The Art Of Giving And Receiving Feedback

Words are a very powerful tool—a key to knowing who you really are. Despite our good intentions, we sometimes unintentionally end up hurting the other person while giving feedback, be it a family member or a coworker. While it can be quite daunting to give and receive feedback, many organizations have incorporated formal feedback systems in the form of mid-year or annual reviews. 

• “People Never Forget How You Made Them Feel”
• Maya Angelou

In both formal evaluations and everyday interactions, feedback plays a crucial role. According to Glassdoor’s Employee Appreciation Survey, 53% of employees admitted that they would stay longer in the company if they were well-appreciated by their bosses. In fact, 81% of employees claimed to feel motivated to work harder when their bosses appreciated their work.

But sometimes, even the most well-intentioned feedback can trigger the amygdala, the brain's emotional center responsible for processing threats and initiating the fight-or-flight response. This can manifest as defensiveness, a desire to withdraw from the conversation, or even the urge to argue back. While it is a pretty natural response toward criticism, it is important to learn how to receive feedback with the motive of growing and learning.

What Is Feedback?

Feedback is a vital communication tool that drives organizational development. Simply put, it's a process where managers and employees assess situations and behaviors to pinpoint areas for improvement or strengths to reinforce. The main goal of feedback is to promote personal and professional growth within the organization.

Now, you would ask why feedback is considered an important growth aspect in the workplace.

Importance Of Feedback Mechanism In The Workplace

Feedback serves as a crucial guidepost in our journey of personal and professional development. Just like a compass points us in the right direction, feedback. It directs us towards learning from our experiences and encourages us to confront challenges directly, viewing them as opportunities for growth rather than obstacles. 

By embracing feedback training, we continually strive to improve ourselves, refining our skills and behaviors to become better versions of who we are.

Feedback is instrumental in fostering a healthy and productive workplace environment for several reasons:

1. Improves Performance

Giving feedback provides employees with valuable insights into their strengths and areas needing improvement. Constructive feedback helps individuals understand what they are doing well and where adjustments are needed, leading to improved performance and productivity.

2. Enhances Communication

It promotes open and transparent communication between managers and employees. When feedback is given regularly and effectively, it encourages dialogue, clarifies expectations, and builds trust within teams.

3. Promotes Learning and Development

Feedback serves as a catalyst for continuous learning and development. It encourages employees to reflect on their actions, seek new skills, and adapt to changing circumstances, fostering a culture of growth and innovation.

4. Align Goals and Expectations

Clear feedback helps align individual goals with organizational objectives. It ensures that employees understand how their work contributes to the overall success of the company, increasing motivation and engagement.

5. Builds Stronger Teams

When feedback is given constructively, it strengthens team dynamics and collaboration. It encourages mutual respect and accountability among team members, leading to improved cooperation and collective achievement of goals.

6. Prevents Issues

Timely feedback can prevent small issues from escalating into larger problems. By addressing concerns early on, managers can guide employees toward corrective actions and maintain a positive work environment.

7. Boosts Employee Morale

Positive feedback acknowledges and reinforces employees' efforts and achievements. It boosts morale, increases job satisfaction, and enhances retention rates within the organization.

Our first reaction to receiving feedback:

When someone gives us feedback, our first instinct is to take it personally and believe it's 100% true. This makes it hard to really think about the feedback and see if there's any truth to it. Because we jump to believing it so fast, it can make us feel defensive or upset, like someone is telling us something bad about ourselves without even asking us about it.

So how do you master the art of receiving feedback without taking everything too personally?

Here is our checklist for receiving feedback with curiosity and an open mind:

1. Before the Feedback

Set Expectations and Take a Deep Breath: 

If you know you're going to get feedback, take a few minutes to prepare yourself mentally. Anticipating feedback can help reduce anxiety and make you more receptive. 

• Cultivate a growth mindset: View feedback as a chance to develop skills rather than a judgment of abilities
• Take a few deep breaths to center yourself and approach the situation with a calm and open mind
• Discuss the importance of openness and receptivity to different perspectives

Understanding the Purpose of Feedback:

• Understand why feedback is important for individual development and organizational success
• Remind yourself that feedback is an opportunity to improve, not a chance for someone to criticize you as a person

2. During the Feedback

Listen Actively: 

• Pay close attention to what the person is saying
• Try to understand their perspective
• Make eye contact, nod your head, and avoid interruptions as much as possible 
• Try to see things from their point of view
• Understand what they are hoping to achieve with their feedback
• 
  

Separate the Feedback from You: 

The feedback is about your work, not your worth as a person. It's easy to conflate criticism of our work with criticism of ourselves, but they are not the same thing. If someone says your presentation could have been clearer, that doesn't mean you're a bad presenter. It simply means there's room for improvement in that specific area.

Focus on the "Why": 

Understanding the reason behind the feedback can be more helpful than just the criticism itself. 

