How To Deliver Negative Feedback In A Positive Way

Delivering negative feedback is one of the most challenging aspects of leadership. Whether you're a manager, team leader, or mentor, the way you communicate constructive criticism can make the difference between inspiring growth and damaging relationships.

The Art of Preparation and Setting

Before diving into that difficult conversation, remember that timing and setting are everything. Choose a private space where both parties feel comfortable and ensure you have enough time for a meaningful discussion. It's crucial that both you and the recipient are in the right headspace – trying to give feedback when emotions are running high rarely ends well.

The "sandwich" approach is a tried-and-tested method for structuring your feedback conversation. Start by acknowledging what's going well, address areas for improvement, and wrap up with encouraging comments about the person's potential. But be careful – this shouldn't feel formulaic or insincere.

Making It Specific and Actionable

One of the biggest mistakes in giving feedback is being too vague. Instead of telling someone their presentation skills need work, point out specific instances: "During yesterday's client meeting, I noticed you were reading directly from the slides rather than engaging with the audience."

Focus on behaviours that can be changed, not personality traits. Nobody can alter who they fundamentally are, but they can modify their actions. For instance, rather than labelling someone as "disorganised," discuss specific instances where missed deadlines impacted the team.

Creating a Collaborative Dialogue

The most effective feedback sessions feel like a conversation, not a lecture. Use "I" statements to share your observations without sounding accusatory. "I've noticed that project updates are often submitted after our weekly deadline" feels very different from "You're always late with your updates."

Ask questions and genuinely listen to the responses. You might say, "What challenges are you facing with meeting these deadlines?" or "How can I support you in improving this situation?" This approach helps the recipient feel heard and gives them ownership of the solution.

Remember to offer specific, actionable suggestions for improvement. Instead of saying "communicate better," try "Could you send brief daily updates about project progress to keep everyone in the loop?"

Building for Long-term Success

Documentation is crucial for clarity and accountability. After the conversation, send a brief email summarising the key points discussed and agreed-upon action steps. This creates a shared understanding and serves as a reference point for future discussions.

Schedule regular check-ins to monitor progress and offer support. These follow-up sessions show that you're invested in the person's development and provide opportunities to acknowledge improvements or address ongoing challenges.

Be mindful that different cultures have varying approaches to giving and receiving feedback. What works in one context might not be appropriate in another. Pay attention to cultural nuances and adapt your approach accordingly.

The way you conclude the feedback session is just as important as how you begin it. Express genuine confidence in the person's ability to improve and offer your ongoing support. Something as simple as "I'm here to help you succeed" can leave a lasting positive impression.

Remember, the goal of negative feedback isn't to criticise – it's to help someone grow and improve. When delivered thoughtfully and constructively, even challenging feedback can strengthen relationships and drive positive change. The key is to approach these conversations with empathy, specificity, and a genuine desire to help others succeed.

Want to learn more about feedback methods? Litmus helps people and teams feel in their element and communicate in a way that’s anything but neutral. 

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