Here’s why you need to ensure good workplace communication

Turn your workplace into all around by knowing exactly how to improve communication at the workplace.

7

min read

We've all been in the situation when we've left a meeting with no idea what to do next. You might have thought you were the only one who felt this way. But hang in there because, studies say that most employees don't get clear orders, while some managers say they're uncomfortable speaking with their employees in general. Improper communication can even lead to problems like delay in completion of tasks or can sometimes even lead to losing out when it comes to achieving the perfect outcome.

Table of contents

What is workplace communication?

Workplace communication is the verbal and nonverbal exchange of information and ideas between one person/group and another inside an organization. It includes emails, text messages, notes, and phone conversations, among other things. Effective communication is essential for getting the task done, as well as for developing trust and enhancing staff productivity.

Workers come from a variety of cultures and origins, and they may be accustomed to different norms. 

Effective communication is essential for increasing employee cooperation and avoiding missed deadlines or activities that could harm the organization. Communication gaps result from ineffective communication, which generates confusion, loses time, and diminishes productivity. For example, an employee will not be able to complete his/her task if not the required task is not communicated in the right manner. To achieve certain development goals, managers and lower-level employees must be able to communicate clearly and effectively with one another through verbal and nonverbal communication.

Information is absorbed in various ways by different people and so, in order to ensure that everyone understands what is being said, the communication approach must be simple, clear, and precise. Using visuals to illustrate important information can help people understand it better. 

The presence of trust in an organization will also make communication easier to employ. To build a tension-free workplace, coworkers must establish relationships. Messages should be delivered and received in their original format. Bullying, taking credit for someone else's work, and free-riding should all be avoided in the workplace if you want to have healthy relationships.

Types of communication in the workplace 

Each category that comes under the various types of communication, plays a crucial role in exchanging information with your coworkers and consumers. Furthermore, when you prioritize effective communication in your company, the natural result will be a positive, efficient, and productive working culture.

Understanding the major benefits and cons of each style of workplace communication can help you discover the appropriate balance of successful communication in your company. 

Here are the main types of communication at workplaces:

Oral Communication / Verbal Communication

The use of words to communicate information is known as verbal communication. Written and spoken words are both included in verbal communication. Oral communication, on the other hand, refers to the act of speaking words. 

However, these days, words are frequently used interchangeably, and you'll see verbal in many job adverts when referring to spoken communication. If you've worked for any length of time, you'll probably agree that talking to people is usually the greatest option, at least in the beginning if it's available. For example, if your boss needs you to create alterations in a given project, communicating where exactly the alterations are required verbally, could save time and bring out better results. Aside from being the quickest and most efficient means to convey your message, there are other advantages.

Non-Verbal Communication

When communicating, it's impossible to avoid using nonverbal clues. You will be offering them whether you intend to or not. The important thing is to make sure that the cues you give off are appropriate and consistent with your message.

To make your message obvious, all of your non-verbal communication must be consistent with your verbal communication, just as you wouldn't shake your head and say yes. When used effectively, good nonverbal communication leads to improved overall communication, reduced confusion, and improved rapport.

You can speak the right words in the wrong way and receive a completely different response. One specific word can have different meanings to it, which is why clarifying what exactly you mean to your fellow employees is very important. For example, if you require no changes in the beginning of a document but you do require changes at the end, specifying exactly where you need those changes will eliminate chances of misunderstandings. And chatting to someone without making eye contact makes them seem as if you aren't paying attention. 

Horizontal or Lateral Communication

Communication between individuals, teams, groups, or departments at the same hierarchical level in an organization is known as lateral communication, sometimes known as horizontal communication. 

More open discussion, better collaboration, and idea-sharing are all advantages of lateral communication, which can lead to improved creativity and reduced miscommunication, confusion, and duplication of effort between teams where roles overlap or both teams are working on the same project. For example, create more room for brainstorming more often so that all your team members feel included and valued and at the same time you get more ideas to make that will help you make better decisions.

Formal communication

Formal communication is another example of the various sorts of workplace communication, and it means exactly what it says. When you communicate in a formal manner, you are communicating in a formal manner. Formal communication's goal is to convey information in a professional, business-like manner. This isn't to say that you can't be professional when chatting casually, but it does indicate that you shouldn't use slang or communicate in a way that's too familiar or casual. With time, you should be able to form positive relationships with your coworkers, manager, and anyone else with whom you do business on a daily basis.

Communication from top to down

Vertical communication is the communication between people, teams, or departments in an organization at different organizational levels. It is the polar opposite of horizontal communication. Consider the relationship between you and your supervisor.

Communication in Writing

Written communication exists in addition to email. Anything that involves putting pen to paper or typing is considered a written communication. Emails, chat, Slack, text, PowerPoint presentations, or even simply taking notes that may be utilized or referenced later are all examples of this. Anything in which the words are written down.

