Feedback is usually not adequately received due to lack of clarity.
If the Person you are giving Feedback to does not understand what you are trying to communicate, unfortunately they either cannot, or cannot fully receive it.
Is it dummy proofed? – (Can Someone who does not understand this sector, can they understand what I am saying?)
What am I trying to achieve?
Chances are if you do not know, the other party won’t know. If you are confused chances are the other party is confused - see it as a mirror. You must know what you want to say.
Even you yourself, will find it difficult to receive feedback from someone who seems unsure, uncertain and unclear about the situation.
Facts are very important.
Avoid phrases like, they said, I Thought…
These are mere assumptions and do not justify or help solidify your feedback.
Always, where possible use facts.
Last week you signed 25 people up but this week you signed 3.
This makes your feedback factual, reliable and easy to receive as they are true, and you have evidence to support it.
Be Specific and do not beat around the bush.
This makes what you are saying easy to understand, flow thus easy to receive.
Giving someone vague or unspecific feedback is more likely to result in uncertainty, decrease in adaptability and demotivation in receiving information.
Be clear and direct so that the person on the receiving end can receive what you are saying to them.
ONE ISSUE AT A TIME
Bringing up various issues at once, can cause divided focus. When having various issues at once, the person on the receiving end tends to be confused and this can dampen their spirit causing them to not receive the Feedback fully.
It is very important to deal with one issue at a time. Many people tend to use several issues at once as they think it solidifies their point. However, this tends to weaken one's point as several issues are overlapping which can be overwhelming.
It may be more useful to have more feedback sessions, so it does not appear like the issues have been built up and now you are exploding like a shaken fizzy drink.
Focus on the issue at hand. If you are talking about performance, tick to performance, if you are talking about Job Description, stick to JD.
BE AS MUTUAL AS POSSIBLE
Be mutual as possible.
Be aware that unconscious bias takes place, involve yourself with online unconscious bias activities to limit this.
In situations where a team member/(s) have approached to report someone, make sure to have the facts and do not pick sides as hard as it may be.
You should aim to mediate.
Many people assume that giving feedback is all about pointing out the things that someone is not doing too well. However, that is not the case.
Giving Feedback can also be a way to celebrate positivity and rewards the feedback receiver for their hard work and effort.
It is very vital to try and find a positive and balance it. It cannot all be negative. Congratulate them on what they have done well and highlight what they need to do better.
You did well in making your ideas clear however you can try and slow down a bit in the XYZ area to allow your ideas to resonate.
Try and develop a solution-based attitude as opposed to a problem-based attitude.
This is because the aim of Feedback is for improvement and growth.
So, try and focus more on solution as opposed to the problem
An issue that people giving feedback tend to face is that they spend time focussing on areas that do not be focused upon – areas that cannot be changed.
Aim to concentrate on aspects that can be changed so ensure you do not spend time on what cannot. When you can, make sure to offer support and assistance or guide them towards someone who can if you cannot.
Communication is very important and involves not just speaking but also listening – it is a dual mechanism. Remember, listen to understand instead of listening to speak.
Remember when giving feedback you are talking with someone not at someone. It is not a monologue, it is a dialogue. You have a communication partner.
To ensure the other person is involved, always ask them for their side, their opinion this gives them a chance to voice their own opinions. This shows that you are not just them to impose your opinion on them, but you are willing to hear them out.
Ask questions to check that the receiver has understood and will be willing to receive.
Connecting with the person you are giving feedback to is a great way to build a rapport with them.
Try and know things about them, what do they like, dislike?
Now you don’t have to be best friends with them but try and gain an understanding of who they are.
Finding common grounds is a great way to connect. If you can build trust and connection with the other party, chances are, they will be more respectful and open to a respectful and open conversation with you.
Believe it or not, your body language says a lot about you, how you are feeling and if you are interested or not. Always ask yourself, how does your body language appear? Do you seem closed off? Do you appear uninterested? Are you sighing a lot and yawning a lot?
These things can be a barrier in receiving effective communication. If you have an open body language, you will draw people nearer to you - as they do not have to go through the struggle of breaking the barrier.
Things Like Eye contact, Posture and facial expressions all play a part in showing how you are taking the feedback session. Just like a mirror, eventually the delegate you are giving feedback to will mimic you.
Are you rambling on?
Are you calm, or passive aggressive?
Are you speaking at a suitable paced level?
Are you clear or muddling up your words? Is your voice monotone?
Try and be as clear as you can and remember to breathe.
The clearer you are the more people will receive your information
No matter the situation, remain calm and breathe.
Be judgemental, we all make mistakes
Do not shout, if you are getting worked up, take a breather. Tell the person you are giving feedback that they can take a fiver. That is more important that you are shouting, getting angry and possibly losing your job.
Generalise, everyone is different.
Do not focus on what does not need to be focused upon
Assume – do not try to guess someone’s intentions as you are not them.
Just focus on the bad.