LD 029 Giving and receiving feedback seminar November
LD 029 Giving and receiving feedback seminar November 2018 Giving and receiving feedback seminar www. face 2 face. HR. com
This session focuses on giving employees feedback and receiving feedback from employees www. face 2 face. HR. com
Importance of giving employees feedback Ø It creates a more personal connection between the organisation and its employees, thereby increasing engagement Ø Reinforces and embeds best practice Ø Ensures alignment to business’s goals Ø Creates environment of learning and development Ø Helps prevent demotivation www. face 2 face. HR. com
Over to you… Ø Can you think of other reasons why it is important to give employees feedback? www. face 2 face. HR. com
Establishing a culture of regular feedback Ø Frequent informal feedback is preferable Ø Creates a positive and supportive environment Ø Is more natural and less intimidating Ø Should be part of daily routine www. face 2 face. HR. com
Top tip ü Look at the time you spend on process and the time you spend with your team. You should spend a significant part of each day with your team to become a visible, attentive and interested leader. www. face 2 face. HR. com
Day-to-day praise Ø Do not underestimate importance of regular positive feedback, e. g. saying “thank you” Ø It is likely to increase employee’s sense of worth Ø Think about how to give positive praise in advance to make it meaningful: § § be specific make the moment special www. face 2 face. HR. com
Day-to-day constructive feedback Ø Where there is a need to correct or improve performance or behaviour, give constructive feedback Ø Do not wait until employees are performing poorly: prompt feedback is preferable Ø Improves adequate performance Ø Demonstrates your attentiveness and willingness to engage Ø Helps to address problems quickly Ø Employees generally react well to constructive feedback www. face 2 face. HR. com
Tips for giving regular constructive feedback Ø Respect employee’s privacy Ø Show respect for employee Ø Start with genuine wish to understand Ø Own the feedback Ø Be specific www. face 2 face. HR. com
Making feedback personal Ø Give face-to-face feedback: employees respond better to this Ø Give employee your full attention Ø Could follow up face-to-face feedback with email Ø If necessary, give feedback via telephone, but not via text message www. face 2 face. HR. com
Timely feedback Ø Give feedback at earliest opportunity: as event is still fresh in employee’s mind Ø Positive feedback and constructive criticism benefit from immediacy Ø May be appropriate to wait a short time before giving constructive feedback to avoid knee-jerk reaction www. face 2 face. HR. com
Emotional reaction (1) Ø Give employee time to respond to feedback Ø This shows you are acknowledging the employee’s feelings Ø If giving employee constructive feedback, explain why you are giving such feedback www. face 2 face. HR. com
Emotional reaction (2) Ø Where giving constructive feedback: § § § allow the employee to explain him- or herself; listen to what the employee says; discuss the issue; explain why different action would have been better; if appropriate, say that what the employee has done is not necessarily wrong; and give an example of what the employee could have done differently. www. face 2 face. HR. com
Top tip ü Allow sufficient time for giving an employee feedback, not only for what you want to say, but also to allow the employee to express emotion and to enable discussion. www. face 2 face. HR. com
Formal feedback Ø Formal feedback is sometimes appropriate outside the appraisal process Ø Giving such feedback is much easier and more effective if giving and receiving feedback is part of workplace culture www. face 2 face. HR. com
Formal praise Ø Look for opportunities to give formal praise Ø Formal praise can embed good practice and motivate Ø Give specific and detailed praise Ø Avoid general comments Ø Private v public formal praise www. face 2 face. HR. com
Dos and don’ts Do ü Give formal feedback on important ü ü ü team and individual successes Keep a record of these achievements Consider formal “feedback” item for less regular team meetings Post formal feedback on intranet or via email to team Ensure feedback is personal Get to know and praise all team members www. face 2 face. HR. com Don’t û Praise everything employees do û Generalise when giving praise
Formal constructive feedback Ø Organise meeting with employee Ø Give notice of meeting and what will be discussed Ø Give constructive feedback Ø Ask for employee’s view Ø Listen to what employee says Ø Jointly build constructive action plan Ø Record what was said in meeting and agreed next steps www. face 2 face. HR. com
Feedback between employees Ø Create culture of feedback between employees to encourage learning Ø Dedicate time in team meetings for feedback between employees Ø Feedback can be given in front of team or in pairs, as appropriate Ø Encourage employees to give feedback to one another privately outside team meetings www. face 2 face. HR. com