Communication through images

If you've ever had to give a presentation, you've almost certainly employed visual communication. Visual communication includes more than simply words; it also includes images, graphs, and other visual displays. 

Because people absorb information in different ways, employ visuals if you're giving a presentation to a group of people. This will ensure that everyone's attention is captured. When you're trying to convey a hard topic or have a lot of facts to give, visual communication is also useful. You'll be able to explain the complexity in a concise and straightforward manner by using visuals, tables, graphs, and photos.

Listening

Listening is the last but certainly not the least of the various types of professional communication. Which may come as a surprise. While listening is included in nonverbal communication, it is such an important aspect of communication that it demands special attention. 

When it comes to workplace communication, ignoring listening or not giving it the credit it deserves is the best way to stay stressed. When people don't listen, they make mistakes, lose time, duplicate work, and even break up relationships. Despite this, it isn't usually regarded as one of the most important forms of communication in the workplace.

Why should you maintain good workplace communication? 

Communication is essential for the smooth running of the workplace, and the quality of communication has a substantial impact on job outcomes. 

Improving communication can be accomplished by using signs or symbols that are familiar to all participants in the communication process, which may include not only words but also imagery, gestures, and other elements derived from the company's shared culture and experience. To better communicate the information to the employee, gestures or drawings can be employed. Because quality communication is the foundation for work success, successful communication is carefully thought out and purposefully given.

Effective communication in the workplace can help to eliminate difficulties and boost productivity. This means, there will be fewer complications when it comes to task completion, leading to a higher level of productivity. The ability to communicate effectively at work can boost overall productivity and help to build a strong team. 

Employees will be more interested in cooperating and finding the best answer jointly if they consult with each other and consider the opinions of others. Managers can better understand their employees' talents and skills by establishing strong communication, and then giving clear directions to the people who are best suited to the task, boosting the overall efficacy of each project. It's not only about how well you collaborate with others in the office when it comes to communication. It's all about forming connections, reducing errors, and, most importantly, functioning as efficiently as possible. As a leader, one of the most important things you can do is encourage effective communication patterns in the workplace. Because numbers aren't deceiving.

7c’s of effective communication 

Completeness

The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mind set and convey the message accordingly.

Conciseness

Conciseness means wordiness, i.e, communicating what you want to convey in least possible words without forgoing the other C’s of communication. Conciseness is a necessity for effective communication.

Consideration 

Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at harm. Modify your words in the message to suit the audience’s needs while making your message complete.

Concreteness 

Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens confidence.

Correctness 

Correctness in communication implies that there are no grammatical errors in communication

Courtesy

Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic.

Clarity

Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once.

Here’s what can go wrong

As our company grows and we begin to interact with additional people, we establish different relationships and communication channels. A sender, a message, and a recipient are all part of every communication. 

This may appear to be a simple concept, but communication is a really complicated issue. When all communication is multiplied by the number of possible communication routes, we obtain a complex network of possibilities and options with a number of common communication problems and obstacles. Here are a few challenges that can come in the way:

Using technology to spread information

Email and intranet communication are faceless conduits. Stepping out and speaking to people face-to-face is one of the most challenging hurdles to successful communication in the workplace, especially when you have a difficult message to deliver.

Ease of communication

When it comes to professional communication difficulties, the belief that everyone can communicate well is possibly the most destructive. Some managers are unable to communicate and are unable to assist others in expressing themselves.

Expectations and prejudices.

This might lead to stereotypes and incorrect assumptions. People frequently hear what they expect to hear rather than what is spoken, and as a result, they make incorrect judgments.

Cultural differences.

People's social interactions, as well as how they express their emotions, differ drastically among countries. For example, the concept of private space varies widely depending on culture and social circumstances.

Smart tips to improve communication at work

Laying a solid foundation

When an employee has faith in you, they are more inclined to come forward and discuss when an issue arises. Establishing a rapport with your staff is a terrific method to start laying that foundation.

Schedule 1:1s on a weekly or monthly basis

Setting a time to communicate can often be all that is required to establish channels of contact. If you're busy and your employee wants to share recent struggles, concerns, or even accomplishments, she could feel that she's bothering you during the day. You'll learn more about the inner workings of what's going on at the office and have a better understanding of how to iron out the wrinkles if you schedule a recurring meeting to touch base.

Get outside the office

Spending hours and weeks at a time in the workplace can have a negative impact on our mental health, particularly during the winter months. A change of location might often be all it takes to wake individuals up and revitalize their vitality. Leaving the office does not imply squandering productive time. Introduce periodic work-from-home Fridays or suggest a local coffee shop where your team can meet. You can bring the office wherever you want if you have the correct equipment.

