Giving negative feedback is challenging for most people, as it requires us to communicate unpleasant information that could potentially harm our relationships with others. However, when done correctly, negative feedback can be a powerful tool for growth and improvement. In this blog, we will explore three key things to remember when delivering negative feedback.
Clarify the purpose of your conversation:
Before delivering negative feedback, it is important to clarify the purpose of your conversation. Ask yourself, what do you hope to achieve by giving this feedback? What is the outcome you are seeking? Having a clear purpose in mind will help you to stay focused and deliver your message in a way that is more effective and less likely to be misinterpreted.
Make sure your expectations here aren’t very high. Say something like, “I hope that you exceed those expectations.” However, it is far better to go in assuming that you’re going to make a little bit of progress on an issue … than it is to go in hoping that the whole issue is going to be solved.
Prepare to receive conflicting datapoints:
When giving negative feedback, it is essential to prepare for conflicting datapoints. This means being open to hearing different perspectives and feedback from the person you are speaking with. Try to approach the conversation with an open mind and avoid being defensive or dismissive. Remember, the purpose of giving feedback is to help the other person grow and improve, not to prove them wrong or make them feel bad.
Considering in advance what information might make you reconsider your own position—and then, in the conversation itself, taking care to solicit the employee’s perspectives directly. Simply by asking the question, you are less likely to defend against things that they raise, and you’re giving them space for having that conversation.
Commit to listening well and staying attuned:
One of the most critical elements of delivering negative feedback is listening well and staying attuned to the other person's emotions and reactions. It can be challenging to hear negative feedback, and it is natural for the other person to feel defensive or upset. However, by actively listening and showing empathy, you can help the person feel heard and understood, which can ultimately lead to a more productive conversation.
As the leader starting the conversation, the onus is on you to ensure that follow-up happens. One way or another, the situation must be resolved. Hopefully, the resolution will be satisfactory—but even if it isn’t, you will want to know that as you plan your next move.
Timing
In addition to the three things mentioned above, it is also important to deliver negative feedback in a timely manner. Waiting too long to provide feedback can lead to the other person continuing the same behaviour or making the same mistakes, which can be detrimental to their growth and progress.
Furthermore, delaying feedback can also create anxiety and uncertainty for the other person. They may feel like they are constantly being evaluated or that there is something wrong with their work or behaviour, which can lead to a negative work environment and decreased productivity.
On the other hand, providing timely feedback allows the other person to take immediate action to correct their mistakes or adjust their behaviour. This can help them to improve more quickly and feel more confident in their work, ultimately leading to a more positive and productive work environment.
In conclusion, delivering negative feedback in a timely manner is essential for both the growth of the individual and the overall success of the team or organization. It allows for immediate action and adjustments to be made, leading to faster progress and a more positive work environment.
Delivering negative feedback can be challenging, but by keeping these three things in mind, you can approach the conversation with more confidence and compassion. Remember to clarify the purpose of your conversation, prepare to receive conflicting datapoints, and commit to listening well and staying attuned to the other person's emotions. By doing so, you can help the other person grow and improve while strengthening your relationship with them.