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Employee feedback can be tougher to give than receive. Research shows that people often avoid giving feedback even if the stakes are low, like telling someone they have a smudge on their face. Yet, employees crave feedback—57% of workers prefer corrective feedback over praise, and 72% believe their performance would improve with constructive feedback. Employee feedback is essential, and while it can be challenging to deliver or ask for, it’s a skill that can be learned.
What is employee feedback?
Employee feedback is insight into how someone performs at work—both strengths and areas for improvement. It’s meant to encourage growth and help people get better at their jobs. Employee feedback is ideally a two-way street where workers also have a voice through regular supervisor check-ins, employee satisfaction surveys, or employee feedback surveys, and town halls.
Why is employee feedback important?
Research shows employee feedback is integral to an engaged, motivated, growth-focused work culture. Employee feedback:
Keeps employees engaged and motivated
Employee feedback boosts engagement by making employees feel heard and valued. It can also create a sense of challenge, motivating employees to keep improving their skills and performance.
Identifies strengths and opportunities
Employee feedback is a critical tool for learning and development so workers can grow and adapt.
Contributes to a positive organizational culture
Regular feedback fosters a supportive and open environment, contributing to a healthy work culture where employees feel appreciated and motivated.
Reduces manager burnout
Employee feedback lightens the load for managers by enhancing performance, allowing them to focus on strategic priorities rather than managing gaps.
Types of employee feedback
Sheila Heen and Douglas Stone, authors and developers of negotiation theory at Harvard University who have spent 20 years working with managers on difficult conversations, identify three types of employee feedback:
#1 Appreciation (positive feedback or praise)
A positive feedback example is recognizing an employee’s contributions to a project’s success. This type of employee feedback reinforces desired behaviors and boosts employee morale.
#2 How to (guidance on how to adapt, build, learn, and grow)
An example of “how to” employee feedback is teaching time management skills to increase employee productivity. “How to” feedback provides clear, actionable steps for growth and corrective feedback for behaviors interfering with effective performance or skills that will be repeatedly used.
#3 Evaluation (where an employee stands relative to where you need them to be)
Evaluation feedback could be assessing an employee’s current performance and identifying gaps. This type of employee feedback helps workers understand where they stand and opportunities for improvement.
8 ways to give effective employee feedback
Giving employee feedback is a skill you can develop over time. These nine suggestions can expand your employee feedback skills and set you and your employees up for success:
#1 Give more positive than corrective feedback
While it can be easy to focus on what’s not working, if employees only hear about what’s going wrong, they can lose motivation and confidence. Your corrective feedback is more likely to land if you’re providing three to four positive feedback examples for every piece of corrective feedback. However, be sure and keep your positive and corrective feedback separate (also see #7) for your delivery to have maximum impact!
#2 Give employees a heads up
You want feedback to feel like a safe activity, so don’t catch employees off-guard. Schedule employee feedback discussions in advance and provide an agenda to help employees prepare. How much advance notice depends on the kind of feedback you’re giving. For example, positive or minor corrective feedback can be given on relatively short notice (as quickly as the same day, but not longer than a week). If you have more substantive corrective feedback for the employee, a best practice is to wait at least 24-hours before setting up time to give the feedback. Waiting a day gives you a chance to reflect on what happened, better understand the situation, and manage any emotions, which can lead to a more productive conversation. You may also find after 24 hours that the feedback no longer feels necessary to give.
#3 Strive for a collaborative mindset
Traditionally, feedback has been viewed as a one-way street where the manager is considered the expert with answers for the employee to receive and act upon. Modern management thinking views employee feedback often as a conversation where the manager highlights areas for improvement and collaborates with the employee to find solutions. Try to approach employee feedback as a collaborative conversation. If that feels hard, try picturing yourself on the same team facing the problem together. Ask yourself, how can I stay open to their perspective and focus on helping them learn and grow?
#4 Check in with your motivations
Reflect on your intentions before giving feedback. For example, is it a desire to assert authority, rather than genuinely aiming to help the other person improve? Ask yourself, “Would I be willing to re-examine my views based on what I learn from the other person?” and, “Is my intention truly serving this person’s development and growth?” If the answer to either is no, wait to give feedback, explore why you answered the way you did, and re-focus on the goal.
#5 Use “I” statements
It can be difficult for employees to receive your feedback if it sounds like they’re being blamed. Using “I” statements avoids finger-pointing, demonstrates self-awareness, and encourages the employee to listen to what you have to say. The next time you have corrective feedback for an employee try using “I” statements to explain where you’re coming from (e.g., “I’m feeling confused about the shift in timeline, and I imagine others may be as well. Can you elaborate on the reasons for that?” “or, “I noticed I was distracted in today’s meeting when you were talking to your coworker during the presentation. What was going on for you?”).
#6 Be straightforward and clear
Employees need feedback to understand how to improve. Making sure they have the information to succeed shows that you care about their success and helps build a stronger relationship. Clear employee feedback: “Your reports have had several errors recently; double-checking your data will help us stay accurate.” Sugar-coated employee feedback: “Your reports are generally good, but it might be a good idea to review them a bit more closely sometimes.”
#7 Deliver praise and criticism separately
Avoid mixing praise and corrective feedback together in a “compliment sandwich.” This can dilute the message and reduce its impact. Clearly separate praise and areas for improvement: discuss what’s working well first, then switch gears to what needs improvement. “We just spoke about what’s working well, now I want to switch gears and talk about what’s not working as well.”
