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How to improve performance with constructive feedback.

Learning is the key to individual and organizational excellence. Without learning we stand still and in a moving world, standing still is a poor strategic choice if we are pursuing excellence.

F for Fact.

Establish the facts and ensure that the other person accepts the factual basis for the feedback. For example... ‘I noticed that you did not finish your last project on time’. ‘I see that you are still not using spell check on your letters’. ‘ I thought we agreed to meet weekly’. ‘Your reports have been on time every month.’

To move to the second F we need the person to agree to the facts. They will probably want to rationalize or explain their behaviour. Listen to their explanation before moving to the second F.

‘Yes we did agree to meet weekly but....’

F for Feelings.

Tell the person how you feel about the fact. ‘I am disappointed that you have not kept our agreement’ ‘I am not happy that you have not finished on time’ ‘I delighted with your extra effort’.

Again you will get a response. Listen to the response.

F for Future.

Tell the person what you want to happen in the future. ‘In future, I want you to tell me if you can’t keep an agreement’. ‘I would like you to take more responsibility’ ‘I want you to keep up your good work in the area of....’

If you are on the receiving end of feedback, it is your responsibility to listen and clarify the information you are getting. Be thankful that you are getting any feedback at all. The person is giving you a gift that will help you improve. Don’t interrupt. Just ask questions to clarify and paraphrase to confirm. ‘So you are saying that I don’t spend enough time with you’.

Post mortem.

After the feedback session, go over the information quickly and ask how the session went. ‘Is there anything else I can do to assist you?’ ‘Are you happy with the way this session went?’

It will help if you believe the feedback is given with the intention of helping you to improve. The positive may be easier to receive but often the negative is more useful.

Be grateful at the end of the session. We only improve with feedback. Improve your skills by taking every opportunity to give feedback whenever you can...in restaurants, service stations, shops, at home and at work.

Any child playing a video game knows that standing still leads to being zapped from behind. Without feedback we can’t learn. Without an effective feedback process we are destined to fall short of our potential. So if we need to give and receive feedback how can we deliver a message that will improve performance in a way that is acceptable and constructive? As a manager, parent, partner and peer, we have an obligation to give and receive feedback. We need each other and we need feedback from each other to improve.

The three F’s formula.

Try this formula when giving feedback.

F for Fact.

Establish the facts and ensure that the other person accepts the factual basis for the feedback. For example...‘I noticed that you did not finish your last project on time’‘I see that you are still not using spell check on your letters’‘ I thought we agreed to meet weekly’‘Your reports have been on time every month.’To move to the second F we need the person to agree to the facts. They will probably want to rationalize or explain their behaviour. Listen to their explanation before moving to the second F.‘Yes we did agree to meet weekly but....’ If you need to brush up your feedback skills or those of your people, contact Paddy.

Regards, Paddy Spruce.

A recognised specialist in "The Art of Influence" Would you like happier clients, motivated staff, and contented managers?

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I'd love to hear from you, so if you have any comments, please write to me at paddy@paddyspruce.com.au or phone 03 9808 8990.

Paddy Spruce Corporate Trainer, Speaker and MC extraordinaire! Helping People Grow Tel. 03 9808 8990

Email. paddy@paddyspruce.com.au Web. http://www.paddyspruce.com.au