How To Give Effective Feedback To Employees (5 Tips for Managers)

Summary

This video script explores the importance of effective feedback in management, highlighting its impact on employee engagement and satisfaction. It delves into the neuroscience behind how feedback is processed, emphasizing the need for a balanced approach. The script offers a five-step guide for managers to deliver constructive feedback, including preparation, choosing the right setting, using respectful language, structuring feedback with the SBI model, and encouraging dialogue. This approach fosters a culture of open communication and continuous learning, benefiting both employees and the organization.

Takeaways

• 🗨️ Feedback is essential for managers to guide employees on their performance and areas for improvement.
• 🚫 Many managers find it challenging to deliver effective feedback, often avoiding negative feedback or focusing too much on weaknesses.
• 📊 Regular and effective feedback, as per the 2020 Society for Human Resource Management survey, increases employee engagement and satisfaction.
• 🏆 Employees who receive feedback feel more valued and are more likely to remain with their current employer.
• 🧠 Understanding how the brain processes feedback is crucial for managers to effectively communicate with their team.
• 🔁 The brain first categorizes feedback as positive or negative, which triggers different responses like reward or stress.
• 🤔 The brain analyzes feedback for relevance and credibility, comparing it to past experiences and self-perception.
• 📈 Agreeing with feedback increases the likelihood of acceptance and action, while disagreement may lead to defensiveness.
• 🛠️ The brain formulates a response to feedback, considering goals, potential risks, and rewards.
• 📝 Step-by-step guidelines for delivering feedback include preparation, choosing the right time and place, using respectful language, describing the situation, behavior, and impact, and encouraging dialogue.
• 🌟 Effective feedback not only benefits employees but also the team, the organization, and the manager's career development.

Q & A

Why is giving feedback important for a manager?

Giving feedback is crucial for a manager as it helps employees understand their strengths and areas for improvement, which is essential for their professional growth and the overall success of the team.

What are some common challenges managers face when giving feedback?

Managers often struggle with avoiding negative feedback, focusing too much on weaknesses instead of strengths, and finding the right balance between criticism and praise.

According to the Society for Human Resource Management's 2020 survey, what are the benefits of regular and effective feedback for employees?

Employees who receive regular and effective feedback tend to be more engaged and satisfied with their jobs, feel more valued, and are more likely to stay with their current employer.

How does the brain process feedback, and what are the implications for how employees might react?

The brain first determines if the feedback is positive or negative, then analyzes its relevance and credibility, and finally plans a response. Positive feedback activates reward centers, while negative feedback triggers stress responses, which can lead to feelings of anxiety or defensiveness.

What is the significance of creating a culture of open communication and feedback in a team?

A culture of open communication and feedback fosters trust, transparency, and continuous improvement. It allows team members to understand expectations, receive constructive criticism, and grow professionally.

What is the first step in giving effective feedback according to the script?

The first step is to prepare by gathering information and reflecting on the situation, being specific and objective in observations, and avoiding assumptions or generalizations.

Why is choosing the right time and place important when delivering feedback?

Choosing the right time and place ensures privacy, comfort, and minimal distractions, and it is important to ensure the person is in the right frame of mind to receive feedback without being under stress or pressure.

What is the SBI model mentioned in the script, and how is it used to structure feedback?

The SBI model stands for Situation, Behavior, and Impact. It is used to structure feedback by first describing the situation, then the specific behavior observed, and finally the impact of that behavior on the team or organization.

How can a manager avoid making feedback personal when using the SBI model?

A manager can avoid making feedback personal by focusing on the task or behavior instead of the person, using 'I' statements to describe observations, and avoiding 'you' statements that may come across as accusatory.

Why is encouraging dialogue an important part of the feedback process?

Encouraging dialogue allows the person receiving feedback to respond, ask questions, and share their perspective. It promotes two-way communication, helps to mitigate biases, and ensures that the feedback is understood and actionable.

How can providing regular feedback benefit not just employees, but also the team, organization, and the manager's career development?

Regular feedback helps employees understand their performance and areas for improvement, which in turn enhances team performance and organizational success. For managers, providing feedback is a key skill that demonstrates leadership and contributes to their career development.

Outlines

00:00

🗨️ Effective Feedback in Management

This paragraph discusses the importance of feedback in managerial roles, emphasizing its role in employee development and engagement. It highlights the challenges managers face when providing feedback, such as avoiding negative comments or focusing too much on weaknesses. The paragraph also references a 2020 survey by the Society for Human Resource Management, which shows that employees who receive regular feedback are more engaged and satisfied, and are more likely to remain with their employer. The script sets the stage for tips on creating a culture of open communication and effective feedback delivery.

