The Art of Giving Feedback: Timing, Approach, and Best Practices

Here’s a quick guide on the importance of timing, approach, and some practical dos and don’ts.

As a leader, giving feedback is one of the most critical skills you can master. Done right, it can boost performance, foster growth, and build a stronger team.

🕒 Timing is Everything

• Do: Provide feedback promptly after the observed behavior. This ensures the feedback is relevant and actionable.

• Don’t: Wait too long to give feedback. Delayed feedback can lead to confusion and missed opportunities for improvement.

❓ Ask Questions

• Do: Engage by asking for their input and perspective. Be there to listen and learn. This helps them feel heard, valued, and less defensive. Plus, it's an opportunity to see their perspective and learn more about them.

• Don’t: Dominate the conversation or make it one-sided. Feedback should be a dialogue, not a monologue.

🎯 Approach Matters

• Do: Approach feedback with a positive, constructive mindset. Focus on behaviors and outcomes, not personal attributes.

• Don’t: Use feedback sessions to vent frustrations or criticize. This can damage trust and morale.

Dos and Don’ts of Giving Feedback

✅ Be Specific: Clearly describe the behavior and its impact.

Example: “In yesterday’s meeting, you did a great job presenting the new strategy. It really clarified our next steps for everyone.”

✅ Be curious: Ask questions to learn about their perspective and make them think.

Example: "“How do you think that presentation went? What parts are you proud of, and what do you think could be improved?”

✅ Be Supportive: Offer help and resources to improve.

Example: “I noticed you’ve been struggling with the new software. How about a training session to get you up to speed?”

✅ Balance Positive and Constructive Feedback: Ensure you acknowledge what’s working well, along with areas for improvement and WHY.

Example: “Your customer service skills are excellent. Let’s build on that by reducing response time to emails to 24 hours. Here is why… ”

✅ Involve Them in the Solution: Ask questions to encourage self-reflection and ownership.

Example: “What strategies do you think could help reduce your email response time?”

❌ Be Vague: Avoid unclear feedback that leaves the recipient guessing.

Example: “You need to improve your performance.”

❌ Make It Personal: Focus on actions and outcomes, not the person’s character.

Example: “You’re always so careless.”

❌ Overwhelm with Negativity: Avoid piling on criticism without any positive reinforcement.

Example: “Everything about your report was wrong.”

❌ Ignore Their Perspective: Failing to ask for their input can make feedback feel imposed rather than collaborative.

Example: "Fix these things I mentioned for a better performance”

Conclusion

Effective feedback is timely, specific, balanced, and involves the recipient in the process. It’s an opportunity for growth and improvement, not just for the individual but for the entire team. By asking questions and involving team members in the feedback process, you can build trust and get their buy-in. As leaders, let’s commit to fostering a culture of continuous feedback and support. What strategies do you use to give constructive feedback to your team? Share your thoughts with me: jas@jeanettesweeeney.com

#Leadership #TeamDynamics #Feedback #LeadershipDevelopment #ExecutiveCoaching