How To Give Negative Feedback That Helps Employees Grow

Negative feedback can be uncomfortable to utter, but if poorly delivered, it can be damaging and unhelpful. While we have all been on the receiving end of criticism, it still proves to be difficult to give or take. 

Yet, timely and well-wrapped feedback can be a positive and life-improving experience. A Gallup poll found that employees want any feedback rather than no feedback at all, even if it’s negative. Because without feedback, we are left in the dark and do not know if we are doing the right thing. Conversely, insightful criticisms would allow employees to grow and excel while building a stronger team in the company. 

 

So when should you give negative feedback to an employee? 

As mentioned above, timely feedback is crucial. Declining employee performances are bound to happen, and several personal or professional reasons could cause them. However, taking action is essential when you notice problematic behaviours persisting. These may include unpredictable absences, numerous missed deadlines, lack of employee engagement, or underperforming work. 

If you find these in a particular employee, the best thing you can do is to provide feedback as soon as possible so that the employee is well-aware of not repeating the same mistakes. When you give feedback too late, there is a high chance that the employee might not even remember the mistakes, and the negative impact on the company would have grown bigger.

 

What are the best ways to give negative feedback?

In-person conversations are often the best when it comes to delivering criticism. A phone call or an email may seem convenient, but they do not relay body language and may lead to potential confusion. Unless you are someone who often nails difficult conversations, going into the feedback session without preparation will only make you say things you will most probably regret later. So consider these few rules when delivering negative feedback:

Rule 1: Never make it personal. Give feedback about their behaviour, not on their character. For instance, there’s a stark difference between telling your employee, “You’re dominating,” and “When you do [this], it makes us think you don’t care about our opinions.” 

The first will instantly put the other person in defensive mode, making them less likely to learn from shared points. The second one, on the other hand, offers them a chance to evaluate your opinion.

Rule 2: Be as clear and concise as possible. You don’t have to beat around the bush when giving negative feedback. Instead, keep it short and specific to help the employee understand where you’re coming from and how they should improve. Giving an example or two where you saw troubling behaviours in action should help them reflect and make sense of the meeting. 

Rule 3: Emphasize the effect, not the feelings. Explain the impact of the employee’s behaviour, action, or inaction on the team and company. Talking about the effects would psychologically cause them to look for solutions actively rather than making it about emotions that could prevent them from thinking logically and rationally. 

For instance, if an employee has the habit of being verbally abusive at work, rather than telling them how their behaviour is making you feel, explain to them how it affects the team’s work. 

 

How should you react when an employee responds unpredictably to feedback?

Receiving criticism can be unsettling, so it’s important to stay calm when an employee reacts unpredictably. This is where self-reflection comes into play, as it helps keep yourself accountable throughout the session. 

Try to reflect on your way of delivering the feedback. Did it sound too harsh or personal? If so, put in the effort to rephrase your comments more neutrally or ask about their perspective of the situation. Despite your best efforts, the team member may still feel upset and need more time to process. When this happens, be clear about your expectations, offer them time to consider possible solutions, and follow up with them after some time has passed. 

If the employee is having a hard time or struggling due to personal or professional reasons, openly hear them and offer the resources or support they need, including mental health services, if applicable. 

 

Important Keynote

Giving negative feedback is a challenge for all employers, team leaders, and HR managers. You never want to come off as aggressive, passive-aggressive, or avoidant. But instead, be clear regarding what the problem is from your perspective, state facts instead of judgments, show trust and empathy, and lastly, be assertive and find practical ways to solve problems - when you get all these things right, you will only get better at delivering negative feedback. 

 

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