Top tip ü In team meetings, have a regular “feedback” item on the agenda and encourage all employees to contribute by providing feedback on their colleagues’ performance and on organisational processes and practices. www. face 2 face. HR. com
Ground rules for feedback between employees (1) Set ground rules for employees giving feedback to one another by explaining that: Ø feedback between employees is important; Ø constructive feedback and mutual support can help employees in their role; Ø employees should show respect for one another and seek to understand rather than judge; www. face 2 face. HR. com
Ground rules for feedback between employees (2) Ø feedback should include praise or be constructive, but should not be negative; and Ø feedback should be regarded as something positive to improve performance and lead to organisational and personal success. www. face 2 face. HR. com
Receiving feedback from employees Ø Encourage employees to give you feedback on organisational issues and your performance Ø Encourage employees to give feedback in one-to-one sessions or in team meetings www. face 2 face. HR. com
Over to you… These are a few reasons why it is important for employees to give you feedback. Can you think of others? Ø Shows you are prepared to listen and learn Ø Encourages employees to receive feedback appropriately themselves www. face 2 face. HR. com
Dos and don’ts Do ü Encourage employees to give you ü ü feedback Listen to what employees say Thank the employee for his/her comments Reflect on what the employee has said Accept feedback as a valuable insight into how others see you www. face 2 face. HR. com Don’t û Become defensive or seek to justify yourself
Q: Which one of the following is true? a) Line managers should give employees constructive feedback even where they are performing to an adequate standard b) It would be inappropriate to give employees constructive feedback where they are performing to an adequate standard c) Line managers should not give employees regular praise, to prevent them from resting on their laurels d) Line managers should give employees feedback on their work only during formal appraisals www. face 2 face. HR. com
Q: Which one of the following is true? a) Line managers should give employees constructive feedback even where they are performing to an adequate standard b) It would be inappropriate to give employees constructive feedback where they are performing to an adequate standard c) Line managers should not give employees regular praise, to prevent them from resting on their laurels d) Line managers should give employees feedback on their work only during formal appraisals www. face 2 face. HR. com
Q: Which would be the best way for line manager Tim to give constructive feedback to Rajan about his performance? a) Tim should email Rajan, because it is best to give feedback in writing b) Tim should give Rajan the feedback in a team meeting, to enable the rest of the team to benefit from the feedback c) Tim should wait to give Rajan the feedback at his yearly performance review, because it is best to give feedback in private d) Tim should ask Rajan for a private word as soon as possible www. face 2 face. HR. com
Q: Which would be the best way for line manager Tim to give constructive feedback to Rajan about his performance? a) Tim should email Rajan, because it is best to give feedback in writing b) Tim should give Rajan the feedback in a team meeting, to enable the rest of the team to benefit from the feedback c) Tim should wait to give Rajan the feedback at his yearly performance review, because it is best to give feedback in private d) Tim should ask Rajan for a private word as soon as possible www. face 2 face. HR. com
Q: Which of the following would it be inappropriate for a line manager to say during a team meeting? a) “I’d like everyone to share their point of view about one thing we could have done differently over the past month” b) “I’d like everyone to share something that one of their colleagues did badly over the past month” c) “I’d like you to spend five minutes giving your neighbour praise or constructive feedback on any aspect of his/her work during the past month” d) “When you receive feedback from your colleagues you should view this as a positive process, because it can improve an aspect of your work and lead to greater personal and organisational success” www. face 2 face. HR. com
Q: Which of the following would it be inappropriate for a line manager to say during a team meeting? a) “I’d like everyone to share their point of view about one thing we could have done differently over the past month” b) “I’d like everyone to share something that one of their colleagues did badly over the past month” c) “I’d like you to spend five minutes giving your neighbour praise or constructive feedback on any aspect of his/her work during the past month” d) “When you receive feedback from your colleagues you should view this as a positive process, because it can improve an aspect of your work and lead to greater personal and organisational success” www. face 2 face. HR. com
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