🧠 Understanding Feedback Reception

The paragraph delves into the neurological aspects of how feedback is processed by the brain. It explains that the brain first categorizes feedback as positive or negative, with positive feedback triggering reward centers and negative feedback activating stress responses. The brain then evaluates the feedback's relevance and credibility by comparing it to past experiences and self-perception, which influences whether the feedback is accepted or resisted. Finally, the brain formulates a response, considering goals, objectives, risks, and rewards, which guides subsequent actions. Understanding this process is crucial for delivering feedback effectively.

📝 Steps for Effective Feedback Delivery

This section outlines a five-step process for managers to give effective feedback to their team. Step 1 involves preparation, where managers gather information and reflect on the situation to ensure specific and objective observations. Step 2 advises choosing an appropriate time and place for feedback, ensuring privacy and a conducive environment. Step 3 stresses the importance of using constructive and respectful language, avoiding blame and focusing on behaviors rather than the person. Step 4 introduces the SBI model for structuring feedback, which includes describing the situation, behavior, and impact. Step 5 encourages dialogue, allowing the recipient to respond and ask questions, promoting two-way communication and understanding different perspectives.

Keywords

💡Feedback

Feedback is a fundamental communication process in management where information is provided to a recipient regarding their performance or behavior. In the video's context, feedback is essential for employees to understand their strengths and areas for improvement. The script emphasizes the importance of effective feedback in enhancing employee engagement and satisfaction.

💡Manager

A manager is a person who oversees a group of employees or an organization's operations. In the script, the manager's role is pivotal in delivering feedback that helps employees reach their full potential. The video suggests strategies for managers to create a culture of open communication and constructive feedback within their teams.

💡Effective Feedback

Effective feedback is communication that is clear, specific, and actionable, leading to positive behavioral changes. The video script discusses the struggle many managers face in providing such feedback and offers tips to improve their approach, highlighting the balance between criticism and praise.

💡Survey

A survey is a research method used to collect data from a sample of individuals to gain insights into their opinions or behaviors. The script references a survey by the Society for Human Resource Management that underscores the positive impact of regular and effective feedback on employee engagement and job satisfaction.

💡Engagement

Employee engagement refers to the level of enthusiasm and commitment an employee shows towards their work. The script mentions that employees who receive regular feedback are often more engaged, suggesting that feedback is a key driver of motivation and job attachment.

💡Open Communication

Open communication is a style of interaction that encourages the free flow of information and ideas without fear of repercussions. The video emphasizes creating a culture of open communication as a way to facilitate feedback and enhance team dynamics.

💡Brain Processing

The script explains how the brain processes feedback, categorizing it as positive or negative and triggering different responses. Positive feedback activates reward centers, while negative feedback triggers stress responses. Understanding this process is crucial for delivering feedback that is well-received.

💡Stress Response

The stress response is a physiological reaction to a stimulus that is perceived as stressful or threatening. In the context of feedback, negative feedback can elicit this response, causing feelings of anxiety or disappointment, which the script advises managers to consider when giving feedback.

💡Constructive Language

Constructive language is a form of communication that is intended to help someone improve by providing specific, non-judgmental information. The script advises using such language when giving feedback to avoid criticism or blame and to focus on actions rather than the individual.

💡SBI Model

The SBI model stands for Situation, Behavior, and Impact, a structured approach to giving feedback. The script illustrates how to use this model to describe the context of an issue, the specific behavior observed, and its consequences, making feedback more objective and actionable.

💡Dialogue

Dialogue is an interactive conversation between two or more parties. The script stresses the importance of encouraging dialogue during feedback sessions, allowing the recipient to respond and ask questions, which fosters a two-way communication and promotes understanding.

Highlights

Giving feedback is crucial for managers to help employees understand their strengths and areas for improvement.

Many managers struggle with giving effective feedback due to various challenges.

Employees who receive regular and effective feedback are more engaged and satisfied with their jobs, according to a 2020 survey by the Society for Human Resource Management.

Feedback helps employees feel valued and increases their likelihood of staying with their current employer.

Effective feedback delivery benefits employees, organizations, and managers themselves.

Understanding how the brain processes feedback is essential for managers to effectively communicate with their team.

Positive feedback activates the brain's reward centers, releasing feel-good chemicals like dopamine.