Pay attention

People frequently associate communication with conveying one's own message, yet effective communication is truly a two-way street. It's tough to get on the same page if you're not actively listening to what the other person is saying. Ask clarifying questions and give the conversation your whole attention. Avoid multitasking or formulating an answer before the other person has finished speaking. Active listening is difficult, but it is worthwhile.

Company culture

Your company's culture should include communication. It enables teams to connect with one another and aligns them with the aims of your company. This can be accomplished by incorporating employee engagement strategies into the workplace. Also, brand your intranet, office design, business documentation, and other locations where you may symbolize what your company stands for to promote your fundamental values.

Reach out

Some folks are bashful no matter how you slice it. Introversion is not a medical condition. Introverts are equally as useful and skilled at their jobs as aggressive workers. Reach out to introverted personnel and engage in interactions with them in which they feel free to offer their thoughts. If a group of employees is absent from the workplace, it is impossible to improve communication at the workplace.

Benefits of having effective workplace communication 

Better employee engagement

In today's workplace, employee engagement is a constant problem. And, while some companies use all sorts of strange and amazing strategies to increase engagement, they frequently forget the basics. All other tactics or ideas should be built on the foundation of open, day-to-day communication. Employees have a clear grasp of their function and how it fits into the business in a climate of transparency and trust, which is a vital step in ensuring they are engaged with their work and their management.

Encourages creativity.

When employees are encouraged to share their ideas and perspectives, a conducive climate for innovation can be created. Workers who are free to provide feedback and fine-tune ideas are more likely to think outside the box and express such ideas and methods to their coworkers and management.

Maintains a positive work environment.

Maintaining the status quo in the workplace relies heavily on open communication. People of various races, cultures, religions, and personalities are commonly seen in the workplace. With so many variances, it's only natural that there will be some friction.

It helps in crisis management.

Any company coping with a crisis, whether internally or publicly, needs to communicate clearly and transparently. In reality, without communication, a crisis can spread and affect other divisions as well as a company's brand. Internally, proactive communication will ensure that employees respond in a coordinated manner, reducing the impact of the event.

Creates a better impression

A corporation that is known for its ability to communicate effectively both internally and with clients has a positive public image. These businesses are demonstrating that they have nothing to hide and are open and transparent in every element of their operations. This can have a favorable impact on hiring, investment, and corporate expansion.

The earlier you try to get rid of factors that give rise to Improper communication, the better you can grow both, as an organization and as a team. All it takes is going a step further to pave the way to achieve goals faster, and this can only be possible with proper communication at your workplace.

Dhanashree Jadhav

Community, SuperBeings

Hi! I am Dhanashree. I'm currently building a super community for talent management folks to gain knowledge and share experiences at SuperBeings

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Engagement
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50+ Most Useful Employee Onboarding Survey Questions

‘Onboarding: How to get your new employees up to speed in half the time’ - George Bradt, founder and Chairman PrimeGenesis

Did you know that a strong onboarding process improves new hire retention by 82% and productivity by over 70%? 

However, only 12% of employees strongly agree their organization does a great job at onboarding new employees. 

This clearly states that while employee onboarding has a direct impact on the bottom line, most organizations miss out on how to get it right. 

Don’t let that happen to you. To onboard new employees like a pro, keep reading.

What is an onboarding survey?

By definition, an onboarding survey is a questionnaire that is administered on new hires to gauge their initial experience and level of satisfaction, in an attempt to understand their engagement and retention potential. 

As an HR, you can get multiple insights from an onboarding survey, including:

  • what employees thought about the organization when they heard about it for the first time
  • how their impression changed over time 
  • whether or not their experience aligns with their expectations, etc.

It can help you estimate how long the employees are likely to stay and how you can further optimize your onboarding process to make it more aligned with employee expectations. 

Why are onboarding surveys important?

An effective onboarding survey can help you reflect on your performance through the onboarding process, which directly impacts KPIs for organizational success, including:

1. Retention

93% of employers believe a good onboarding experience is critical in influencing a new employee’s decision whether to stay with the company. At the same time, 25% of a company’s new hires would leave within a year if the onboarding experience was poor. 

2. eNPS

20% of new hires are unlikely to recommend an employer to a friend or family member and an onboarding survey can help you identify the reasons for the same. However, new team members who were asked to provide feedback prior to their start date also had a 79% increase in willingness to refer others. Thus, illustrating how onboarding surveys and feedback can impact eNPS.

Read: How to use eNPS for better employee engagement

3. Satisfaction and Engagement

Employees with exceptional onboarding experiences are 2.6x more likely to be extremely satisfied with their workplace and 70% say they have ‘the best possible job’.

