Giving feedback to colleagues can sometimes be a dreaded affair, even when the input is positive. That has to do with the fact that we’re all wired differently, and sometimes, it’s just like F.R. David sang in the ’80s: words don’t come easy.
But writing feedback for colleagues is a skill you can hone with a bit of determination, practice, and inspiration from some handy examples. And I’m here to help you channel those good vibes and turn them into words.
Let’s dive right in.
Being anxious about giving feedback is normal
Rigid definitions tell us feedback is the information sent to an entity, be it an individual or a group, about its prior behaviour so that they can adjust course. However, pompous words aside, you know feedback involves:
- Speaking your mind.
- Detailing your opinions.
- Giving praise or criticism.
- Owing up to it all.
Clearly, it’s no walk in the park. It’s no wonder most people would love to skip providing feedback for a colleague and retreat to their shell.
But making yourself heard is vital at work. So vital, companies now aspire to have an authentic culture of feedback. This way, every team member is trained and given the tools necessary for continuous feedback loops.
Let’s take it from an expert. Elena Ungureanu is a Senior HR Specialist at Mirro (remember the name, we’ll come back to it) and a big believer in constructive feedback for colleagues.
So here’s her advice to you:
Now that Elena got us in the right mindset for giving feedback to a colleague let’s look at other techniques you have at your disposal for building your observations.
How to give better feedback in 9 easy-to-implement steps
I know, I know. Nine steps might sound like a lot, but I guarantee you’re already doing some of them without even realizing it. So let’s see what else you could add to your arsenal.
1. Focus on professional aspects
When you’re in a professional setting, stick to facts, examples, and lessons learned. Steer clear from dragging personality traits into the mix, and it should go without saying, but don’t be rude.
There’s a fine line between being open to feedback or taking it personally, so make sure you don’t make the receiver all defensive.
❌ “Your superficial nature almost cost us a few important slides from the eCommerce presentation.”
✔️ “It would have been more efficient to limit small talk to just 5 or 10 minutes at the beginning of the meeting. This way, we would have had enough time to go over all the slides in our eCommerce presentation. However, we’ll have the chance to apply this in our next meeting with the client.”
2. Get specific
Imagine getting a comment like, “Your work needs improvement.” That’s way too broad to even qualify as feedback.
If you want to give your opinion, make sure to stick to specific tasks or projects. Otherwise, you risk leaving your team member dazed and confused.
On the other hand, a remark such as “Your presentation needed figures for each key objective to paint the whole picture” hits the spot and gets your point across.
3. Highlight the positives
While the end goal of constructive feedback is to help your peers improve, that doesn’t mean your feedback should be a collection of negative episodes.
You also need to acknowledge and highlight everything that went well, as giving positive feedback to colleagues is a must. This not only helps put the other person at ease it also sets the tone for future sessions. After all, feedback loops should not be feared.
4. Praise publicly, scold privately
You’ve probably heard this one before, as joy and pain are universal, but it’s a good rule for feedback.
Be generous with your appreciation and go for large forums if that’s appropriate, but keep anything potentially critical for 1:1 discussions. You wouldn’t want to embarrass someone publicly and even risk hurting their feelings or putting them on the spot…
5. Give your feedback freely
You don’t have to be in a management position to inspire people around you and drive change. If you believe in the power of positive feedback for colleagues, you can start your movement and offer your input.
Be the first, set the tone, and show your team how it’s done. Favour diplomatic and balanced takes over-aggressive or sarcastic comments, delivered with a superior attitude.
6. Ask for feedback as well
To fuel your growth and highlight any blind spots, ask for feedback as well. Give yourself the opportunity to learn how others perceive you and your projects and gather valuable insights. Dare to make yourself vulnerable, deepen your relationships at work, and take your continuous learning skills to the next level.
7. Turn giving feedback into a routine
Realistically speaking, there’s no need to wait until the end of a quarter to give someone feedback. When incorporated into the weekly or bi-weekly routines, input becomes less scary and turns into a habit.
Let’s not forget that company cultures revolve around sets of shared traditions, habits, and attitudes. So, it’s in your power to create shared experiences around giving and receiving feedback, all positively and respectfully.
8. Pay attention to the things you say
Let’s take the following situation:
Linda is an experienced Software Developer. She’s recently been paired with Sam, her new colleague, for code-reviewing sessions.
One day, before they begin their meeting, Linda tries to be funny and calls Sam’s code “sloppy.” However, her joke doesn’t land well.
Sam, who looks up to Linda, is affected by her comment. Since she’s been with the company longer than him, he considers her to be the team’s voice.
