The importance of giving and receiving feedback on the job

Giving well prepared feedback has a positive effect on employees’ satisfaction and performance. How do you give feedback in a respectful and honest way?

Some companies have long since established a feedback culture that works smoothly and well. In others, employees wait in vain for anyone to say anything about their work. Yet studies show that feedback, if used sensibly, can both motivate staff and improve performance. Not only that, it can also boost employee satisfaction. Clearly, there are plenty of reasons to attach commensurate importance to this topic.

“No news is good news” is an old saying that still seems to accurately describe the communication policy applied in many workplaces. If the management have nothing to criticize, one simply has to assume that they are happy with the work done. While this approach may seem efficient and time-saving at first glance, it does not pay off in the long term. Why? Because many employees find it frustrating and demotivating if they never learn what their bosses and colleagues really think about their work. A study by personnel consultancy Rochus Mummert, for example, finds that continuous feedback has a direct impact on perceived respect within the company. Similarly, a Yale University study shows that recognition significantly improves employees’ motivation and productivity. 

A few words hastily exchanged in the corridor are not usually very helpful. Respectful feedback needs time, space and the attention of everyone concerned. It should also be properly prepared: Constructive feedback is about more than just a quick word of praise or spontaneous criticism not backed by adequate reasoning. Instead, it is important to cultivate a dialogue between equals, where possible differences between self-perception and outside perception can be talked through. Only then do employees ultimately have a chance to question and consider their own performance and think about what they might do better in the future. 

Everyone naturally wants to receive as much recognition as possible for what they do. Be that as it may, we also need to be aware that honest and clearly formulated feedback is in our own best interests. Honest feedback gives us a valuable opportunity to learn and develop. To prepare for a feedback meeting, it makes sense to think and reflect on your own work, on the topics you want to address and why you want to address them. It is also useful to prepare solid arguments for the key points, as well as explanations for putative criticisms that could be leveled against you. If you know exactly where you stand with your performance, your goals and your desire to improve, you are in a good place. 

If criticism and negative feedback is aired, it can elicit a variety of reactions – from acceptance to rejection to anger. In this situation, it is helpful to take your interlocutor’s observations for what they are: personal perceptions. The important thing is not to switch off inside and dispute any unpleasant feedback on principle. Why? Because this comes across as a lack of control and can, in the worst case, be seen as a refusal to accept advice. Rather, you should listen attentively and accept criticism openly, provided it is justified. If you genuinely see things differently and have good arguments to back up your point of view, then express them by all means. Conversely, if your superiors or colleagues ask for feedback, it is again useful to create an appropriate setting for the conversation – and to think in advance about what feedback you want to give and the reasons why. Plausible feedback should always be expressed calmly and objectively. It should be as specific as possible and avoid generalizations.