What is constructive feedback?
Constructive feedback is the reaction or response to someone’s actions or activities, including specific, actionable suggestions to improve performance. This type of feedback typically begins by highlighting strengths and then addressing weaknesses and areas for growth opportunities. By constructively addressing a need for change, managers can provide helpful feedback while increasing motivation, improving performance and providing greater self-awareness.
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Why constructive feedback matters
Constructive feedback aims to promote improvement in an employee’s work or actions without sacrificing morale. This type of feedback is most effective when delivered in a way that empowers individuals to make changes that will enhance their performance. While clear communication of the issue is important, the purpose is not to assign blame but rather to draw the employee’s attention to the behaviour or action so they can make the necessary changes.
It is important to note that the employee receiving the feedback may feel criticized even with the best intentions. Consider the language you are using and try to avoid any unhelpful or overly harsh comments. Providing feedback can be complex, with different personalities involved. Ensure the conversation is built around a safe and positive message overall and that you are there to support them.
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Highlighting employee strengths and weaknesses is important
Acknowledging strengths allows individuals to recognize what they are doing well. When employees feel valued, they may be more receptive to accepting feedback about areas that need improvement. Once a weakness has been identified, the manager and employee can create a path for improvement. Recognizing growth opportunities opens new areas for development, encouraging the creativity and enthusiasm necessary for personal and professional development. A new perspective can offer a fresh approach and foster adaptability.
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Six examples of when to apply constructive feedback
Understanding when to engage in a conversation where constructive feedback may be needed is helpful. Here are some examples of when to apply constructive feedback:
1. In response to a poor work submission
When an employee has completed work that does not meet required standards, feedback may be required. Try offering positive feedback before and after the criticism to create a sandwich effect. This method softens the delivery, making it easier for the recipient to process the feedback and stay motivated to improve.
Here is an example when an employee makes several mistakes on a report:
“Your reports are usually thorough and well-organized, which is great for the team. I did notice a few errors in the latest one, like grammatical errors and misaligned data points. Reviewing your work before submitting it would really polish it. Overall, your work is strong, and it’ll be even more impressive with more attention to detail.”
Directly linking feedback to a specific task makes it relevant and unemotional.
2. An employee arriving late to meetings
When someone consistently arrives late for meetings, it can give the impression that they are not interested or that they need to make it a higher priority. A constructive way to address this is to say something like:
“I’ve noticed that you’re often late to our team meetings. Is there a way we can work together on your time management skills? It can appear to the team that you don’t care about the meeting or the project, which I know is not intentional.”
Clear feedback about specific actions helps the employee make an immediate connection between the comments and their own actions. Being specific also reinforces your credibility.
3. An employee struggling to meet deadlines
At times, an employee may need more time to complete a project. It can become problematic when that employee continually delivers projects late. To address this situation, you can try saying:
“Thanks for letting me know you’re running behind schedule and need an extension. I’ve noticed this is the third time you’ve asked for an extension in the past two weeks. In our next one-on-one, can you come up with a list of projects and how much time you spend on each? Perhaps we can look at how you manage your time and find ways to make things more efficient.”
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4. An employee speaking over others and interrupting team meetings
Personalities can differ greatly, and some employees may be more enthusiastic when speaking in meetings. At times, the employee can appear to dominate meetings or take over the conversation. To address this constructively, try saying:
“I’ve noticed you sometimes talk over team members or interrupt them. You share plenty of good ideas and do great work. I’d also like to hear more from the rest of the team. To share some communication feedback, perhaps you can support others in voicing their ideas in our team meetings.”
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5. An employee struggling to build rapport with clients
When faced with client presentations, some employees can become nervous and jump right into business which gives the appearance they want to get the visit over with. Encouraging an employee to become acquainted with the clients can help them relax and ease into the presentation. Try the following approach:
“I appreciate that you’re always prepared for client meetings. I’ve noticed you launch into the presentation pretty quickly. To build rapport with the client, spending a few minutes getting to know everyone is a good idea. At our next meeting, try taking a few moments at the start to learn more about their work, priorities and life outside of the office.”
Related: How to Create Effective Communication at the Workplace
6. An employee who is harsh with others
There is a difference between being honest and being harsh, and some employees may need help softening their approach. Providing constructive feedback when someone is too harsh can help them develop a better relationship with their coworkers and the management team. Try modelling a softer approach by saying something like:
“Last week, I noticed you told a teammate that their project wasn’t important to you. It might be true that their work isn’t contributing to your immediate project, but everyone’s work is valuable and contributes to us reaching our organizational goals. I’d love to work with you on improving your communication skills to help foster a positive working relationship for the team.”
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Constructive feedback can boost employee motivation by reinforcing what individuals do well while providing supportive guidance for areas that need improvement. When employees recognize their strengths and weaknesses, they can strive to improve their skills and feel confident about their accomplishments. Great constructive feedback allows employees to see their performance in new ways, make informed decisions about professional growth and set more realistic goals. Ultimately, the combined effects can improve short- and long-term performance.
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