4. Performance

77% of employees who went through a formal onboarding process were able to meet their first performance goals. However, 49% of individuals who failed to reach their first performance milestone had no official onboarding instruction. An onboarding survey can help you determine the effectiveness of your onboarding process.  

5. Other

In addition, your new employees might also have an inclination towards providing feedback as a part of the onboarding survey, which you will lose out if you don’t conduct the same. Research shows that only 26% of new employees recall being asked for feedback on their candidate journey and the hiring process before their start date wherein 91% of new hires are willing to provide this feedback. 

Employee onboarding survey: Best practices

Now that you understand the importance of an employee onboarding survey, let’s quickly discuss how to effectively run an onboarding survey. 

1. Set the cadence

You must coincide your employee onboarding survey with important milestones for the new employee in the organization. Mostly, these milestones coincide with the end of the first few months. Thus, you should circulate your onboarding survey after 30, 60 and 90 days respectively, with different objectives for each. Furthermore, you can send interim surveys in case you feel the need, for instance, when the employee starts a project, or when the orientation process is over. 

“Effective employee onboarding isn’t about swag, stickers, & company value pamphlets on their desk the 1st day. But, how you help them understand their goals & how co values are interwoven in operating are more important.”- Suhail Doshi, founder and chairman of Mixpanel, Inc.

2. Identify critical areas and build questions

Based on the milestones or cadence you have set up, it is important to identify areas you would want to cover with each milestone. For instance:

In the first 30 days, you should focus on themes like: 

  • Orientation process
  • Initial thoughts
  • Expectation alignment 
  • Recruitment process
  • Onboarding experience

In 60 days, you can touch on themes like:

  • Knowledge transfer
  • Level of engagement and satisfaction
  • Induction process

By the end of 90 days, focus should shift towards:

  • Manager support
  • Role clarity
  • Likelihood to stay
  • Organizational alignment

Once you have decided the themes, you can start building questions, a snapshot of which is covered in the next section or you can download the template now here. The themes can be fluid across milestones, depending on the context for your organization. 

3. Roll out the survey for participation

Once the milestone arrives, you should roll out the onboarding survey and drive participation. It is important to explain to your new employees why the onboarding survey is important and how they can fill it up. Give them the requisite time, deadlines and communicate what will be the next steps to encourage them to participate. 

4. Follow up

Simply rolling out the survey is not enough. You must reach out to your new employees to remind them to fill the onboarding survey as amidst numerous new things, they might lose track of it. Don’t push too hard, yet send subtle reminders to get genuine responses. For instance: employee survey tools such as SuperBeings integrate with chat tools like Slack, Teams, Gchat to send personalized nudges to fill out the survey in the flow of work at set intervals as well as allows them to participate directly without switching context. 

Unlock a wide array of survey questions and employee analytics. See how SuperBeings can help

5. Take action

Once your onboarding survey responses are in, slice and dice them to get insights into what your employees feel and leverage the data points to further refine your onboarding process to facilitate engagement, retention and advocacy from the beginning. 

Sample onboarding survey questions for 30-60-90 day review

Taking cue from the section above, here are 50+ onboarding survey questions that you can leverage to gauge the pulse of your new employees as they complete different milestones.

You can also download these questions as a template and use it whenever you need. Click here to download

1. Onboarding survey questions for 30 day review

a) Onboarding and orientation process

  1. How can we change or improve the onboarding process?
  2. What did you like most about the onboarding process?
  3. Was the orientation interactive and engaging?
  4. Did the onboarding process meet your expectations?
  5. Do you feel welcome and proud to be working here?
  6. How would you rate the duration and quality of your onboarding experience?
  7. How would you describe your first day?

b) Decision related questions

  1. What were the top 3 reasons for joining this company?
  2. Do you think those reasons have been met?

c) Technical training and knowledge transfer

  1. Have you received the training that you were promised during your induction?
  2. Did the training meet your expectations and was accurately described during the hiring process?
  3. Is the training relevant to your roles and responsibilities?
  4. Were adequate tools and materials shared during training to facilitate knowledge transfer?

2. Onboarding survey questions for 60 day review

a) Engagement related questions

  1. Would you recommend the company to others in your network?
  2. Do you see yourself working here in 2 years?
  3. Do you feel motivated to come to work in the morning?
  4. Do you feel prepared for your role?

b) Onboarding experience

  1. Did the first 30 days of onboarding go as expected?
  2. What is the one thing you would like to change from your experience so far?

c) Company policies

  1. Are you clear on the different company policies shared with you?
  2. Do you have any concerns about any of the policies that you would like to highlight?
  3. Do you think any policy is missing that you think must be a part of our governance?

d) Questions about team

  1. Have your team members been integral in smooth onboarding?
  2. Have you been able to connect and collaborate with all your team members?
  3. Do you consider your team members to be welcoming and inclusive?
  4. What is the thing you would like to change about how your team works currently?

e) Reflection questions

  1. Have you been able to achieve the goals you set out for your 60 days?
  2. How has your journey been so far?
  3. What has been your biggest accomplishment in 60 days?
  4. What are some achievements you would like to ensure in the next 30 days?