Ask them questions like:

• “Why do you think this approach might not work?”
• "Can you give me an example of what you mean?" 

Asking such questions will help you identify the root cause of the issue and develop a more effective solution.

3. After the Feedback

Take Time to Think: 

Don't react immediately. Our initial reaction to feedback is often emotional, so give yourself some space to process the feedback before making judgments. Take a few deep breaths, go for a walk, or sleep on it if necessary. Coming back to the feedback later with a clear head will allow you to consider it more objectively.

Look for the Good: 

Even critical feedback can have a positive side. So look for areas where you can learn and grow. 

Ask yourself questions like:

• "Is there any truth to this feedback?" 
• "Can I use this feedback to improve my skills?" 

Even if the feedback isn't entirely accurate, there might be a kernel of truth or a different perspective that can be helpful.

Not All Feedback is Perfect: 

It's completely okay to disagree with some feedback. So consider the source of the feedback and their area of expertise. Is this someone whose opinion you value? Do they have a good understanding of the task or project? 

It's also important to consider your own experience and knowledge. If the feedback contradicts your own understanding of the situation, it's okay to politely disagree and explain your reasoning.

Focus on Improvement: 

The ultimate goal of feedback is to help you improve your skills or approach. So instead of dwelling on the negative aspects of the feedback, focus on how you can use it to move forward. 

Ask yourself questions like:

• "What can I do differently next time?"
• "What steps can I take to improve in this area?" 

Action Planning and Goal Setting:

• Learn how to create actionable goals based on feedback received: setting SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals
• Develop a plan to implement feedback and track progress over time

Seeking Support and Feedback Follow-Up:

• Seek ongoing support from mentors, coaches, or peers to continue growing
• Discuss the role of follow-up discussions to review progress and address any further questions or concerns about feedback received from your mentors or employers

These tips will help you turn the feedback into a positive learning experience. It is important to remember that feedback is all about growth! It shouldn't be seen as a personal attack but rather a chance to become better at what you do.

Different Types Of Feedback Mechanisms In The Corporate World

In the corporate world, various types of feedback mechanisms are utilized to foster communication, development, and improvement. 

Here are some common types of feedback for the corporate world:

• Performance Reviews:

Scheduled evaluations where managers provide feedback on an employee's performance over a specific period. These reviews often include goal-setting and career development discussions.

Example:

"John, I want to commend you for consistently meeting project deadlines and demonstrating strong problem-solving skills this past quarter. Your proactive approach to handling client inquiries has significantly contributed to our team's success. Moving forward, I encourage you to continue developing your leadership abilities by taking on more mentoring opportunities. Your dedication and contributions are valued, and I look forward to seeing your continued growth and impact on our team."

• 360-Degree Feedback: 

Feedback gathered from multiple sources, including peers, subordinates, and supervisors, provides a comprehensive view of an individual's strengths and areas for improvement.

Example:

"Sarah, your teamwork and communication skills are highly valued by your colleagues. Consider refining your time management to ensure consistent deadline adherence. Keep leveraging your strengths while enhancing your organizational skills for continued success."

• Continuous Feedback: 

Ongoing and informal feedback is exchanged regularly between managers and employees or among team members to address immediate issues or provide timely recognition.

Example:

"James, I wanted to highlight your recent presentation—it was clear, engaging, and well-structured, making a strong impact on the team. Going forward, I suggest focusing on incorporating more data-driven insights to further bolster your points. Your continuous improvement in this area will strengthen our team's strategic discussions."

• Project Debriefs: 

Sessions are held after completing a project to discuss what went well, areas for improvement, and lessons learned, facilitating continuous learning and future project success.

Example: 

"Emily, your leadership on this project was outstanding, guiding the team through challenges with clarity and resilience. Let's refine our communication strategy for future projects to improve client updates and team alignment. Your proactive approach and dedication to improvement make a significant impact on our team's success."

• Customer Feedback: 

Feedback collected directly from customers regarding products, services, or interactions with employees helps improve customer satisfaction and business operations.

Example: 

"John, I wanted to share positive feedback from a customer who praised your exceptional service and attention to detail during their recent visit. Your ability to resolve their issues efficiently reflects well on our team. Keep up the excellent work—it's truly appreciated!"

• Employee Surveys: 

Periodic surveys are distributed to gather anonymous feedback on various aspects of the workplace, such as culture, leadership, and job satisfaction, to inform organizational strategies.

Example: 

"Sarah, I wanted to share feedback from our recent employee survey, where your colleagues highlighted your supportive attitude and teamwork. Your contributions to our team culture are invaluable. Let's continue working together to build on these strengths and achieve even greater success."

• Peer Feedback: 

Feedback is exchanged among colleagues within the same team or department, offering different perspectives and promoting collaboration and mutual support.

