Personal Development

How to give negative feedback at work? see step by step

admin • 17 Sep 2023

Every leader will experience situations where he must lead his team or a member through feedback.

In many situations, negative feedback should be used to show the employee that he needs to improve. This strategy can be compared to a formal critique.

However, it is common for people in charge of a team to feel embarrassed about giving negative feedback.

This is a delicate subject in many situations and causes fear for those who apply the feedback and a particular fear for those who receive this call at work.

To help you, we've put together some tips for you to give negative feedback the right way.

These tips are as useful for those who need to give feedback as for those who will receive it.

What is negative feedback?

Negative feedback occurs when the person responsible for a team informs one or more members that their conduct or behavior is not consistent with the company's organizational culture.

When a worker is not meeting the objectives or proposed targets, it is common for his leader to bring him back to the proposed path again.

The leader is responsible for transmitting this message to his team, always encouraging them to follow the best path.

In this way, negative feedback can be understood as an essential return for those who give it and those who receive it.

It's a way of pointing out that something is wrong and the correct way to do it in a work environment.

When to give negative feedback?

The best time to give negative feedback will depend on several factors. Many of these factors are linked to predetermined specifications by each company.

Negative feedback becomes necessary when important points agreed between the employee and the company are not fulfilled.

Naturally, this guidance generates some pressure or even rejection from the employee who receives it.

So, the person responsible for passing on this message must know when to do this.

The right moment of negative feedback will always be the necessary moment.

For example, in areas where the professional is responsible for other people's lives, such as doctors, nurses, firefighters, and police, the margin of error must be zero. After all, mistakes can be fatal.

In this way, the hierarchical leader of these professionals must be punctual in negative feedback without hesitating or procrastinating their call.

In addition, the best time to give feedback is also related to the best environment for it.

Negative feedback should be passed privately when directed at an employee. This should happen in a private conversation.

You can also give feedback to the entire team, regardless if just one member isn't giving their all.

This is common in the world of team sports and in sales sectors, for example. When a team leaves something to be desired, it is common for the leader to pass simultaneous feedback in order to captivate the same objective in everyone.

In general, the feedback will depend on the perception of each leader, the goals established for each team member, and the best environment for this type of conversation.

Tips for giving negative feedback at work

Knowing when and how to give negative feedback at work is up to each leader, but a few tips can help.

Dosing the right tone of voice, choosing the best location, are key points for this conversation to be productive and constructive.

Check out the tips!

1. Be Impersonal

It doesn't matter if the employee is someone in your family, a close friend, or someone you hold in higher esteem than others.

So, if you must give negative feedback, be impersonal and preserve the company's principles and mission first.

The employee mustn't get carried away during the conversation by personal feelings.

2. Objectivity

Being clear and objective is very important in negative feedback throughout a meeting.

Therefore, the ideal is to go straight to the point without beating around the bush. Explain clearly what is wrong and what needs to change.

You must mentally replay this conversation to be as brief and objective as possible. So plan everything.

3. Words of encouragement

Emphasizing the positive part of feedback is very important. After all, this shows the employee that it is something constructive for everyone.

For example, resorting to praise (bluntly) helps the employee to feel motivated.

Use a calm and serious tone of voice when pointing out negative points. Also, demonstrate excitement and belief when pointing out solutions.

4. Follow up regularly

It is not enough to simply say there is a problem and forget about it. You must create a development plan with regular meetings.

Therefore, provide guidance and ask the person to confirm the implemented steps. In addition, at each meeting, check whether the result has improved.

This will help you to build a trusting relationship with the collaborator. Likewise, it will facilitate the following feedback.

I hope giving negative feedback at work will be easier with these tips. The important thing is that you understand the importance of this approach to the professional growth of your team.