3. Onboarding survey questions for 90 day review

a) Role and expectation clarity

  1. Do you have an understanding of what is expected from you as a part of this role?
  2. Is your role similar to what was communicated to you during the hiring process?
  3. Do you have the necessary resources you need for the role?
  4. Do you have clarity of your goals?
  5. Do you understand how your work will be evaluated?
  6. Does your role meet your career aspirations?
  7. What do you think is the most difficult part about your role?
  8. What excites you most about your current role?
  9. Do you understand the importance of the work you do?

b) Organizational alignment

  1. Do your values align with the organizational values?
  2. Do you believe in the vision and mission of the organization?
  3. Do you believe your ideas are valued?
  4. Do you have clarity on the organization’s future plans and do you align with them?
  5. Do you see yourself as a part of this organization 5 years from now?

c) Manager support

  1. Have your conversations with the managers been effective?
  2. Does your manager support your career aspirations?
  3. Does your manager provide you with the necessary support to perform your role effectively?
  4. Do you receive regular feedback from your manager?
  5. Does your manager include you in key discussions, wherever applicable?

d) Other questions

  1. What are some of the challenges you have faced so far?
  2. Do you feel your onboarding was successful?
  3. How can we help you in improving the overall experience?
  4. Do you feel included and accepted by everyone in the team?
  5. How do you see yourself progressing from here?
  6. Do you have access to all the information you need?

Wrapping up (TL:DR)

By now, it would be very clear to you that an employee onboarding survey can help you in multiple ways to create a high performance culture. It can enable you to augment retention, engagement, satisfaction and advocacy among employees to ensure that there is minimal turnover and you are able to attract high quality talent. Ensure that you roll out an onboarding survey at 30/60/90 days frequency to check onboarding experience, knowledge transfer, manager support, role clarity, etc. 

You should focus on other forms of employee feedback on culture, training and development opportunities, level of engagement, manager effectiveness, workplace collaboration, work-life balance, among others. 

Finally, you should focus on leveraging technology and automation to add efficiency and effectiveness to your onboarding survey and process. 

Research shows, automating onboarding tasks resulted in a 16% increase in retention rates for new hires.

Thus, consider partnering with a survey platform which enables you to:

  • Use science-backes best practices onboarding survey templates
  • Track employee milestones automatically and roll out surveys on due date with zero to minimal manual intervention 
  • Integrate surveys with existing chat tools for reminders and sending out survey questions
  • Use NLP for decoding sentiments behind open comments to understand the reason behind each response
  • Use other employee engagement surveys to get the whole picture of new hire engagement

Related Reading

How to use employee engagement survey comments

Best employee engagement survey tools in the market today

Performance
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x
min read

How to Give Constructive Feedback? (With Examples)

When it comes to performance management for employees, you would agree that feedback plays an important role. However, only offering positive feedback and appreciating the performance of your employees is not enough. You need to give them an equal amount of constructive feedback which is specific to ensure high levels of performance. If you feel that your employees may not embrace constructive feedback, think again.

Research shows that 92% of people believe that constructive feedback is effective at improving performance.

In this article we will help you understand how you can give constructive feedback and examples you can leverage. 

What is constructive feedback?

Constructive feedback is essentially a tool that most forward looking professionals leverage to help others in their team with specific and constructive inputs on areas where one’s performance can be improved. Put simply, if you have an employee who doesn’t pay attention to detail, constructive feedback involves helping them acknowledge that this is a problem area, and more than that, enabling them with the support to overcome the same. It involves not only identifying a performance problem, but also, providing action items and ways to address the same. 

Importance of constructive feedback

Now that you have an understanding of what constructive feedback means, let’s quickly look at some of the top reasons why constructive feedback is important. Constructive feedback:

  • Improves performance: It enables your team members to understand how they can perform better with specific inputs on areas of improvement
  • Reinforces expectations: It helps your employees clearly gauge what is expected out of them in terms of performance, and sets clear deliverables and measurement parameters to avoid any surprises during performance appraisal
  • Boosts morale and confidence: It involves also appreciating employees for a job well done and illustrates how they can become a better version of themselves
  • Facilitates employee stickiness: It ensures that employees see your organization which cares about their professional growth and encourages them to stick around longer, and even act as advocates for others.

