As leaders, we all want to be better when it comes to managing our teams. Constructive feedback is a necessary component of running any kind of business or leading a group of people.
Whether you work for a Fortune 500 company or you own a small mom-and-pop bakery with just a few employees, the reality is that giving feedback is tough. You want to get your point across and create lasting change, but you don't want to hurt feelings, bruise egos, or make the problem worse. As a leader, it's vital that you understand its significance and how to deliver it effectively.
That's why constructive feedback is so important.
In this post, we'll take a closer look at what constructive feedback is and why it matters - and give you some actionable examples that you can use the next time you have something to say.
What is Constructive Feedback?
What is constructive feedback, and how does it differ from other types of feedback?
Constructive feedback is actionable and specific feedback that is meant to improve an employee's performance and emphasizes positive actions. It's not about tearing someone down or just pointing out flaws. Instead, it's about highlighting areas of strength and giving specific suggestions for how to improve in areas that need work.
The key element here is in the word "constructive." Currently, about 72% of employees, according to recent Gallup polls, believe that the feedback they receive helps them do their work better. Most consider it critical to career development. Yet far too often, that feedback they're receiving isn't hitting the mark.
The truth is that providing constructive feedback requires both skill and tact. You need to make sure you're choosing the right time and place to give feedback, not criticizing or complaining in the heat of the moment when someone is already under pressure.
When done correctly, the benefits of giving constructive feedback are multiple. Not only does it offer guidance for improvement, but it can also increase motivation and confidence.
This feedback can foster a sense of collaboration and shared responsibility, leading to a more productive workplace. By giving constructive feedback, leaders can build stronger relationships with their teams - and achieve better results.
10 Constructive Feedback Examples for Increased Productivity
Now that you know what constructive feedback is and why it's so important, here are some examples you can use as templates the next time you need to have a chat with a member of your team.
1. The Situation: Turns in Poor Quality Work
This is a situation that needs to be addressed early on. Provide specific examples of where improvements are needed. Focus on the work, not the person, and show that you're there to help support them and help them improve.
You might say:
"I noticed that the latest project had some errors that needed fixing. Let's work together on ways you can improve the quality of your work by providing more thorough proofreading and attention to detail."
2. The Situation: Has a Bad Attitude
A negative attitude is like wildfire - it can spread quickly to others in the organization. When this happens, it can lower morale and productivity.
One way to do provide feedback is to schedule a one-on-one meeting to discuss the behavior. You might say:
"I've noticed that you seem frustrated lately, and it's been affecting your work. Let's talk about what might be causing these feelings and how we can work together to improve the situation."
3. The Situation: Isn't Meeting Goals
The first step here is to make sure goals are clearly defined and mutually agreed upon. Review expectations together and identify specific areas in which improvement is needed.
You could say:
"I'd like to go over your goals for the quarter and see where we can work together to ensure you meet them. Let's identify what steps you can take to achieve these goals and how I can support you."
4. The Situation: Doesn't Speak Up
Some employees, particularly those who are shy or introverted, might struggle sharing ideas in groups or meetings. Acknowledge the person's contributions to the team and highlight the importance of their input.
You might say:
"I appreciate the work you've been doing, but I've noticed that you haven't been sharing your ideas in meetings. Your input is valuable, and I'd like to help you find ways to feel more confident sharing it."
5. The Situation: Is Brutally Honest - to a Fault
Start by acknowledging that honesty is an important value, but share specific examples of how being too blunt can cause problems. Then, work together to find ways they can communicate more thoughtfully.
You might say:
"I appreciate your honesty, but sometimes it can come across as too harsh. Let's work together to find ways you can communicate your feedback in a way that is more constructive and less confrontational."
6. The Situation: Misses a Meeting
If this happens once or twice, it’s likely not a big deal - but if your employee is regularly missing meetings, then it might be time to provide some constructive feedback. First, find out why they missed the meeting.
Then, you might say:
"I noticed you missed the meeting yesterday. Can we talk through what caused you to miss? We value your input and want you to be present for future meetings."
7. The Situation: Arriving to Work Late
This is similar to missing a meeting. If an employee shows up late once or twice, it's probably something that can be overlooked (depending on your company policies). But if tardiness is becoming a chronic issue, it’s best to have a conversation.
That conversation might start with something like:
"I noticed you've been arriving to work late. I understand life happens, but punctuality is crucial for our team. Can you arrive 15 minutes earlier to make sure you're on time?"
8. The Situation: Speaking Over Others
Just as employees not speaking up in meetings can be an issue, those who tend to speak too much can also be problematic.
