Providing feedback & coaching
Mastering follow-up after tough feedback conversations
Mastering follow-up after tough feedback conversations
5 minutes
Feedback is an important tool for growth, but not all feedback conversations are easy. Sometimes, they can be uncomfortable, challenging, or even downright difficult. Some employees may not be receptive to it or they may even feel threatened by feedback. Whatever the scenario, it’s not enough to say there is an issue and then leave it, without any follow-up.
Following up after a feedback conversation provides:
Clarity
It allows both parties to clarify any points discussed during the feedback conversation so that there are no misunderstandings and that both parties are on the same page regarding expectations, goals, and areas for improvement.
Reinforcement
It reinforces the importance of the feedback and reminds both the giver and receiver of feedback that the conversation was not just a one-time event but part of an ongoing dialogue about growth and development.
Accountability
It holds both parties accountable for any agreements or action plans made during the feedback conversation and ensures that progress is being made.
Support
It provides an opportunity to offer support and guidance to the individual receiving feedback.
Feedback on Feedback
It allows for feedback on the feedback process itself. It gives both parties the chance to reflect on how the conversation went, what went well, and what could be improved for future feedback discussions.
How do you follow up on difficult feedback conversations?
At the end of the day, remember that these difficult feedback conversations are the best way to cultivate growth and resilience. They are necessary for organisations to improve and excel. However, these conversations should be approached with empathy, sensitivity, and willingness to listen. This way, we transform challenging situations into opportunities for learning and improvement.
1
Review your previous conversation.
When planning a follow-up conversation, take a moment to reflect on the initial conversation, especially if your previous talk didn't go well. Identify key points raised and understand your employee's emotional responses. By acknowledging their reactions, you can approach the follow-up with a clearer mindset and greater self-awareness.
2
Give a heads-up beforehand.
Be transparent and honest. Let the other party know of the topic you wish to discuss, such as "I'd like to talk to you about what happened in our previous meeting." This way, the other person is aware of what will be discussed and can mentally prepare for the conversation.
3
Talk face-to-face.
Personal communication is the best way to handle these follow-ups because you will be able to gauge your employee's reaction in real-time. This allows you to respond immediately if there are any misunderstandings.
4
Show your appreciation first.
Start your conversation by appreciating the time and effort your employee is committing toward professional and personal growth. Remember, it takes a lot of courage on your employee's part to face you again considering the uncomfortable conversation you've had.
5
Next, find ways to move forward.
Just briefly summarise the feedback you've given before and focus on the efforts your employee has made to improve that.
6
Be results-oriented.
One of the most significant errors leaders make is concluding a conversation without revisiting the resolution and any subsequent steps. Reiterate your understanding of the agreement, but keep it concise and straightforward. For instance, “From our previous conversation, we agreed that you would provide me with reports on the progress of the project so we know where we’re at and what we need to do to move the project forward.” Stating your resolution helps the conversation get focused on the outcome that you want.
7
Ask for feedback.
Feedback should be a two-way street. Asking for feedback about the things you shared and the way you shared them gives the other party an opportunity to say what they want. You can also ask how they want the feedback to be delivered next time.
8
Show empathy but don't apologise for your feedback.
Apologising can undermine the effectiveness of the feedback and conveys a lack of confidence in your feedback. It's important to stand by your observations and recommendations, but demonstrating support and empathy along the way.
by
Hellomonday