#8 Consider this time-tested approach
We’re not as transparent as we think. You see your intentions, but others only see your behaviors. We can’t control how another person reacts to feedback, but we can control how we communicate it. Try using a framework like the S-B-I model for providing clear and objective employee feedback by describing the specific situation, the observed behavior, and the impact of that behavior.
Step 1: Situation
Begin by outlining the context where the behavior took place. This makes the feedback specific and easier for the other person to understand.
Step 2: Behavior
Detail the exact behavior you’re addressing. Describe what the person did or what you observed, without adding your interpretation. This makes employee feedback more objective and free of personal judgment.
Step 3: Impact
Discuss the impact of their behavior. This can include how it made you feel, as well as the broader effects on others or the entire team or organization.
These steps can be used for both positive and negative feedback. Here are a few examples:
Positive feedback examples
Positive feedback is recognition for achievements and positive behaviors. Positive feedback examples include:
- Reinforcing desired behaviors and boosting morale
“I really appreciate your hard work on the project. Your dedication and effort contributed to its success.” - Encouraging innovative thinking and creative solutions
“Your creativity in tackling that problem was impressive. It really made a difference in the outcome.” - Reinforcing effective customer service skills and showing that their efforts are noticed
“You handled that customer complaint exceptionally well. Your patience and problem-solving skills turned a negative situation into a positive one.” - Highlighting the importance of collaboration and a supportive team environment
“Your teamwork on the recent collaboration was outstanding. You helped keep everyone on track and motivated.”
Constructive feedback examples
Constructive or corrective feedback is guidance to improve performance and behavior. Constructive feedback examples include:
- Providing clear, actionable steps for growth without demoralizing the employee
“I’ve noticed that meeting deadlines has been a challenge lately. Let’s work on improving your time management skills to help you stay on track.”
- Offering specific advice for improvement while separately acknowledging strengths
“Here’s what I enjoyed about your presentation today: You shared interesting data and presented it using compelling visuals. Here’s what I think would help you improve: The presentation ran over time. Focusing on key points and practicing timing could make it more effective.”
- Highlighting the importance of accuracy and providing simple strategies for improvement
“There have been a few errors in recent shipments. Double-checking your inventory before signing off on it can help maintain accuracy.”
- Encouraging more effective communication and ensuring valuable ideas are not overlooked
“You have great ideas, but sometimes they get lost in meetings. Being more concise and direct can help ensure your contributions are heard.”
How to ask for feedback
Imagine someone approaches you and says, “Can I give you some feedback?” Your first reaction might be to feel tense, defensive, or anxious about what they’re going to say.
Now, imagine the same person approaches you and asks, “Can you give me some feedback?” This might make you feel calm, understanding, or even proud to be asked.
Asking for feedback can build confidence and create a trusting atmosphere where feedback is exchanged more freely and drives positive performance. Start by asking for constructive feedback. If you’re only hearing the positives, you’re likely not hearing the full story. Try something like, “What’s one way I can better support you?” Narrowing it down to one thing makes it more likely you’ll hear something actionable. If you’re a manager you might ask, “Which team processes would you like to see improved?” or, “How can I support your growth?”
Remember to avoid asking questions that can be answered with a yes or no, as this shuts down communication. For example, avoid asking, “Do you have any feedback for me?” It’s helpful to ask for specific examples to make sure you understand the employee feedback.
It’s always better to ask for feedback than to assume that people are getting what they need from you. This also models continuous learning and development for everyone involved.
Tips for receiving employee feedback
- Keep eye contact as much as possible with the other person
- Take notes to show you’re listening and to help process the information
- Pay attention to keywords, themes, and patterns in what they’re saying
- Do your best not to interrupt and let the person finish everything they want to say before responding. When you do speak, don’t argue, defend, justify, or explain.
- Make sure you understand what’s being said. Ask questions for clarification, like, “Can you say more about what you mean by X?”
- You don’t have to agree with the person, but you can help them feel heard by acknowledging their feedback. Tell them a summary of what you heard. For example, “If I understood you correctly, I interrupted you in the team meeting and didn’t give you a chance to complete your thoughts. As a result, you felt like your opinion wasn’t valued. Is that right?” This gives them an opportunity to confirm your understanding or clarify any misunderstandings.
- At the end of the feedback conversation, say “thank you.” Acknowledge that it’s not easy to share feedback and let them know you want them to keep sharing feedback in the future.
Remember, when people give you employee feedback, they’re sharing their experience of working with you. It’s not an attack on you as a person. It’s normal and expected that there are areas where each of us can improve to make the work as good as it can be.
How frequently should you give or receive feedback?
Frequent employee feedback fuels growth and motivation.
- Appreciation and “how-to” feedback should be provided continuously to recognize positive behaviors and offer guidance for improvement
- Conduct evaluations at set intervals throughout the year
- When working closely with someone new or if someone is going through a period of heavy workload or shifting roles, ask for feedback during each 1:1 meeting, then slowly decrease that frequency to quarterly as you find your groove
- To create a feedback culture, proactively seek feedback at least quarterly
- Regularly ask for feedback, especially during change, to understand the team’s needs
- If someone is already working on implementing a recent piece of employee feedback, wait until they’ve addressed that before adding the next piece of feedback
Give the gift of feedback
Employee feedback is essential for growth and improvement. Whether it’s positive or constructive, the goal is to foster changes that benefit both the employee and the company. Perfection isn’t required or expected—what’s important is to start somewhere and keep learning. Your team members and your organization will be better for it.
Learn how to give and receive feedback like a pro.
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