Negative feedback triggers the stress response, potentially causing anxiety or disappointment.

The brain analyzes feedback for relevance and credibility, comparing it to past experiences and self-perception.

Agreement with feedback increases the likelihood of acceptance and action.

Disagreement with feedback may lead to defensiveness or resistance.

The brain plans a response to feedback, considering goals, objectives, risks, and rewards.

Five steps are provided for managers to give feedback effectively within their team.

Step 1 - Prepare: Gather information and reflect on the situation before giving feedback.

Step 2 - Choose the right time and place: Ensure privacy, comfort, and minimal distractions.

Step 3 - Use constructive and respectful language: Avoid criticism, blame, and 'you' statements.

Step 4 - Describe the Situation, Behavior, and Impact (SBI model) to structure feedback effectively.

Step 5 - Encourage dialogue: Allow the person to respond and ask questions, fostering two-way communication.

Regular feedback, both positive and constructive, helps employees improve performance and contributes to a culture of open communication and continuous learning.

Transcripts

Giving feedback is a crucial part of being a manager, as it helps employees understand

what they are doing well and where they need to improve.

Many managers struggle with giving effective feedback.

They may avoid giving negative feedback, focus on an employee's weaknesses rather than strengths,

or struggle to find the right balance between criticism and praise.

In this video, we will explore tips and strategies that managers can use to give effective feedback

and help their employees reach their full potential.

A survey conducted by the Society for Human Resource Management in 2020 found that employees

who receive regular and effective feedback are often more engaged and satisfied with

their jobs.

The survey also found that employees who receive feedback feel more valued and are more likely

to stay with their current employer.

So we know that when feedback is delivered effectively, it is good for employees and

organisations.

But how can managers create a culture of open communication and feedback in their team?

Before we look at tips for delivering feedback, it is important to understand how feedback

is received by the brain and what this means for how employees are likely to react.

First, the brain processes the information in the feedback to determine whether it is

positive or negative.

Positive feedback activates the reward centres in the brain, releasing chemicals such as

dopamine that make us feel good.

Negative feedback, on the other hand, activates the stress response and can cause feelings

of anxiety or disappointment.

Next, the brain starts to analyse the feedback to determine its relevance and credibility.

It compares the feedback to our past experiences and our own self-perception to decide whether

we agree with it or not.

If we agree with the feedback, we are more likely to accept it and take action.

If we disagree with the feedback, we may experience feelings of defensiveness or resistance.

Finally, the brain begins to plan a response to the feedback.

It considers the goals and objectives that we have and how the feedback can help us to

achieve them.

It also considers the potential risks and rewards of different actions and makes a decision

about what to do next.

So, now that you understand how feedback is received by the brain, here are 5 useful steps

for giving feedback effectively with your team.

Step 1 - Prepare: Before giving feedback, take the time to gather information and reflect

on the situation.

Be specific and objective in your observations, and avoid making assumptions or generalisations.

Step 2 - Choose the right time and place: Choose a time and place that is private, comfortable,

and free from distractions.

Make sure the person is in the right frame of mind to receive feedback, and avoid giving

feedback when the person is under stress or pressure.

Step 3 - Use constructive and respectful language: Use a calm and respectful tone, and avoid

using criticism or blame.

Focus on what happened, and not on the person.

One way to achieve this is to avoid using "you" statements.

For example, instead of saying "you need to be more organised," try saying "I noticed

that some of the tasks assigned to you were left unfinished."

This phrasing places the focus on the task (in this case, being organised) rather than

on the person themselves.

Step 4 - Describe the Situation, Behavior, and Impact: Use the SBI model to structure

your feedback.

Start by describing the situation, then the specific behaviour you observed, and finally

the impact that the behaviour had on you, the team, or the organisation.

For example, you might say: "In the Situation of the team meeting last Tuesday, I observed

your Behaviour of interrupting others while they were speaking.

This Impacted the team's ability to have open and productive discussions, as it made some

team members hesitant to share their ideas."

Step 5 - Encourage dialogue: Give the person an opportunity to respond and ask questions.

Listen actively and always be open to their perspective.

It's important to keep in mind that feedback is a two-way communication, and it's important

to be aware of our own biases and to be open to different perspectives.

Giving effective feedback is not only beneficial for employees but also for the team, the organisation

and for your own career development as a manager.

By providing regular feedback, both positive and constructive, you can help your employees

understand how they are perceived, how they can improve their performance and create a

culture of open communication and continuous learning in your team.