Without further guidance and in light of the comment, Sam begins to feel underappreciated, starts underperforming, and considers looking for another job.
The lesson here is you should always mind your words and make sure you don’t land at the receiving end of Negative feedback examples for colleague queries.
Keep it professional and let familiarity arise naturally. Don’t force it.
9. Look for people with growth mindsets
People with growth mindsets are invaluable to organizations. They believe feedback is crucial to their jobs and a winning strategy for improving their skills. And the good news is they’re usually easy to spot during recruitment processes.
To support their growth, make sure they constantly have access to training sessions and other developmental opportunities.
And now, let’s take a look at some examples encompassing everything you’ve learned so far. They’re sure to make your life easier the next time you’re asked to offer your perspective.
Your positive feedback examples for colleagues
Since time isn’t always on your side, I’ve prepared some feedback templates you could use as inspiration when giving feedback. If you have examples of your own, I’d love to read them in the comments section below.
Lara, the advertising hotshot
I’m giving feedback to: Lara Johnson, Campaign Manager
On: June’s Advertising Campaign
What she did well:
Lara, congratulations on wrapping up this challenging project!
I particularly appreciate your dedication and communication skills. The fact that you managed to handle all communication during the briefing and throughout the creative process with the agency didn’t go unnoticed.
Things were a bit touch and go when we had to deliver all the materials a week earlier than anticipated and, yet, you still managed to rally up the troops and get it all done.
What she could improve:
The KPIs for the campaign were above market medians, and they proved unrealistic in the end. So for our next project, let’s adjust the projections and set more attainable milestones.
Matt, the efficient Tech Support Engineer
I’m giving feedback to: Matt Thomas, Tech Support Engineer
On: Tech support for remote teams
What he did well:
Matt, congrats on tackling an issue no one had ever dealt with before in our company – our entire team having to work remotely for a month!
It was incredible how you reached out to everyone in the office and treated each case with your utmost attention and dedication.
I appreciate how seamlessly you handled all the hardware issues. Thanks to your expertise and overnight deliveries, I’ve received many notes from colleagues delighted they got their home office set up in no time. Well done!
What he could improve:
Since some colleagues didn’t stick to your deadline and informed you about their tech needs late in the game, I know you had to work overtime a couple of times. While your dedication is appreciated, we don’t encourage burning the midnight oil and letting tasks affect your personal life.
Please let me know if you’d like to attend a training on setting clear boundaries and learning to say no.
Diane, the UX champ
I’m giving feedback to: Diane Phelps, UX Designer
On: The checkout flow redesign
What she did well:
Diane, judging by conversions and other metrics, the checkout flow redesign is a major success, and you’ve made it all happen!
Your dedication and involvement were priceless to the team. Plus, we’ve also received excellent feedback from our customers.
Thanks to your efforts and teamwork, we have already reached our targets for the quarter. So now, we finally have the time to develop the visual interactions on your Nice to have list.
What she could improve:
I know there are days when you have to juggle high-priority tasks and get Product Managers bugging you, asking you to handle their project first.
Would you please start keeping track of these situations, so we can discuss them together? Of course, you shouldn’t have to be making such decisions, and I want to be sure you’re not under too much pressure.
Sean, the all-star recruiter
I’m giving feedback to: Sean Davidson, Senior HR Recruiter
On: DevOps Recruitment Campaign
What he did well:
I don’t know how you managed it, but headhunting and signing 4 highly qualified candidates for the DevOps team in just 6 weeks is quite a remarkable feat. Even more impressive is that you did it all by encouraging introductions and recommendations from people already in the department.
What he could improve:
During our previous 1:1s, you’ve mentioned your to-do list can sometimes grow out of control. I would encourage you to start focusing solely on priority projects for the next months and delegate everything else that lands on your desk. Please let me know if you think we should schedule any training to facilitate this new workflow.
Now that you’re all equipped for delivering feedback, it’s time to think about what best software to use for that. And I have just a suggestion for you.
Drive your culture of feedback with Mirro
Built to take all the pain out of asking and receiving input, it normalizes feedback loops and helps you build a culture based on trust, openness, and transparency.
You can use Mirro to:
- Ask for your peer’s perspective on your projects
- Offer your feedback freely
- Show your appreciation for colleagues for doing great work
- Share your expertise and highlight what could be improved
- See your evolution through time
Bogdan Ionita is Mirro’s Product Manager, and he can tell you more about how using a platform for feedback can transform your career and increase your productivity.
Start your Mirro demo today if you’re ready to say goodbye to all the red tape and awkwardness around feedback.
Let powerful insights inform your next move, and put all those feedback templates to good use!