I find it difficult or uncomfortable to communicate performance issues and problems to an employee without being critical or negative. How can I provide more positive and constructive feedback to an employee?

PUBLISHER: ABSOLUTE HR SOLUTIONS

One of the most crucial ways to motivate an employee to perform better and smarter is to avoid critical and negative feedback whenever possible. In rare cases, it may be nearly impossible to not apply a critical and negative connotation to feedback you provide to an employee, in which case you should apply the 10:1 rule – for every one situation where you are forced to provide negative feedback, attempt to balance this with at least ten situations where you are able to provide positive feedback or recognition.

Regardless of the situation, here are four common strategies for providing constructive feedback:

• Remain objective by addressing only the situation, issue or behavior, not the person, their personality or other characteristics relating to the individual. Take the time to step back an analyze the situation, identify the behavior behind the problem, and then remain objective and focus on the situation and behavior. Never immediately react to a situation, it is far too easy to become emotional and turn a bad situation worse.
• Always provide the employee the opportunity to give their view of the situation, and where appropriate, involve them in arriving at the solution. Asking one or more questions that lead the employee to an acceptable solution and conclusion is an excellent way to resolve what might otherwise be a difficult or awkward situation. Practice this technique at first with less complex issues and problems, and focus on the use of open-ended questions rather than accusatory questions that lay blame or otherwise undermine the employee’s ability to respond and contribute to resolving the situation.
• Ensure that both the employee and yourself clearly understand the situation, and complete the resolution by communicating future expectations. If appropriate, be clear about the potential ramifications if the situation recurs, and discuss options to reduce or eliminate the likelihood of recurrence.
• Documentation is a critical component of every aspect of operating a business or organization, and readily applies to dealing with personnel issues as well. Document all conversations with the employee, along with their responses, agreed upon solutions and any related follow up. This provides a structured and consistent information source should the same or similar situation arise in the future, and in the event that more drastic action is required such as termination, demonstrates that the employer made a reasonable effort to resolve the situation.