Giving Effective Feedback
If there is one area that gives both managers and employees difficulty it is the need to give and accept effective feedback. It is one of the most crucial elements in assisting employees to improve their performance. It establishes a connection between what employees are doing and how their actions are perceived by others. Although receiving feedback is often under appreciated, those on the receiving end must occasionally be reminded that no feedback could be much worse.
Most managers consider themselves to be high achievers. Out of this mindset comes the need to want to move right into problem solving by directing staff to fix a problem in a specific way. This quick fix solution shouts loudly of their inexperience. More seasoned managers know the importance of effective communication and begin the feedback process by listening to their people. They encourage input into the situation in order to determine what may be interfering with getting the job done in the most effective way. Only after they have received input can they can gain a broader perspective of the situation and make appropriate recommendations for action.
Giving feedback is not about dishing out criticism; however, this often proves to be the case when managers find themselves under pressure. It is at these times that emotions get in the way of effective management and much is lost in the process.
Let’s put this on a personal level. As a manager, you want to be liked by your employees. You have always resented those who misjudge you and who find fault without knowing the full story. You vowed that when you became a manager that you would not follow this course of action because you know this type of behavior does nothing to improve your performance but rather makes you mistrust people and devalue their capabilities.
“The young carry-out boy was asked, “How long have you been working here?” He replied, “Ever since they threatened to fire me.” –Anonymous
Although numerous books have been written about the essential qualities of good leaders, in my opinion, four qualities stand out: communication, trust, competence, and caring.
Effective leaders communicate clearly and inspire others to want to take action. Good leaders are good listeners. They pause often, and acknowledge the presence of others. Most importantly, they stop talking and listen attentively. They build trust through what is said and done. Their competence is judged on how they make decisions and lead people. And, lastly they are people savvy. They are genuinely interested in others and get the job done through collaboration. Good leaders are not Lone Rangers. They do not expect others to be “just like them.” But rather, they recognize and leverage the talents of others for the benefit of the entire organization.
Remember, even though you, as a manager, may dislike giving feedback, your employees expect and need it from you. The complaints are not usually about the necessity to improve, but how the situation was inappropriately handled.
Feedback should NOT be limited to the times you do Performance Evaluations but should be an ongoing process between a manager and her or his team. The results are good grades in the four qualities of effective leadership mentioned above.
TECHNIQUES FOR EFFECTIVE FEEDBACK
Rule of 3 x 3
effective feedbackBert Decker is his book, You’ve Got To Be Believed to be Heard, talks about his 3 x 3 Rule when giving feedback. His method forces the manager to give balanced feedback by focusing on three strengths and three areas of development when analyzing performance and behavior. Capping it to three keeps the information succinct and easily remembered. Decker says, “Receiving three bits of feedback at a time allows people to make course corrections, like a guided missile, as they keep moving onward and upward. The goal is not to flatten someone’s ego but rather to give them encouragement and to challenge them to improve.
Focus on Performance, Not Personality
The most effective way to discuss areas requiring improvement is to focus on observable actions, not attitudes. By limiting your criticism to what you see with your own two eyes, it will help you refrain from judgments that can trigger a defensive reaction. An example might be, “I have heard you making a number of personal telephone calls lately, is there something going on that you need our support for?” That is better than saying, “You seem to be making a number of personal calls lately, and this has become very disruptive.”
Certain Words Create Problems
Words that are dangerous when evaluating performance are always, never, and worst. If you let slip any of these words, you are overstating your case and not focusing on actual performance. Far better to say, “I’ve seen you do this three times this week.”
New managers who are not accustomed to providing feedback will often sound accusatory when they are trying to assert their authority. If this is you, you will know you are on shaky ground if you find yourself using the word “you” followed by a negative comment. An example might be, “You didn’t meet the deadline we agreed to.” With this language, tensions will be inflamed and the result will be a resentful employee. Better to say, “We agreed to a Friday deadline. Can you tell me what problems you encountered?” This moves the employee into analyzing the situation rather than becoming defensive.
Use Questions to Give You Leverage
It is often helpful to let employees discover for themselves what could be improved. This tactic works especially well with high-ego performers who automatically resist any input they get as negative. Many new managers make the mistake of talking so much that employees feel like they are being scolded as a preschooler.
It is more beneficial to ask questions to flush out the situation. Prod the employee, in a non-threatening way, into evaluating his or her own performance in an area where you have concern. Stay totally involved in the process by allowing the employee to make recommendations for their own improvement. Learning “questioning skills” is a valuable tool and one that can be taught in the coaching process. Questioning helps you get a broader perspective on a situation and helps you avoid lapsing into the lecture mode.
Be Supportive
There is a fine line between advice and support. Advice involves telling someone how to solve a problem. Support on the other hand, makes the other person feel valued. It is well intentioned and shows a willingness to share observations and seek information to help the employee to succeed. It does not assert superiority or position. Like a friendly but curious detective, you want to investigate behavior rather than take a position that assigns right-wrong labels to a person.
Leaders are Always in Training
Just as professional athletes are in year-round training because they desire continuous improvement, so too should managers be in continuous training. Personal Executive Coaching has proven long-term benefits because executives learn to integrate the skills and apply them on the job. If you expect the best from your people then setting high expectations for yourself is both natural and positive. Set up your Free 30-minute Coaching Session by clicking the appropriate box on the right-hand panel.
Author
Barb McEwen is a well-known Master Executive Coach and Organizational Development Consultant who works with senior executives from around the world to help identify and assess developmental opportunities for both organizations and individuals.