Positive feedback vs constructive feedback 

When delivering feedback, you must understand the difference between positive and constructive feedback and ensure that you use both of them where they fit the best. Here a quick distinction between positive feedback vs constructive feedback:

  • Positive feedback focuses on a job well done and highlights where an employee has excelled. Whereas, constructive feedback talks about areas of improvement and action items for desirable outcomes. 
  • While positive feedback seeks to reinforce the positive behavior, constructive feedback focuses more on facts and traits.
  • Positive feedback is a reflection of the past performance and doesn’t necessarily have a futuristic orientation, however, constructive feedback takes reference from the past to feed better performance in the future.  
  • “Your presentation during the board meeting was crisp and informative” is an example of positive feedback. Whereas, “While your presentation was informative, you can focus more on articulation to ensure that all your research is communicated in a way that everyone is able to understand. Using pointers can help here”, is an example of constructive feedback.
In a nutshell, positive feedback is a reinforcement tool, whereas constructive feedback is a mechanism to facilitate development. 

How to give constructive feedback

With an understanding of the fundamentals of constructive feedback, let’s quickly jump to the best practices which can help you deliver constructive feedback in a nuanced and effective manner. 

1. Decide when to give the constructive feedback

The first thing you need to focus on is ensuring that the timing of the constructive feedback is ideal. For instance, a busy period when the employee is putting in a lot of effort may not be ideal for giving them feedback about their performance from three months ago. At the same time, ensure that you provide constructive feedback regularly and consistently, to avoid recency or primacy bias. However, don’t offer feedback when you are angry about their performance either. 

2. Set the context and build trust

Before you get down to giving the feedback, set the tone. Share with the employee the purpose of the meeting and make them comfortable prior to sharing your reflections. It is important that you build trust so your employees can share their perspective and don’t feel intimidated by what you have to say. 

3. Share your reflections

Once the context and tone is set, start sharing your reflections. Your focus should be on sharing what you have observed about their performance. However, ensure that you also share how the same is likely to impact their career growth as well as organizational success. For instance, if you are providing constructive feedback about missing deadlines, you can use the impact of losing clients for the organization and a casual attitude marker for the employee.

4. Give specific examples

When sharing reflections, use specific examples of when you noticed a particular behavior. For instance, in the above example, you can share instances of when the employee missed his/her deadlines. Ensure that you use examples which illustrate a pattern, rather than a one off incident, which is very uncommon. Furthermore, always use concrete examples and not interpretation of what you hear or see.   

5. Balance positive and negative

With constructive feedback, your focus should be on helping the employee improve their performance and work on their areas of development.

However, simply pointing out their weaknesses or negatives in their performance will not help. You need to also talk about some of the positive aspects of their performance and how those qualities can help them absorb and implement their constructive feedback. 

6. Be empathetic

Emotional intelligence is extremely important when delivering constructive feedback. You cannot be apathetic towards your employee when delivering the same. Put yourself in their shoes to choose your phrases carefully. We will share some examples in the next section. Also, use your EQ to read the situation when you are delivering the feedback. If you see that the employee is getting uncomfortable, take a pause and comfort them first. Read their gestures and body language to ensure that the employee is not feeling attacked. 

7. Don’t make it personal

Like it or not, constructive feedback involves pointing out one’s weaknesses and areas of improvement. However, you should refrain from equating the performance of the employee with his/her personality or whole self. For instance, if someone misses deadlines, encourage them to be more organized or prioritize important work, than labeling them as a procrastinator. 

8. Encourage response from the other side

While you are delivering the constructive feedback, you have to make sure it is a dialogue.

The idea is to give the other person enough room to share their side of the story.

Try to understand whether or not they agree with your feedback and how they perceive the same. They may share the lack of support or resources, which have resulted in a weak performance. Be open to some reverse feedback as well. Again, your EQ must be at play here. If your employee has an outburst, or reacts negatively, you need to stay composed and calm them down. 

9. Discuss potential solutions

Once you and your employee are aligned on the areas of improvement, the most important part of constructive feedback is to provide adequate solutions to address the performance challenges. Don’t give abstract or vague solutions like be punctual if the employee misses deadlines. Rather, give very specific and action oriented solutions which are directed towards a particular outcome. The idea is to collectively understand the cause of the weak area of performance and use concrete solutions to remedy the same. 

10. Create a time bound action plan

Now that you have shared some potential solutions, you must revise the top action items with your employee to avoid any confusion. At the same time, you should focus on creating a time bound plan with key milestones to ensure that development is taking place. Summarize what was discussed and how you will proceed from there. Best is to set up a date to review the progress to ensure constructive feedback is paid heed to. 

Read our article on Start Stop Continue Feedback to give action oriented feedback

20 Constructive feedback examples 

Here are top 20 constructive feedback examples that you can use during your next conversation. To make your constructive feedback more effective, we have also illustrated examples of what you should steer away from.