Example:

"Emily, I've heard from your peers about how your collaborative approach and willingness to assist others have been crucial in several recent projects. They appreciate your proactive communication and problem-solving skills, which have strengthened our team's effectiveness. Your dedication to teamwork is inspiring and greatly valued."

• Managerial Feedback: 

Feedback is provided by managers to their direct reports to guide their professional development, clarify expectations, and align individual goals with organizational objectives.

Example: 

"Sarah, your proactive management style has noticeably improved team collaboration and project outcomes. Your ability to foster a supportive environment and facilitate constructive discussions is commendable. Let's explore opportunities to further amplify your leadership impact as we tackle upcoming challenges together."

• Feedforward: 

Future-oriented feedback focuses on identifying and planning actions to achieve desired outcomes, emphasizing growth and improvement rather than past performance.

Example:

"John, looking ahead, I see great potential for you to enhance your client presentation skills by incorporating more visual storytelling techniques. This approach will further engage our audience and strengthen our client relationships. Let's schedule a session to work on refining these skills together, ensuring we capitalize on your strengths for future successes."

• Real-time Feedback: 

Immediate feedback is given during or shortly after an event or interaction, enabling timely adjustments and continuous improvement.

Example: 

"Emily, during today's client meeting, I noticed how effectively you addressed their concerns with clarity and professionalism. Your ability to adapt and provide insightful solutions on the spot was impressive and greatly appreciated by the client. Keep up the excellent work!"

Each type of feedback mechanism serves a specific purpose in the corporate world, contributing to employee development, organizational effectiveness, and overall performance improvement. By combining these mechanisms, you can create a robust feedback culture, promoting continuous learning, innovation, and striving toward success.

Importance Of The Feedback Setting

The best kind of feedback is like giving someone a helpful tip, not a mean put-down. When we give feedback in a nice way, it helps people learn and do better. It can even make work more fun because everyone feels supported. But if we're rude or hurtful, it can bring people down and make them not want to try as hard.

The setting of feedback highly matters when you receive feedback because:

• It ensures the comfort and safety of the employees
• Promotes open conversations
• Evokes emotional responses from the employees
• Encourages a two-way dialogue

The setting of giving and receiving feedback greatly influences how your employees perceive it. It sets the tone for constructive dialogue, supports emotional well-being, and ultimately contributes to a positive feedback culture within the organization.

Scenario: 1

Question: 

During a performance review, your manager provides feedback that your communication skills need improvement. How would you respond?

Answer: 

I would thank my manager for the feedback and ask for specific examples to better understand where I can improve. I would listen actively, take notes, and ask clarifying questions to ensure I grasped the feedback fully. After the meeting, I would reflect on the feedback, identify areas for improvement, and create an action plan to work on enhancing my communication skills.

Scenario: 2

Question: 

Your team leader gives you feedback that you need to improve your time management to meet project deadlines more consistently. How would you handle this feedback?

Answer: 

I would appreciate the feedback and express my willingness to improve. I would ask for specific strategies or tips on how I can better manage my time and meet deadlines effectively. I would take responsibility for my development, discuss any challenges I face in managing time, and seek guidance on prioritization techniques or tools that could help me improve.

Scenario: 3

Question: 

Your supervisor provides feedback that you could enhance your teamwork skills to collaborate more effectively with your colleagues. How would you receive and act on this feedback?

Answer: 

I would acknowledge the feedback positively and inquire about specific instances where my teamwork could be strengthened. I would listen attentively to understand any areas of improvement needed, and I would ask for examples to gain clarity. To improve my teamwork skills, I would actively seek opportunities to collaborate more closely with my team, participate in team-building activities, and ask for regular feedback to track my progress.

These scenarios demonstrate how you can receive feedback constructively, seek clarification, and take proactive steps to improve your skills and performance based on the received feedback.

In Conclusion

Remember that feedback is crucial in corporate training and development. It's a key factor that boosts learning, engages participants, and fosters communication effectively over time. It helps us identify areas where we can do better. 

When discussing it, the goal is to turn it into a positive learning experience and find solutions together. For instance, if your colleague felt unsupported when handling a client alone, you could adjust your schedule to attend the next meeting. 

Both sides need to understand what needs to be changed in the workplace. This not only ensures transparency but also creates a safe and positive space and room for improvement. 

As Kim Scott said in her recent book, Radical Candor, “The way you ask for criticism and react to it goes a long way toward building trust or destroying it.” So next time, analyze the key areas for improvement and sit with an open mind when receiving feedback from your managers.

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Our ready-made course modules include trending and on-demand course topics such as Mastering The Art Of Receiving Feedback, Customer Handling, Effective Communication, Collaboration Tools, Creative Thinking, Company Leave Policy, Parental Leave Policy, Mastering Empathy at Workplace, and Embracing Emotional Intelligence.

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