"During the meeting, I saw that you spoke over your colleagues. While your input is important, it's crucial to let others speak as well. What are some ways you can think of which would help you notice when you're taking up a lot of airtime in meetings?"
9. The Situation: Needs to Build Problem-Solving Skills
Certain employees need a little more hand-holding than others, but luckily, this is an area that can easily be addressed with constructive feedback. Here's an example:
"I see that you had some trouble with <X>. Would you be open to attending a training workshop to help build those skills?"
10. The Situation: Has Trouble Building Rapport
If an employee’s job requires building rapport with clients or customers, such as sales or high-touch customer service, you may need to address a cold demeanor with constructive feedback.
An example could be:
"I understand that it can be a challenge to build relationships, but it’s important to establish trust with our clients and coworkers. Can we work together to develop some strategies to strengthen your rapport-building skills?"
Why is Constructive Feedback So Important?
Constructive feedback is a crucial building block of any successful organization. Without it, employees can't grow and will struggle to meet their goals.
Some benefits of constructive feedback include:
- Enhanced communication and connection: When employees receive positive, actionable feedback, they feel valued. This, alongside a positive work culture, can make employees feel invested in the success of the business.
- Higher engagement: When feedback is incorporated into a leader's management style, employees can feel supported to improve and develop their skills. Engaged employees are known to be more productive, take on more challenging tasks, and have a higher level of commitment to their work. And, believe it or not, studies show that when a strong leader regularly provides feedback to his or her employees, they actively seek out more feedback in the future!
- Clarified expectations: By having regular conversations and providing feedback throughout the employee's journey, managers can make sure employees are fully aware of their performance goals and expectations.
- Better employee retention: Employees who receive regular feedback feel more invested in the company they work for, and are more likely to stay with the company in the long run.
Tips for Giving Constructive Feedback
Here are a few more tips for giving constructive feedback to your employees:
1. Be as Specific as Possible
When you're giving constructive feedback, be as actionable and specific as possible. Being vague can sometimes do more harm than good. Be specific about what your employee did well and where they need to improve, and offer steps for improvement.
For example, instead of saying, "you need to work on your communication skills," give specific examples like, "when you communicate with your team, try to be more aware of your tone”.
2. Address the Situation, Not the Person
When giving feedback, focus on the specific behavior or performance issue and avoid making personal attacks.
For instance, instead of saying, "you aren't doing enough work," say "I noticed that the amount of work you're completing has decreased in the last week."
3. Identify the Impact
Explain the impact of the behavior or performance issue on the team or organization. This will help the employee understand why the feedback is important and how their actions affect others.
For example, instead of saying, "you missed the deadline," say "when you missed the deadline, it put the entire project timeline at risk and delayed our progress."
This will not only help take some of the focus off the individual - addressing the action instead - but it will also give actionable examples that the employee can then take into real life.
4. Give Time for Questions
Give time for questions and check in often. Allowing time for questions and creating an open dialogue with your employees can enhance the effectiveness of your feedback. It allows them to express their own thoughts and concerns, and address any misunderstandings.
Not only that, but regular check-ins can also be helpful in making sure that the employee understands the scope of the feedback and is progressing in the right direction.
5. Have a Conversation About Solutions
Instead of simply pointing out what the employee did wrong, have open-ended conversations that would help them come up with future solutions. This will help them feel empowered and motivated to make positive changes.
For example, instead of saying, "you aren't meeting your sales targets," say "to help you meet your sales targets, what are some things you could do to focus on building better relationships with clients?"
6. Be Mindful of When It's Best to Do Things Face-to-Face
And if you're working remotely or don't always have the opportunity to see your employees face to face, be mindful of when it's best to deliver feedback in-person versus in written form.
While face-to-face communication is often the most effective, there may be times when remote communication, such as written feedback, is necessary. Think about whether your tone and body language are really going to matter if you're delivering the feedback - if they are, consider having the conversation in person (or over video, if that's not possible).
That said, if having clarity and accountability are most important, writing feedback down might be your best option.
Be mindful of the situation and of your employee's needs when you're deciding on the best way to provide feedback.
7. Ask for Feedback in Return
Invite your employee to provide feedback to you, too. Be sure to model a growth mindset. This will show your employees that you're just as dedicated to creating a great workplace culture as you are in the tangible results.
And when you get that feedback, be sure to listen closely and put those suggestions into action.
The Takeaway
If you want to be a great leader, you need to know how to deliver constructive feedback. Hopefully, these tips have helped give you some ideas of how to do just that.
Give them a try - and see your workplace productivity soar.
