Giving & Receiving Feedback: A Flourish Guide

Feedback is an essential tool for HR professionals to build and develop strong teams. It plays a crucial role in improving employee performance, fostering positive relationships, and driving overall organisational success. However, giving and receiving constructive feedback can sometimes be challenging for some people. In this comprehensive guide, we will explore effective strategies and techniques for HR professionals to deliver feedback that inspires growth and development.

The Value of Constructive Feedback

Why Constructive Feedback Matters

Constructive feedback is powerful for HR professionals to help employees reach their full potential. It provides guidance, identifies areas for improvement, and encourages continuous growth. Research compiled by US company, Zippia revealed that 60% of employees want feedback on a daily or weekly basis, and 80% prefer immediate feedback rather than aggregated feedback in annual or bi-annual reviews. However, only 28% of employees receive meaningful feedback at least once a week, indicating a significant gap between expectation and reality.

The Benefits of Constructive Feedback

Constructive feedback offers several benefits for both employees and organisations. It improves employee and manager performance by addressing unmet expectations and misunderstandings stemming from ineffective communication. Clear and realistic expectations set the foundation for success and help individuals meet and exceed their goals. Additionally, constructive feedback strengthens relationships by fostering open communication, trust, and transparency. It allows team members to learn more about each other and develop a deeper understanding through healthy conflict resolution.

Understanding Communication Styles

Effective feedback delivery requires understanding and adapting to different communication styles. Personality tests such as Myers-Briggs/16 personalities can help HR professionals identify their team members' communication preferences. These assessments categorise communication styles into four main types: Driver, Expressive, Analytical, and Amiable.

The Analytical Communication Style

Analytical individuals value competence and expect accuracy from others. They pay attention to details and prefer thorough analysis and planning. When giving feedback to an Analytical, it is important to provide specific examples and support observations with facts and figures. Focus on how their behaviours fail to meet established expectations and provide clear criteria for improvement.

The Driver Communication Style

Drivers are goal-oriented individuals who prioritise productivity and efficiency. They prefer high-level overviews and delegation of tasks. When providing feedback to a Driver, be brief and to the point. Clearly state what needs to be improved and provide a compelling reason for change.

The Amiable Communication Style

Amiable individuals are easy-going, supportive, and value stability. They perform well under pressure and dislike conflict. When giving feedback to an Amiable, it is important to show care and empathy. Emphasise personal growth and provide feedback in a way that avoids personal attacks or perceived failures.

The Expressive Communication Style

Expressive individuals are energetic, creative, and enjoy storytelling. They thrive on inspiration and often lack attention to detail. When giving feedback to an Expressive, allow them to feel heard and provide opportunities for them to express their thoughts. Keep the conversation focused and redirect them back to the issue at hand when necessary.

Effective Strategies for Giving Feedback

The Feedback Formula

To deliver constructive feedback effectively, HR professionals can use the following approach. It ensures directness, specificity, and clarity in addressing feedback.

Meet privately: Address the recipient of the feedback one-on-one to maintain privacy and eliminate distractions.
Begin with appreciation, humility, and empathy: Express gratitude and acknowledge the difficulty of the issue at hand. Praise any relevant strengths before moving into the criticism.
Use specific examples of unacceptable behaviour: Remind the recipient of recent, specific instances where their behaviour fell short of expectations.
Focus on the impact of the actions: Clearly explain why the behaviour needs to change and how it affects others. Share personal feelings and observations.
State expectations moving forward: Communicate the changes expected and offer support in achieving them.
State consequences: Explain the potential consequences if the behaviour continues, such as the impact on team dynamics or customer perception.
Allow the person to save face: Be gentle and empathetic, and leave the meeting on a positive note. Avoid sharing the details of the conversation with others unless necessary.
Praise improvements: Recognise and acknowledge positive changes to reinforce growth and development.

Receiving Feedback

Receiving feedback is just as important as giving it. Accepting feedback in a non-defensive manner promotes a culture of open communication and continuous improvement. John Ford, Founder and Principal Mediator at the HR Mediation Academy, suggests remembering that feedback is intended for learning rather than personal attacks. Summarising the feedback at the end of the conversation helps ensure a clear understanding.

Creating a Feedback Culture

To make feedback a regular practice, HR professionals can implement various strategies at the organisational level. Actively soliciting feedback from employees and creating a psychologically safe environment encourages open communication. Surveys, whether anonymous or not, provide timely feedback from employees and help HR professionals identify trends and areas for improvement.

Conclusion

Constructive feedback is a valuable tool for HR professionals to drive growth, improve performance, and foster positive relationships within organisations. By understanding different communication styles, implementing effective feedback strategies, and creating a feedback culture, HR professionals can empower employees to reach their full potential. Remember, feedback is a powerful tool, and when delivered and received with care, it can transform individuals and organisations alike.