Giving feedback that truly helps team members improve takes intention and practice. As leaders, our job is to make feedback clear, timely and practical so it becomes a tool for learning, stronger working relationships and better results.
There are different techniques to make the feedback process effective and achieve the desired objectives. i This table, shows four common techniques you can explore and apply with your team:
One of the most important part of feedback is the lenguaje and intervention approaches. The examples below offer simple, adaptable language and structures you can use, whether you’re recognising excellent work or raising a difficult issue. Use them as a reference to prepare, personalise, and use to have meaningful conversations with your team members.
Purpose of Feedback |
Example |
Timely feedback |
Feedback example: “I noticed you handled the meeting really well yesterday. Your clear communication helped the participants understand our proposal better. Keep up the good work!” Why it’s effective: This feedback is timely and provided immediately after the meeting, which reinforces positive behavior while it’s still fresh in the staff member’s mind. |
Constructive feedback |
Feedback example: “During the team presentation, you seemed to struggle with the new software. Let’s schedule some training to help you get more comfortable with it.” Why it’s effective: This feedback identifies a specific issue and offers a solution, making it constructive and actionable. |
Positive reinforcement |
Feedback example: “Great job on the project report! Your detailed analysis was impressive and very helpful for our planning.” Why it’s effective: This feedback specifically acknowledges the staff member’s strong analytical skills, reinforcing positive behavior and boosting morale. |
Future-oriented feedback |
Feedback example: “You did a fantastic job managing the team on this project. I see potential in you for a leadership role. Let’s discuss how we can develop your management skills further.” Why it’s effective: This feedback praises current performance and provides a clear path for aligning skill growth with performance excellence. |
Behavior-specific feedback |
Feedback example: “I noticed you interrupted a few colleagues during the meeting. I love how excited you are! Perhaps next time, try to listen fully before responding. It will help improve the flow of discussion.” Why it’s effective: This feedback focuses on specific behavior, making it clear and actionable for the staff member to improve. |
Encouraging improvement |
Feedback example: “Your last presentation was much better than the previous ones. Keep working on your pacing, and you’ll continue to improve.” Why it’s effective: This feedback acknowledges improvement while providing a specific area for further development, encouraging ongoing career growth. |
Recognizing strengths |
Feedback example: “Your ability to stay calm under pressure is a great asset to our team. It really helps us navigate tough situations effectively.” Why it’s effective: This feedback highlights a key strength, reinforcing the staff member’s confidence and encouraging continued use of this valuable skill. |
Addressing weaknesses |
Feedback example: “I appreciate how much effort you put into the proposal. Your hard work did not go unnoticed. I have some suggestions for how you can make your presentations even more impactful.” Why it’s effective: This feedback recognizes and values the staff member’s effort, boosting morale and motivation. |
Providing clear examples |
Feedback example: “In our last meeting, your suggestion to streamline the process was spot on. It saved us a lot of time.” Why it’s effective: This feedback uses a specific example to illustrate the positive impact of the staff member’s contribution, making it clear and meaningful. |
Two-way communication |
Feedback example: “How do you feel about the feedback I provided? Is there anything you’d like to discuss or clarify?” Why it’s effective: This feedback invites dialogue, making the process collaborative and ensuring mutual understanding. |
Clear goal setting |
Feedback example: “To improve your project management skills, let’s set a goal to complete a project from start to finish independently within the next quarter.” Why it’s effective: This feedback sets a clear, achievable goal, providing direction and motivation for the staff member’s development. |
Empathetic feedback |
Feedback example: “I understand the last few weeks have been challenging. Let’s discuss how we can help you complete tasks more effectively moving forward.” Why it’s effective: This feedback shows empathy and offers support, fostering a supportive and understanding work environment. |
Encouraging learning |
Feedback example: “I see you’ve been struggling with the new software. I recommend taking the upcoming training session to improve your skills.” Why it’s effective: This feedback identifies a problem and provides a specific solution, encouraging skill development. |
Recognizing contributions |
Feedback example: “Your insights during the strategy meeting were invaluable, and will help us achieve our goals this quarter.” Why it’s effective: This feedback acknowledges that the staff member’s contributions exceeded expectations, reinforcing positive behavior and engagement. |
Praising teamwork |
Feedback example: “Your collaboration with the communications team on the recent campaign was excellent. It showed great teamwork.” Why it’s effective: This feedback highlights and reinforces behaviors that led to team performance, promoting a collaborative work culture. |
Future development |
Feedback example: “You’ve done well in your current role. Let’s discuss opportunities for you to take on more responsibilities.” Why it’s effective: This feedback acknowledges current success and provides a pathway for future growth, motivating the staff member. |
Feedback on feedback |
Feedback example: “How did you feel about the feedback I gave you last week? Was it helpful?” Why it’s effective: This feedback asks for the team member’s feedback on the performance review and its effectiveness, fostering a culture of continuous improvement and demonstrating that the manager cares about the staff member’s perspective. |
Acknowledging improvement |
Feedback example: “I’ve seen a lot of improvement in your customer interactions. Keep up the good work.” Why it’s effective: This feedback recognizes and encourages continued improvement, boosting the staff member’s confidence and motivation. |
Celebrating success |
Feedback example: “Congratulations on closing the project! Your leadership skills were top-notch.” Why it’s effective: This feedback celebrates a specific achievement, reinforcing positive behavior and success. |
Encouraging initiative |
Feedback example: “I appreciate your initiative in taking on the new project. It’s great to see you stepping up.” Why it’s effective: This feedback recognizes and encourages proactive behavior, promoting a culture of initiative. |
Highlighting positive impact |
Feedback example: “Your work on the sustainability project has had a significant positive impact in helping us reach our strategic objective. Well done!” Why it’s effective: This feedback highlights the positive business impact of the staff member’s work, reinforcing its strategic importance and value. |
Providing support |
Feedback example: “I see you’re struggling with the workload. Let’s prioritize your tasks together to make them more manageable.” Why it’s effective: This feedback offers support and a practical solution, helping the staff member manage their workload effectively. |
Reinforcing positive behavior |
Feedback example: “Your punctuality has improved significantly. Keep it up!” Why it’s effective: This feedback acknowledges and encourages continued positive behavior, reinforcing good habits. |
Addressing specific issues |
Feedback example: “I’ve noticed you’ve been missing a lot of deadlines lately. Let’s discuss what’s going on and how we can address it.” Why it’s effective: This feedback addresses a specific issue and seeks to understand the root cause, promoting constructive problem-solving. |
Encouraging growth |
Feedback example: “You have a lot of potential in project management. Let’s set up a mentorship program to help you develop these skills.” Why it’s effective: This feedback identifies potential and offers a clear path for development, motivating the staff member to grow. |
As complement, you can consult the article How to guide: Constructive Feedback to understand better the key elements of a effective feedback and the article about how to have Meaningful Conversations during the Performance Review to get guidance on how prepare and implement your 1:1 with your team members. 💟______________________________________________________________________________________
*Extract of articles published by Michelle Gouldsberry and Caitlin Collins - Program Strategy Director, Betterworks