Reprints
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Copyright Barb McEwen and 20/20 Executive Coaching, Inc. Barb McEwen is a well known, thought-provoking and inspirational speaker. You can reach her at: Barb.McEwen@2020ExecutiveCoaching.com. Learn how to be a more effective manager and leader. Check out her website at http://www.2020executivecoaching.com.
Management, Balance & Time – 10 Tips for Managing Overwhelm in your Business
How many of us have been in a position where we have more to do than can realistically fit into one day, or week. So we spend all of our time feeling rushed, being rushed, and wondering how on earth we are going to manage. If you are having that feeling of overwhelm in your business, it’s time to take stock of what’s going on.
How well you manage yourself and the time you have, is crucial to your success. Wasted time equals lost opportunities. Lost opportunities equal lost business and profits.
Time can’t be “saved” – it’s an impossibility. You can’t find more of it – it’s a fixed commodity. You can only manage your activities as time passes. So how are you spending the 60 seconds in each minute – the 60 minutes in each hour – the 1,440 minutes in each day?
What you need is to achieve is working on your top priorities in the most effective way. Here are 10 great strategies for doing just that.
Lesson 1: Prioritize
Aside from just listing what needs to be done, rank them from most important to least important. And then complete them in that order. Too often we start with the easy stuff or the quick stuff, regardless of how important it is. Look at the list of things that need to be done. Hi-light the activities that you could put on hold if you had to. How much time could you free up if you put some of those activities on hold?
Be realistic about the number of priorities you have. Most of the activities we are involved in are things we want to do. The problem with overwhelm is that there are many more things we want to do, than we physically have time for. So create some space by telling yourself that you are just putting some activities on hold for now. You are not giving them up forever, but you are giving yourself permission to put some activities on hold – so you can focus on the most important priorities. This may force you to make some tough choices – but it’s a pretty empowering thing to do.|
Lesson 2: Be ruthless with e-mail
What a productivity killer email can be if misused. Use a private email address for clients and customers. Get everything else sent to a generic or alternate email address. That way you can deal with your client issues first, and the rest when you have time.
Only respond to your emails at set times during the day. I personally do emails first thing in the morning, and between 2 and 3pm each day. There’s no need to respond the instant that you receive an email. This approach simply means you get interrupted all the time, and your productivity remains low.
Lesson 3: Restrict your use of the telephone
Try to devote a certain time of the day to both return and originate phone calls. Carrying a mobile telephone makes us feel as though we’ve got to be “connected” at all times – but this is just plain crazy. And just because someone calls us doesn’t mean we have to answer immediately. Some people I now work extremely effectively by restricting calls to two periods during the day – one period in the morning to make all their calls, and another in the afternoon to return calls and to followup. At all other times, voicemail takes any messages. This may not work for your business, but the idea of not answering the telephone unless it is at a good time for you can really help you with the continuity of your work
Lesson 4: If you don’t have time for something, just say so
There is no need to listen politely if you’ve already decided the conversation is not of interest. Simply say – “I am sorry to interrupt you, but I don’t have time for this right now.” Yes it’s direct, but then you are not sitting there feeling frustrated about the time you are wasting.
Lesson 5: Limit your availability
This is one of the keys to beating overwork. Unexpected and unplanned interruptions and distractions can “steal” your day. An “open door” policy is fine, but not if it has a negative impact on productivity and profitability. Actually schedule time when you can’t be interrupted, and let everyone know about it. During that time you don’t answer emails, you don’t answer the phone and you don’t talk to others – you just do whatever it is you’ve got to do – no interruptions.
Lesson 6: Protect your productive time
Each of us knows if we are a morning person or a night owl. We know if our peak productivity times are at 7 am or at 11pm. So make sure you are free and uninterrupted at those times. Try and make this time just for you and devote the activities that need your brain the most at the times you are most productive.
Lesson 7: Plan your day the night before
I know – you’ve heard it before. But spending 5 minutes at the end of the day preparing for the next day helps to orient you in advance and mentally sets you up. So when you get up in the morning, you’re ready to go!
Do whatever works for you – make lists of activities, check your calendar, enter tasks into your electronic task list, schedule a couple of uninterrupted hours in your diary, tidy away your papers and get tomorrow’s ones ready to go. Do whatever you need to to feel comfortable about the next day’s work.
Lesson 8: Don’t get buried by paper
When possible, try to “touch” each piece of paper only once. File it, act on it or toss it! (Periodically, every quarter, purge your files. If you haven’t touched it in 3 months, you probably never will…so toss it!). As the saying goes: “Do it, ditch it, or delegate it!”
Lesson 9: Group your appointments
If you have several appointments or errands, try to group them all in the same day so that all of your external travel and time is scheduled for one or two days in the week. That leaves you 3 full days in the office without the need to go out for meetings.
Lesson 10: Confirm appointments
Never assume that your 1 o’clock is on! The realization that you’ve been “stood up” is both frustrating and irritating. A simple phone call or e-mail message, saves time, energy and anxiety.
Management expert Peter Drucker, once declared, “Time is the scarcest resource.” Time really isn’t scarce, it’s uniform and constant. However, your ability to manage it is crucial to your success. If you can’t get this part right, you may not need to not worry about cash management!
Megan Tough – published writer, coach, facilitator and speaker – works with people to create outstandingly satisfying and truly successful professional lives. Make more money – have more fun! To learn more and to sign up for more FREE tips and articles like these, visit http://www.megantough.com