As a small business owner, one of your most important responsibilities is helping your team grow and improve. One of the most effective ways to do this is through feedback. However, feedback is only valuable if your employees understand it and, more importantly, act upon it. So, how do you give feedback that encourages real change? Let’s explore a few strategies to make sure your feedback is constructive, actionable, and effective.
1. Be specific, not general
A common mistake in feedback is being too vague. Saying “Great job” or “You need to improve” doesn’t provide the clarity an employee needs to understand exactly what they’re doing right or wrong. Instead, focus on specifics. For example, instead of saying, “Your presentation was good,” try, “Your presentation was well-organised, and you did a great job engaging the audience during the Q&A.” This not only lets the employee know what to keep doing but also reinforces the positive behaviours.
Similarly, when giving constructive feedback, avoid general statements like, “You need to be more efficient.” Instead, say, “I noticed it took longer than expected to finish the report. Could you streamline your process by prioritising tasks or setting mini-deadlines?” This gives them clear, actionable advice on how to improve.
2. Focus on behaviours, not personality
Feedback should always be about what an employee does, not who they are. Comments like, “You’re lazy,” or “You’re disorganised,” attack the person rather than the action. This can be demotivating and lead to defensiveness. Instead, focus on the specific behaviours you want to address. For instance, you might say, “I noticed that the report wasn’t completed by the deadline last week,” rather than, “You’re always missing deadlines.” This keeps the conversation constructive and allows the employee to focus on changing the behaviour, not defending their character.
3. Balance positive and constructive feedback
Feedback is most effective when it’s balanced. Too much praise without addressing areas for growth can lead to complacency, while too much negative feedback can be discouraging. The key is to sandwich constructive feedback between two positive comments. For example, “Your communication with the team has been great, and your presentations are improving. I’d like to see you work on your time management to ensure you meet all deadlines. Keep up the good work with your client relations; your efforts are really paying off.”
This method makes the employee feel appreciated for what they’re doing well and motivates them to work on the areas that need improvement without feeling overwhelmed or discouraged.
4. Be timely and frequent
For feedback to be effective, it should be timely. Waiting weeks to address an issue gives an employee little opportunity to improve. Try to give feedback as soon as possible after the situation arises, while it’s still fresh. That doesn’t mean giving feedback in the heat of the moment, but aim for a reasonable window to ensure the issue is still relevant.
In addition, make feedback a regular part of your interactions with employees. Don’t wait for annual reviews to give feedback—provide it consistently so that employees have ongoing opportunities to learn and grow. This creates a culture of continuous improvement, where feedback is seen as a tool for development, not just a performance evaluation.
5. Make feedback a two-way conversation
Feedback shouldn’t be a one-sided monologue. Encourage your employees to share their thoughts on their work and any challenges they’re facing. Ask questions like, “What do you think went well in the project?” or “What obstacles did you face that prevented you from meeting the deadline?” This not only shows that you value their input, but it also gives you a better understanding of how to support them moving forward.
When employees feel heard and understood, they’re more likely to act on your feedback and feel motivated to improve. By fostering open communication, you create an environment where feedback is a mutual exchange that drives improvement and growth for both you and your employees.
6. Provide actionable steps and follow up
Finally, feedback is most effective when it’s tied to clear, actionable steps. Don’t leave your employees wondering what they need to do next. Instead of simply saying, “Improve your time management,” suggest specific strategies they can implement, such as using a project management tool or breaking tasks into smaller, more manageable steps. Setting clear goals helps employees take tangible actions toward improvement.
Additionally, following up is essential. Check in with the employee after some time to see how they’re progressing and whether they need additional support. Regular follow-ups show that you’re invested in their success and allow you to adjust your feedback if necessary.
In conclusion
Giving feedback that employees will act upon is about clarity, balance, and ongoing communication. By being specific, focusing on behaviours, and making feedback a conversation, you help your team understand your expectations and feel empowered to make improvements. With timely, actionable advice and a commitment to follow-through, you’ll create a positive feedback loop that promotes growth, performance, and success for both your employees and your business.
If you’d like advice on giving feedback that encourages real change, do get in touch.