According to the Practical Guide to Human Resources Management, the only way your employees will get better at what they do is when you give sincere and timely performance feedback.
It's important that you know how to give feedback because it's a core part of your performance review process.
Without good feedback, your employees will carry on doing the wrong thing and stop your company from performing efficiently.
Use these eight tips to make sure you and your employee get the most out of performance review feedback
Tip#1: Carefully select the appropriate meeting place and its environment
Ensure the following for your meeting place:
Tip #2: Have all the necessary documentation on hand for the feedback session
Make sure you have all the documentation you'll need to support your feedback, both positive and negative.
Make good and very detailed notes of the information you want to cover in the session
You should use any evidence that'll support your argument that the performance is either good or below standard.
Look at evidence including, assessments, production figures, notations of missed deadlines, feedback from customers and your monthly reports.
Tip #3: Don't assume that your employee is aware of his performance problems
Don't assume your employee is aware of his performance problem or what he'll need to do to fix it.
In addition, don't presume that he'll perform appropriately after the feedback session or know when he's done a good job.
You must explain every step clearly and have regular feedback sessions until you've resolved the problem.
Tip #4: Don't only give negative feedback
Don't see feedback as a short-term measure to deal with problem staff only. Use the same feedback techniques to give positive feedback too.
Make regular feedback sessions a part of your management style. Foster an environment in which giving and receiving feedback is the norm.
Tip #5: Focus feedback on behaviour that the person can change
Focus your feedback on actual behaviour (for example, writing style, appearance, work output, mannerisms) that can be changed over a reasonable period of time.
Tip #6: Own your feedback
The Practical Guide to Human Resources Management recommends you use 'I' statements instead of 'you' statements.
Avoid statements that give accountability to anonymous people. Don't make statements like: 'the organisation thinks' or 'we believe'.
It's your feedback and you must make it sound that way.
Tip #7: Don't over-generalise
Don't say 'you always' or 'you never'. Be as specific as you can and have real, detailed examples.
Don't use emotional terms but rather mirror your employee's behaviours by describing them using recognisable details.
Tip #8: Turn negative feedback into an opportunity to learn
Always give specific suggestions of how your employee can improve when you give negative feedback. Use an interactive session with your employee to develop the suggestions for improvement.
Make sure your negative feedback is always constructive so it's used as a valuable tool to improve performance.
Remember, negative feedback doesn't mean terrible performance, but rather a guide of how outcomes delivered should be better. So negative is not a negative word in this case.
Well there you have it. With these tips you'll ensure you and your employees get the most out of performance review feedback.