How to Give Feedback to your Employees and When is it Right to do so?

Giving feedback is a process that arouses hatred and love among managers because of the difficulty involved in finding the right moment and the right tone. Every leader or entrepreneur has been there and experienced the uncertainty of not knowing how or when to give comments on their team’s performance. If you are one of them, don’t worry; it all comes with time, practice, and enough knowledge.

The well-given feedback, however, is a powerful tool. It represents a unique opportunity to bond with the employee and instill the values of the organizational culture in them. When feedback is given at the right time and repeated frequently, it makes the company a benchmark for growth.

Today we will look at some cases when giving feedback is the most appropriate. Read on and take notes if you wish your feedback-giving skills to improve! And don’t worry, it is actually no harder than it is for your cousins and children to google “write my paper” and find the best assistant for their study needs.

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1 When an employee makes a mistake

No matter how much education or experience we have, in the end, we can all make mistakes in our jobs. When a mistake happens, a good leader first finds out the lesson that led to the employee’s mistake and tries to say something along the lines of, “I know you feel bad about what you did.”

For example: “I know you feel bad about this mistake, and I am not happy about it either. You have the potential to achieve better results. So, I want the two of us to find the lessons from this mistake and discuss what you could do better next time to prevent it from happening again.”

2 When an employee looks disengaged

It is easy to notice a lack of commitment in an employee: they tend to make excuses, they do not help their co-workers, they are distracted, and they perform their duties with a visible lack of motivation or enthusiasm. In this case, the most important thing is to know the cause and offer help to find a solution.

For example: “I have noticed that you have been less motivated and a bit distracted than you used to be. I am concerned because it is affecting the quality of your work. Would you like to share what is making you feel this way, and what can I do so you can be satisfied with your work again?”

3 When an employee spreads gossip and rumors

Gossip creates a working environment full of unease and mistrust. In these cases, honest feedback and sincere discussion are necessary to deal with this situation. The most important thing is to make the author of these rumors realize their mistake and ask them not to repeat it.

For example: “I have learned that you have been speaking meanly about this specific issue. I am disappointed and genuinely sorry that you feel this way. I want you to know that you can always talk to me about your concerns or discomfort instead of spreading rumors, which create a hostile atmosphere.”

4 When an employee’s performance has declined

After conducting a performance appraisal, it may become apparent that an employee’s performance has deteriorated. If this is the case, encourage them to find strategies together, such as creating an IDP (Individual Development Plan) so that the employee can return to the same level of performance as before.

For example: “Over the last month, I have noticed several changes in your work habits. I know how productive you are and how you work to achieve good results, so I want to know if you have any problems I can help you with to perform better. What difficulties have you had in your work?”

5 When an employee achieves professional goals

Just as pointing out their mistakes and areas for improvement on feedback or assessment days, it is also essential for managers to recognize the achievements and merits reached by employees in order to improve their commitment. In these cases, it is useful to say something like the following example:

“I am delighted with the results and work achievements you have had these days. Your commitment to the company is evident, and I would like to recognize your effort. I feel very fortunate to have you on our team, and I would like to be part of your further career development in our company.”

6 After their competency assessment

The 360° competency assessment is an excellent opportunity to talk to your colleagues about all the things on your mind regarding work methodology, results achieved, pending projects, and things that make you uncomfortable. Before the feedback meeting, make a list of these and related topics, and take the opportunity to express your opinions and listen to your employees.

In the end, giving honest, positive feedback at the right time can improve employee confidence and motivate them to keep giving their best effort. Feedback is not meant to scold or make employees feel bad. On the contrary, it is an opportunity to be their ally and help them become better professionals.