1. Communication skills

Example of how to give constructive feedback

I would really like to know how you have progressed on the tasks assigned to you last month. It would be ideal if you could share a progress update on what has been achieved with a small summary of challenges/ support needed at the end of every week to ensure everyone is on the same page.

Example of how not to give constructive feedback

You have not kept your team updated about your work, this is highly unprofessional.

2. Attention to detail

Example of how to give constructive feedback

I was going through the work you submitted last week and I can see you have put in a lot of effort. However, I could see that there were some small errors and inaccuracies in the report across multiple sections. I believe that if you proofread your work thoroughly before turning it in, it will reduce the number of iterations and improve your quality of work. 

Example of how not to give constructive feedback

You seem completely distracted as you have been submitting flawed and below average work, this will not be tolerated. 

3. Time management

Example of how to give constructive feedback

I understand that you are working on multiple projects, however, you need to ensure that the most important projects are not overlooked and their timelines are not missed. Therefore, I would suggest you create a list of tasks you are working on and check with the respective reporting managers on the priority and set clear expectations to ensure that no deadlines are missed. 

Example of how not to give constructive feedback

You have missed your deadline again, it seems like you are not serious about you work. 

4. Goal achievement

Example of how to give constructive feedback

I see that you have been able to achieve only a part of the goals that you set out for this year. Maybe you were trying to spread yourself too thin. I would suggest you reduce the number of projects you are working on and ensure that the goals you set you are able to achieve. Furthermore, you must be vocal about the support or resources you need to achieve your goals. 

Example of how not to give constructive feedback

Are you even serious about your work, your level of goal achievement indicates otherwise. 

5. Absenteeism

Example of how to give constructive feedback

I see that you have been taking some time off lately, without any prior intimation. Let’s try to understand if there is a particular reason for the same. We can work on your schedule to make it more flexible. 

Example of how not to give constructive feedback

You have been missing all meetings lately, this tardiness is not appreciated. 

6. Problem solving

Example of how to give constructive feedback

I see that you are excellent at execution of ideas. However, I believe that you need to focus more on coming up with solutions on your own. I would suggest participating more in the brainstorming sessions and coming up with solutions. Try to think on your own, before you reach out to others with the problem.

Example of how not to give constructive feedback

You lack any problem solving capabilities, and will be stuck to execution for the rest of your career.

Wrapping up

Constructive feedback is integral to organizational success. Here are a few things to keep in mind:

  • Always use facts and examples to deliver constructive feedback
  • Don’t forget to differentiate between positive and constructive feedback
  • Make sure you have practical tips or suggestions 
  • Leverage specific constructive feedback examples for specific performance problems, instead of being vague

Related Reading

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150 performance review phrases

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How to Use Performance Management Cycle for High Performance Teams

While performance management has been a key priority for organizations, for a long time, year end reviews were considered to be the most effective way to facilitate the same. However, recently organizations are observing a shift towards continuous performance management with an introduction of the performance management cycle. This article will focus on different aspects of the performance management cycle and how it enables unlocking the potential of high performance teams. 

What is a performance management cycle?

Before going into the diverse aspects, you should first understand what a performance management cycle essentially is. If you have an idea of what continuous performance management is, you’re already a step ahead in the understanding. Performance management cycle primarily is a way or a model in which you evaluate or focus on the performance of your employees throughout the year. The idea is to break down the different elements of employee performance into different stages and focus on them consistently. It starts with setting goals and ends with rewards for a job well done, which leads to setting of new goals and the performance management cycle resets.  

Understanding 4 stages of the performance management cycle

While you may want to divide your performance management cycle into any number of stages, mostly there are four stages. 

Planning

The first stage, at the very beginning of the performance management cycle, focuses on creating a plan for the performance ahead. The idea is to have a clear understanding on what your employee must achieve and how you will eventually review and evaluate them. During the planning stage, you and your team member, collectively should:

  • Set SMART goals of OKRs based on the performance expectations
  • Have clear KPIs or metrics which you will use for performance appraisal
  • Clarify how individual goals or OKRs contribute to organizational vision

Thus, the planning stage of the performance management cycle sets the tone for the year ahead and ensures there is clarity at all levels. 

Monitoring

Once the goals have been set in the planning stage, you enter the monitoring stage of the performance management cycle. This stage essentially focuses on ensuring that things are moving as planned. The idea is to ascertain that your team members are more or less on track for specific milestones outlined as a part of goal setting. Additionally, this stage will help you address any performance challenges that you may observe, sooner than later. Monitoring stage includes:

  • Regular one-on-one meetings to review performance so far
  • Providing feedback to your team members on what you think has been going well and what needs to improve
  • Relooking at goals in case they are behind or ahead of schedule in terms of achievement
  • Understanding the kind of extra support or resources your team members might need to improve their performance
  • Having candid conversations with your employees on wellbeing, professional development objectives, and other factors which may impact performance, morale and engagement 

The monitoring stage essentially focuses on tracking the performance of your employees against the set goals to provide constructive feedback and help them perform better. 

