you’ve taken this initiative.”
- Negative feedback. “Healthcare is one of the most significant market segments we need to meet. I do not see where we’re addressing this. Is it something you’re considering?”
- Praise. “The section of your project plan where you outline the key metrics that define success is particularly helpful. I’d love for you to take charge when reviewing the project at the end, as you have a clear picture of what metrics will indicate success.”
Tailor your language to your team members’ Motivational Dimensions
Not everyone is motivated similarly. Not all team members respond to constructive criticism in the same way.
By understanding team members’ MCodes, you can tailor constructive feedback to empower. Tailoring language to address an individual’s Motivational Dimension can make constructive criticism more impactful and motivating.
It would not make sense to say to an Achiever, “You need to be like everyone else, fall into line.” As well, it wouldn’t make sense to tell an Optimizer to loosen up the reins on their processes.
Celebrate your people’s unique motivations and help them leverage their abilities to perform at their best.
Maintaining adaptability
Check back in with your team member sometime after your conversation. If you’re seeing improvement in the area of discussion, make sure to praise their improvement. Ask them how they think things are going.
If you see that more improvements are needed, ensure that your feedback is adequate. Did your feedback provide:
- Actionable goals?
- Clarity on the roadmap to achieve those goals?
- Measurable ways of determining improvement?
Ask your team member if they’re feeling confident with these goals. Often, employees are relieved to share where they’re struggling when they’re in a high-trust environment. If they’re still struggling, offer options for help:
- Additional resources
- Support from other team members
- Training
- Mentoring
- Access to tools
Above all else, show your team member that you’re there to help them achieve, no matter what they’re facing. Sometimes a team member only needs to know that their leader and team have their back.
Dealing with defensive reactions
Sometimes, no matter how hard you try, a team member reacts negatively to constructive feedback. Sometimes the reaction is about something other than the feedback itself. Often, it’s something deeper. Adverse reactions can come from:
- Fear of failure
- Misunderstanding intent
- Perfectionism
- A desire or need to please
- Self-esteem issues
In-person or virtual meetings help you pick up on body language and unconscious cues when someone reacts defensively.
There are two ways to effectively work through defensive reactions:
- Acknowledge negative emotions as they arise without immediately trying to counter or dismiss their reaction.
- Asking for greater clarity in what you’re perceiving can help. “It sounds like what you are saying is…”
- Ask for feedback. “What can I do to help you find greater empowerment here?”
Stay calm, supportive, and kind. Remember, you intend to be of service to support your team member and help them find success. Stay with them until you resolve negative reactions so they know that your intent is positive and empowering.
MCode empowers teams to be their best
If the leaders in your organization are finding challenges in providing constructive feedback for team members, Motivation Code can help. Motivation Code helps leaders know their people to effectively tailor their language and leadership to the people they’re leading. When your team members are at their best, leadership is easier.
Get to know your team’s unique Motivational Dimensions, and you’re on your way to support your team’s growth and excellence.
Learn More About MCode for Organizations