Giving feedback to team members is not the most enjoyable thing that a manager likes to do, however as Kelvin Lord puts it, “You cannot improve what you cannot measure” and as a Leader or a manager your job is to look for constant and never ending improvements.
To make things easier for you, we have come up with five essential elements that will make the feedback session easier for the employee and the manager and most essentially link it to sustainable organizational performance.
It is essential that you choose a comfortable environment, free from interruptions in order to give your full undivided attention to the feedback meeting. Make sure you put the other person at ease by asking them if they want to drink anything.
Explain the format of the interview and the intention of creating an action plan, and encourage the review subject to summarize regularly and make notes of action to be taken. You have to make it clear to the employee that the end of the meeting is nothing else but a positive action plan to improve their performance and the organization's.
Make sure that you practice the ultimate art of interpersonal communication or use a coaching approach. That means that you should do less of the talking and more of the questioning. Ask them to identify key points and themes emerging rather than continuously making suggestions. Make sure you listen with the intent of understanding and make them feel understood.
Stay away of arguments, make sure you bring facts and statistics to the conversation whenever you sense an argument. Personal opinions will tense the conversation and will get you into an argument. Remember that your intention of the feedback session is to create positive results; it is about what is right and not who is right.
5- Results oriented
A feedback session without an action plan is like a business without money. Make sure to explore the connection between the feedback and implications for business performance, and to agree on an action plan. Write down the agreed action plan and share it with the employee, this will form the base of the next feedback session.