Human beings are complicated. We like to think and say how everyone else should change, but at the same time we very easily shut out the feedback our coworkers give us.
After many years of taking part in feedback processes inside organizations, we're convinced the problem starts with the way this feedback is delivered.
In this article we'll look at how to improve these processes and encourage constant, positive, proactive feedback.
First of All, What Is Feedback?
The word was originally applied in the field of engineering, where it means: "A mechanism by which a certain proportion of a system's output is redirected to its input, with the goal of controlling its behavior."
Seen in the context of human relationships, it could be defined as: "A mechanism by which a person receives information from another person about their personal or professional performance, with the goal of encouraging their development."
In simpler words, feedback means giving someone else information that helps them improve.
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We Don't Know How to Give Feedback!
Knowing what it means to give feedback isn't enough. If we want the person receiving it to accept our comments and act on them, we need to know how to deliver it.
And naturally, most of the time we do it the wrong way.
Keep the following points in mind when giving feedback:
1. Be positive.
It's always hard to hear from others where we can improve. But it's much harder to hear about our flaws.
When giving feedback, we need to convey a positive attitude, focusing not on what the person is doing wrong, but on what they can improve. It's really the same thing, but underneath it changes the outcome drastically.
So instead of saying "You don't know how to listen to people when things get stressful," we could say "You could be more attentive to other people's input when things get stressful."
2. Give precise information.
Continuing with the last example, just saying "Listen more." shows little interest or effort on our part.
This type of feedback causes the person receiving it to dismiss it or give it little weight.
Without going to the extreme of overloading with information, it's important to always be precise in our comments.
3. Don't do it just once, follow up.
No one develops an area of opportunity in a day or a week. Probably not in a month either. That's why it's necessary to be consistent with our feedback.
This doesn't mean we have to tell our coworker every single day that they can improve, but if we learn to do it in an honest and graceful way, we can do it several times a month.
When we see our coworker take positive action on feedback we gave earlier, we can offer a small comment.
Continuing with the previous example, we could say "You handled that meeting excellently, it was clear you took everyone's input into account."
4. Accept it when you're wrong.
There will come a time when you give feedback that's unfair or mistaken — none of us are perfect.
And if you generally follow the three points above, all it takes is acknowledging the mistake and moving forward. Knowing how to admit mistakes is a quality others appreciate.
If you ever give feedback that you later think was wrong, it's enough to say "I'm sorry, the comments I gave you last time were off base and I could have delivered them better." Depending on how mistaken the feedback was, in most cases there's no need to go into much more detail.
We Don't Know How to Receive Feedback!
The feedback process has two sides: the person delivering the feedback and the person receiving it.
In the previous section we looked at how important it is to know how to give feedback; now let's look at how to receive it the right way.
Keep the following points in mind when receiving feedback:
1. Don't take it personally.
Feedback isn't meant to expose your flaws or weaknesses; rather, it aims to point you toward the best way to continue your development.
See this information as a challenge to keep reaching your goals, not as a criticism of who you are.
2. It's normal to find surprises.
It's natural to encounter feedback we weren't expecting, whether about a strength or an area of opportunity. Use this as an opportunity to know yourself better and understand how others perceive you.
3. Thank people for their comments.
When you receive feedback, thank the person and ask them to keep pointing out where you can improve.
This will help others feel your openness, and the more feedback they give you, the more material you'll have to keep growing.
How Do I Encourage Feedback at My Company?
There's no single recipe for encouraging feedback at a company, but several of the following steps can be a big help in starting a proactive, positive feedback process within your organization.
1. Use technology.
Often, the effort or time it takes to give face-to-face feedback is the first barrier to it happening.
Using a platform can make this process easier and help ensure it happens more consistently.
2. Change starts with you.
If you're the owner or director of the company, you're the first one responsible for creating a proactive, positive environment. In the same way, the feedback you give others will carry great weight and relevance within the organization.
Be sure to follow the recommendations given earlier, and you'll see the great benefits they bring to your company.
3. Be consistent.
Rome wasn't built in a day. Don't expect the organization to learn how to give the best feedback on the first try.
Be consistent and provide ongoing training so that, over time, it keeps improving on its own.
