9 Ingredients That Make Your Feedback Effective
Feedback is now an integral part of most organizations—and rightly so! A meta-analysis of 71 research articles* shows that feedback really does make a difference. For feedback to have the best chance of influencing performance, it should include the following nine elements.
1. Is specific and truly focuses on behaviour
Feedback should be specific and focus on concrete behaviours rather than vague generalizations.
Example:Instead of saying “Good job!”, you can say, “I really appreciated how you used clear examples to explain your points in today’s meeting. It made it easier for everyone to understand and participate in the discussion.”
How to proceed:Identify specific situations and behaviours to provide feedback on. Describe examples of behaviours you appreciate and explain why you appreciate them to make your feedback more concrete. Feedback should be specific and focus on concrete behaviours rather than vague generalizations.
2. Concerns something that can be influenced
Feedback should focus on aspects that the recipient has control over and can change.
Example:Instead of saying, “You need to stress less,” you could say, “When you don’t have time to take your breaks, I’d like you to ask for help setting priorities and, if possible, delegate tasks to the rest of the team. It’s important that we all work together to maintain a sustainable work environment and enjoy our jobs.”
How to proceed:Identify specific behaviours and areas where the recipient has room for improvement.
3. Given immediately after the behaviour—or while it is occurring
The closer the feedback is given to the actual event, the more relevant and effective it becomes.
Example:“It’s great that you’re taking the initiative to conduct a risk assessment. It’s important that we put safety first and don’t take any risks when it comes to our work environment. You’re also a role model for the rest of the team.”
How to proceed:Provide feedback as soon as possible after the behaviour has been observed. This increases the likelihood that the recipient will remember the feedback and be able to act on it.
4. Is tailored to the feedback in question
Feedback should be tailored to the individual's needs and preferences in order to be most effective.
Example:Some employees may enjoy being asked to share their achievements at a company meeting and feel encouraged by it, while others may not like being in the spotlight and would prefer to receive feedback in a one-on-one conversation.
How to proceed:Get to know your employees’ preferences for feedback and adapt your approach accordingly.
5. Recorded and tallied by the person performing the task, or otherwise by a supervisor
Recording and summarizing feedback helps you track and reflect on your progress.
Example:Ask employees to track how often they engage in desired behaviours, such as handling risk reports or conducting Go See Talks.
How to proceed:Create a system for regularly logging and following up on feedback. This could be in the form of a journal, an app, or a shared document.
6. Focuses on the progress that has been made
Focus on the progress the recipient has made to encourage continued development.
Example:Providing feedback on what you want to see more of is much more effective than correcting undesirable behaviours if you want to improve performance and results. Aim to give five times as much positive feedback as corrective feedback.
How to proceed:Identify and highlight specific progress the recipient has made. This motivates and encourages continued improvement.
7. Easy to understand
Feedback should be clear and easy to understand in order to be useful.
Example:“I think your report was very well written. I especially appreciated how you organized the information into sections.”
How to proceed:Use simple and clear language when giving feedback. Avoid technical jargon and be specific in your comments.
8. Displayed as a chart or graph
Visualizing feedback can help the recipient better understand and track their progress.
Example:Create a graph showing an employee's progress over time in a specific area.
How to do it:Use visual tools such as charts or graphs to illustrate feedback. This can be done using simple software programs like Excel or Google Sheets.
9. Be associated with something that is enjoyable to do or receive
Link feedback to positive reinforcement to motivate the recipient.
Example:“Thank you for coming up with so many great suggestions on how we could handle the problem; it allowed us to stay on schedule, and the client was extremely satisfied. I’d like to highlight your fantastic contribution at the next management team meeting. Would you like to join us and tell the management more about how you went about it and what results it yielded for the client?”
How to proceed:Identify and use rewards that the recipient appreciates, whether they are verbal praise, small gifts, or other forms of recognition.
Summary
Providing feedback that includes these elements can significantly improve its effectiveness and impact on performance. By being specific, focusing on behaviours, providing feedback in a timely manner, tailoring it to the recipient, tracking and summarising progress, highlighting progress, making feedback easy to understand, visualising it, and linking it to positive reinforcement, you can create an environment where feedback becomes a powerful tool for development and improvement.
Sources
* Sleiman, A. A., Sigurjonsdottir, S., Elnes, A., Gage, N. A., & Gravina, N. E. (2020). A quantitative review of performance feedback in organizational settings (1998–2018). Journal of Organizational Behavior Management, 40(3–4), 303–332.
** Lattal, K.A. (2014), Performance Management: Changing Behavior That Drives Organizational Effectiveness, Fifth Edition. Perf. Improv., 53: 38–41. https://doi.org/10.1002/pfi.21445