Training a team is difficult without a proper structure for feedback. Here are the five steps to delivering constructive and positive feedback.
Get the Green Light
Before diving into giving feedback, get the green light. Always ask if it’s okay to share your thoughts. This shows respect and ensures the person is open to receiving feedback. For instance, you might say, "I have some thoughts on the last project. Is now a good time to discuss them?" This simple step can make the person more receptive and sets a positive tone.
Asking for permission to give feedback helps avoid catching the person off guard. It respects their time and mental space, making them more likely to be open and engaged. This is particularly important in fostering a respectful and inclusive work environment, something that’s crucial for young HR professionals focused on diversity and inclusion.
Describe the Situation
Next, describe the situation clearly and concisely. Stick to the facts, avoiding any emotional or judgmental language. Imagine you’re a news reporter stating what happened. For example, "During the team meeting yesterday, you interrupted Jane multiple times." This clarity helps the person understand the context of your feedback.
Describing the situation accurately is a critical part of giving and receiving feedback training. It ensures that both parties are on the same page and eliminates any misunderstandings.
Explain the Behavior
Now, focus on the specific behavior you observed. Be precise about what the person did or didn’t do. Instead of saying, "You were rude," say, "You interrupted Jane three times." This makes it easier for the person to understand exactly what actions need to be addressed.
Being specific about behaviors rather than making general statements is essential in giving and receiving feedback training. This approach helps the recipient understand what specific actions need to be changed or reinforced.
Detail the Impact
Detailing the impact of the behavior is crucial. Explain how their actions affected the team, project, or workplace. For example, "When you interrupted Jane, it made it hard for her to share her ideas, which slowed down our brainstorming session." This helps the person see the real-world consequences of their actions and why it’s important to make changes.
Understanding the impact is a key aspect of giving and receiving feedback training. It makes the feedback more meaningful and helps the recipient understand the importance of their actions in a broader context.
Confirm with a Question
Finally, confirm your feedback with a question to start a dialogue. This invites the person to share their perspective and engage in a constructive conversation. You could ask, "How do you see it?" or "What are your thoughts on this?" This step turns the feedback session into a two-way discussion, promoting understanding and collaboration.
Starting a dialogue is a vital part of giving and receiving feedback training. It ensures that the feedback process is interactive and that both parties have a chance to express their views and come to a mutual understanding.
These five steps—get the green light, describe the situation, explain the behavior, detail the impact, and confirm with a question—create a clear and respectful framework for giving and receiving feedback.
Training teams effectively hinges on fostering open communication and a feedback culture. At Not Rocket Science, we offer unique feedback experiences like "Props & Polish: A Lunar Escape," where teams embark on a competitive and collaborative lunar mission that builds a strong feedback culture. Check out our feedback training experiences and see how we can help your team soar to new heights.
