Giving negative feedback is usually very challenging. Not only what you say but also the way you convey it can have an immense impact on the recipient’s performance, commitment and success. His self-confidence and trust in you are also at stake. Your starting point being to help the other in being more successful is definitely most crucial. Moreover, if you aim for an open conversation instead of a one-sided advice session, you greatly increase the chances of turning a negative feedback moment into a positive conversation that strengthens both your mutual relationship of trust and the other person’s self-confidence. We would like to give you a few handy tips for successful negative feedback.
3 crucial tips for a successful negative feedback moment
1. Prepare thoroughly
Your preparation should consist of two parts: what are you going to say and how are you going to say it. Map out the points you want to discuss and what you want to achieve with them. List specific behaviours and/or situations and link them to concrete examples. Who, what, where, when and why. Name the effect of the behaviour on you and others. Then look for the best possible way to get your message across. Adapt your style to the recipient. Anticipate possible reactions and think about your responses.
2. Get the timing and setting right
Situations and behaviour rarely improve by themselves, on the contrary. Therefore, don’t wait too long to give your feedback. Always take time for this. Negative feedback is not something you just discuss casually and certainly not in a public setting. Make sure others cannot overhear or intervene. Focus all your attention on your message and the recipient. If your negative feedback is seen as criticism or a personal attack, this can have a major impact on the other person and your further cooperation. So proceed very carefully.
3. Be honest, respectful, and direct
Try to engage in the conversation calmly, openly, and empathetically. Stick to your prepared points and be direct. Don’t lose sight of your positive intention. It is all about behaviour and situations. So stay professional and never get personal. Be genuinely curious about what the other person has to say and ask open-ended questions. Leave enough openings for the other person to talk and ask questions. This will give you the best chance to have an open and constructive conversation. Even if the reaction is not what you expect, always keep your own emotions under control.
An authentic positive intention, a sound preparation and a cautious approach are essential elements for creating a positive experience for the recipient. When a feedback moment becomes a real conversation, you can actively listen to each other and work together towards the best solution. It will strengthen your relationship of trust in any case and open the way to new successes for both parties, your team and company.
We hope our tips can inspire you to re-think your negative feedback moments and turn them into something positive.
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