Effective feedback can facilitate employee growth, team cohesion and productive work environments. So why do so many managers dread it?

Recent studies reveal that 69% of managers feel uncomfortable when simply communicating with their employees, and 37% feel uneasy when delivering direct feedback. Let’s look at what can be changed to bring these percentages down and the skills that can help managers feel more comfortable with all communications.

Prepare Before Giving Feedback

Delivering effective feedback isn’t just about what you say during the conversation. It’s also about how you prepare for it. Before starting the feedback process, reflect on what you aim to achieve. Are you addressing a specific issue, acknowledging a job well done or guiding professional development? Setting a clear intention keeps you on track and ensures your feedback is purposeful.

To make your feedback meaningful, collect specific examples supporting your points, such as instances where an employee excelled or their performance did not meet expectations. Concrete examples contextualize feedback and provide a clear starting point for discussion.

Timing is also crucial. Choose a moment when both you and the employee can engage in the conversation without rushing and avoid times of high stress or emotional turmoil when the ability to absorb and act on feedback may be compromised.

Additionally, select an environment conducive to private and focused conversation. A neutral and comfortable setting helps put everyone at ease and promotes open communication.

If you’ve provided feedback to this employee before, review the previous discussion to assess their progress better and ensure consistency in your messaging. Practice delivering your feedback to ensure your tone is constructive, respectful, encouraging and authentic.

Keep in mind that effective feedback should always be a two-way conversation, so plan open-ended questions to encourage discussion and be prepared to listen to the employee’s input and respond with actionable insights or takeaways. Their perspectives provide valuable insights and contribute to mutual understanding and alignment. Be ready to discuss potential solutions or steps for improvement. Have ideas ready and be open to suggestions. The goal is to leave the conversation with a shared action plan.

EQ is Integral When Delivering Feedback

Emotional intelligence (EQ) enables you to understand and manage emotions positively to relieve stress, communicate effectively, empathize with others and defuse conflict. If you leverage EQ when delivering feedback, you can transform the interactions that employees typically dread into an opportunity they value.

Empathy is a core element of EQ. You may disagree with your employees’ perspective but work hard to listen to them and see your feedback through their eyes. This can help you choose firm yet kind words tailored to the individual’s emotional state and personality.

When feedback sessions become tense, high EQ helps you regulate your emotional responses, ensuring the conversation remains constructive. It’s about staying calm, collected and focused on the objectives of the feedback, regardless of how the employee reacts. EQ also can allow you to pivot to diffuse conflict or tension in the moment.

Create a safe and supportive space to prevent your feedback from triggering defensiveness or anxiety. When employees feel you genuinely care and provide feedback for their development, they are more likely to trust and respect you. Nurture this trust by maintaining an ongoing dialogue about performance and development rather than saving feedback for annual reviews.

Another crucial hallmark of providing feedback is the ability to facilitate open dialogue. To do this, invite employees to share their viewpoints and feelings about their circumstances and your feedback, listen carefully to their responses and acknowledge their input. This exchange can provide valuable insights into how future feedback can be better structured for positive outcomes.

Transforming Today’s Feedback into Tomorrow’s Growth

To inspire growth, view your feedback not as a punitive measure but as an invaluable tool for personal and professional development. This begins with delivering clear, constructive feedback that is aligned with individual career aspirations. Feedback provided in this thoughtful manner empowers employees, giving them a clear direction for improvement and development.

To nurture a culture of growth, create an atmosphere where feedback is regularly given and received. This openness normalizes feedback and builds a team culture rooted in continuous improvement. If you deliver regular feedback, employees are less likely to perceive it as a negative critique and more as a vital part of their professional development.

Personalized feedback requires understanding each employee’s role, strengths, weaknesses and career aspirations. It also requires recognizing what motivates or demotivates that individual. Managers must understand the person behind the role to ensure their feedback is received and actioned on.

To be actionable, your feedback must be specific and clear. Focus on particular instances and behaviors the employee can relate to and understand, and then help them set clear, achievable goals. These goals should challenge the employee and be attainable with effort. Break larger goals into smaller, measurable objectives to provide a clear path forward and help maintain motivation.

Once you have goals, work with employees to develop an action plan that includes specific steps they need to take, resources that might support them, and a timeline. Regular check-ins keep the plan on track and allow for adjustments as necessary. Recognizing and celebrating achievements reinforces positive behavior and motivates them and their peers.

Moreover, maintain an ongoing dialogue about the development process. Regular discussions provide opportunities to give additional feedback, make new plans, adjust existing ones and reinforce your role as a mentor and supporter.

Providing feedback for personal development requires a proactive approach with thoughtful preparation and delivered using high EQ. Remember, the most effective feedback includes a productive conversation where all parties participate to foster learning and intentional next steps.