Reviewing

The third stage of the performance management cycle comes into existence towards the end. It involves reviewing the performance and providing ratings based on the established KPIs and metrics. While this is the formal review process, if you have been constantly monitoring the performance of your employees, this will essentially be a consolidation of all the reviews and feedback shared overtime. While delivering performance reviews, ensure that you:

  • Shed any performance review biases that might come your way, including primacy effect, recency bias, halo/horns effect, etc. 
  • Give your employees concrete examples and facts to support your review, rather than being vague and ambiguous
  • Should try to get 360 degree feedback and review for your team members
  • Answer some of the following questions to create an informed review:
  1. Did the employee achieve the goals set out?
  2. What were the key enablers in their achievement?
  3. Did you observe growth in the employee during the performance management cycle?
  4. Did the employee share any concerns, and were they addressed?

Since you have been connecting regularly with your employees, the reviews will not come as a surprise to them, but will help you monitor the trends of their performance and guide the next stage for the employee’s professional growth. 

Rewarding

Finally, the rewarding stage in the performance management cycle acts as a culmination to one cycle and sets stage for the commencement of the next. The objective is to take into account their performance over the performance management cycle and create a culture of rewards and recognition to celebrate and appreciate high performance. Some of the quick ways to reward your employees include, giving them:

  • Healthy increments and promotions
  • Public appreciation through social media, company intranet
  • Bonuses and other incentives
  • Rewards like vouchers, gifts, etc. 

This stage is important to make your employees feel valued and motivate them to keep the performance going. It will also push average performers to step up their efforts and enable you to create a high performance culture. 

Why is a performance management cycle important?

Now that you understand the various stages of a performance management cycle, let’s quickly look at why the performance management cycle is important for your organization. It will help you:

  • Clearly define goals and expectations from your employees to drive directed performance.
  • Keep your employees engaged. When you constantly connect with your employees for 1-o-1 meetings and consistently take interest in their performance improvement, they are likely to feel engaged, satisfied and motivated.
  • Address performance challenges preemptively and provide your employees with corrective actions, resources and support to bridge performance issues.
  • Retain talent as employees who feel that their performance is being valued and receive regular feedback tend to stay longer at an organization. 

Top 4 ways in which performance management cycle leads to high performance

In addition to the above mentioned benefits, a performance management cycle can help you build a high performance culture in a number of ways. Some of the top aspects include:

Clarifies KPIs and metrics

What constitutes high performance can be abstract. For some, closing 5 deals can be high performance, for others, it might be closing 15. Planning stage in the performance management lifecycle will help your employees understand what constitutes high performance and thus, proceed towards it. 

Boosts recognition

A key part of the performance management cycle is the rewards and recognition. When employees feel their performance is being valued and recognized, they tend to double up their efforts, leading to a high performance team.

Facilitates communication and feedback

Monitoring and tracking followed by 1-o-1 conversations can help you communicate with your employees regularly. Not only will you track their performance, but will also listen to their concerns or challenges and offer them feedback. Such conversations and feedback have a positive impact on performance, leading to a high performance culture. 

Ensures appropriate training

One of the foundations of high performance is enabling your team members to undergo the right training. Performance management cycle can help you understand which training is important for your employees at which performance stage, realizing high quality results. 

Top tips for managers for effective performance management cycle

As a manager, there are several ways in which you can unlock the true potential of a performance management cycle. You are one of the key stakeholders who plays an important role in every stage of the cycle. Here are a few tips that can help you augment the effectiveness of the performance management cycle:

  • Invite employee participation and make the OKR setting process collaborative and action oriented
  • Provide constructive feedback to your employees, instead of being too sweet or too negative
  • Help your employees access the right resources and training they need to meet their goals
  • Give your employees a safe space to share their concerns and challenges
  • Don’t micromanage your employees in the name of monitoring
  • Be open about relooking at the goals in case of a misalignment as you move along the performance management cycle

Benefits of using a performance management tool

A performance management tool can significantly help you streamline your performance management cycle by offering the following benefits. 

Performance snapshots

Get automated performance snapshots of your employee’s performance over the 9 box grid to track performance trends over time and provide reviews without recency bias.

1:1 conversations

Leverage guided templates with AI based suggestions for your 1:1 conversations with employees during the monitoring stage based on performance over time. Receive suggested talking points for goal-centered conversations.

Compare performance

Look at historic feedback to see improvement in performance and compare performance over time. You can also compare performance of peers over specific parameters. 

Related Reading

How to create a high performance culture using OKRs

7 steps to effective performance management system

12 common performance review biases to avoid

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