How to Organize Feedback

3 steps to follow

Author

Rameel Sheikh
May 01, 2024

Structuring Your Feedback

Insight from Rameel Sheikh

You're in your weekly 1:1 with your direct report, and you know you need to address a piece of critical feedback.

You've been putting it off for weeks, hoping the issue would resolve itself, but it's only worsened.

You're worried about how they'll react and don't want to damage your relationship. But you also know that giving feedback is an essential responsibility as a leader.

You take a deep breath and dive in:

"I noticed in last week's client meeting that you interrupted the client several times and seemed dismissive of their concerns. I'm concerned that this could damage our relationship with them. Can you help me understand what was going on for you at that moment?"

Your report looks surprised and a little defensive at first.

Giving feedback can feel like navigating a minefield - one wrong step and everything blows up in your face.

But when done skillfully, with care and curiosity, it can be one of the most powerful tools in your leadership toolkit.

Try these 3 steps on giving feedback.

Step 1: Make it Frequent

The first step to giving great feedback is to make it a regular habit. Don't wait for formal reviews or major mistakes to speak up.

Instead, aim to give feedback in real-time, whenever you observe something noteworthy

  1. Set a goal to give feedback at least once a week to each team member

  2. Look for opportunities to give positive feedback and reinforce good habits

  3. Address issues early, before they become bigger problems

Step 2: Make it Specific

Vague feedback like "good job" or "needs improvement" doesn't give your team much to work with.

To be effective, your feedback needs to be specific, focused, and actionable.

  1. Describe the specific behavior or action you observed

  2. Explain the impact it had (positive or negative)

  3. Offer concrete suggestions for how to improve or continue the good work

Step 3: Make it a Dialogue

And if your feedback isn't landing - if you're not seeing the changes you're hoping for - take a step back and examine your approach.

To help your team grow, you should involve them in the conversation and be open to their perspective.

  1. Ask questions to understand their thought process and experience

  2. Listen actively and empathetically to their responses

  3. Collaborate on solutions and next steps together

Mastering the art of feedback takes practice, but it's a skill that will serve you well throughout your leadership journey.

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