Giving Feedback as a Leader: A Comprehensive Guide
How often do you as a leader have something to say in terms of someone else’s output? Whether it’s the approach a team member is taking, someone not following a process the way they should or even a communication style that leaves something to be desired – we all have feedback to give.
Provision of feedback is an essential part of leadership – it supports individual and team growth, improves performance, and fosters a culture of trust and safety when done well. Yet, many leaders struggle with delivering feedback effectively – we have all experienced clumsy, inaccurate, targeted or even deeply critical feedback that feels personal and hurtful. Is it any wonder that giving feedback well is so unusual, when a recent study revealed that 43% of UK managers receive no formal training in giving feedback during their first year in leadership roles.
What is feedback?
Simply put, feedback is information, or data that the individual receiving the feedback can then use in refining their approach.
Feedback is a communication process that involves providing information about an individual's performance, behaviour, or work output. Crucially, it can be both positive and negative – something that we often forget as we default to the negative.
The aim of feedback is to either reinforce strengths or address areas for improvement.
Effective feedback is specific, timely, and actionable, allowing individuals to understand how their actions impact their performance and the broader goals of the team or organisation. It serves as a vital tool for personal and professional development, fostering a culture of continuous learning.
Why is Feedback Important?
Employees who receive regular constructive feedback are 21% more likely to feel engaged at work compared to those who don’t. With research in 2024 telling us that 77% of employees are disengaged, effective feedback is likely to be an essential key to shifting the dial in this essential area.
Feedback is crucial for several reasons, some of which are as follows:
Feedback enhances performance by guiding individuals towards better practices and helping them recognise their strengths and weaknesses.
Feedback fosters engagement and motivation; employees who receive regular feedback are more likely to feel valued and understood, leading to increased job satisfaction.
Feedback promotes open communication and trust within teams, creating an environment where individuals feel safe to express ideas and concerns.
For an organisation, a culture of effective feedback contributes to its overall success, by aligning individual efforts with collective goals and driving continuous improvement.
Why Do We Think Giving Feedback so Hard?
Leaders can often struggle with giving feedback, due to a complex mix of psychological and professional barriers. Recent surveys reveal the extent of this challenge:
44% of managers find developmental feedback stressful or difficult
21% of managers admit they avoid giving feedback entirely
37% fail to provide positive reinforcement regularly
The reasoning behind these statistics are numerous and include:
Fear of emotional reactions, leading to conflict or team upset. In the extreme, this can include worry about their professional relationship, complaints and damage to their reputation.
Lack of confidence in their ability to feedback effectively, in a way that avoids misunderstanding and unacceptance.
Discomfort and awkwardness can be common, especially for newly promoted managers or scenarios involving giving feedback to peers.
Concern about demotivation, resulting in hesitation borne from a fear they will demotivate already busy employees.
Time constraints, as whilst team development is a critical part of a leader’s role, competing priorities often take precedence.
Fear of relationship damage, out of an incorrect assumption that people are more delicate than they actually are.
5 Common Pitfalls in Leadership Feedback
Delaying feedback. Putting it off allows issues to fester and becoming embedded. Timely feedback boosts morale by 30% and supports real-time learning.
Non-specific feedback. Vague comments such as ‘good job’ or ‘this needs work’ prevents actionable change and drives confusion.
Feedback avoidance. Avoiding feedback to prevent upset causes trust to erode and stifles growth of the individual. It also leads to greater problems – errors to unpick, workarounds to be found, and potentially performance management challenges.
Inconsistency. Contradictory, unfair, or uneven feedback damages credibility of both you and the message. Team members talk – so ensuring a consistent approach is key.
Negative focus. Consistently focusing on faults without feeding back on strengths demotivates and lowers morale. Research shows that just as much learning can be found from analysing what goes well.
Key Attributes of Effective Leadership Feedback
Clarity and specificity: Address specifics rather than generalisations. Instead of saying "Improve your communication," specify "In team meetings, ensure everyone gets a chance to contribute".
Balance of courage and consideration: Balance honesty with empathy to ensure feedback is constructive rather than harsh or sugar-coated.
Timeliness: Feedback as close to the observed behaviour as possible to maintain relevance and impact.
Actionability: Feedback should include clear steps for improvement, to help with direction.
Two-way dialogue: Encourage the recipient to share their perspective to foster understanding and collaboration.
6 Top Tips for Delivering Effective Feedback
Prepare thoroughly - Plan your key points in advance, focusing on observable behaviours rather than assumptions about intent.
Start with positives - Begin with strengths to build rapport before addressing areas for improvement. Aim for a 75/25 ratio of positive to negative feedback.
Use “I” statements - Own the feedback you give. Frame feedback around your observations ("I noticed...") to reduce defensiveness.
Ask open-ended questions - Explore the issue with the recipient. Questions like "What challenges are you facing?" encourage dialogue and shared problem-solving.
Follow-up - Revisit feedback after some time to assess progress and provide additional support if needed. If there has been an improvement, feed that back to them!
Seek feedback yourself - Practice what you preach. Demonstrate humility by inviting feedback on your leadership style, creating a culture of continuous improvement.
Conclusion
Mastering the art of giving effective feedback is essential as a leader. By avoiding common pitfalls, embracing key attributes, and applying practical tips, leaders can foster a culture of trust, growth, and high performance within their teams. Remember: feedback isn't just a tool—it's a gift that drives success for both individuals and organisations alike.
