Giving negative feedback in a constructive way is essential for keeping employees motivated and fostering their development. Ryne Sherman offers some key techniques developed by Hogan Assessments for approaching these conversations with empathy, clarity and benevolence, while preserving the trust and commitment of your teams
Giving negative feedback to an employee is a delicate but crucial exercise.
How can a manager navigate these sensitive moments with empathy, clarity and benevolence, while preserving team motivation and trust?
As annual appraisals approach, many managers find themselves faced with this situation.
WHY DIFFICULT CONVERSATIONS ARE ESSENTIAL
We’ve all experienced it at one time or another: that moment when we receive a hard-to-hear comment about our work from our manager.
It can happen even if we’ve put all our good will into carrying out our missions.
Yet these exchanges are crucial, not only for our personal development, but also for the health of the team.
- Active listening: really understanding, not just hearing Receiving criticism about your work is never pleasant.
The manager needs to be aware that the conversation can quickly escalate, especially if the employee doesn’t feel listened to.
That’s why the first essential skill a manager needs to develop is active listening.
It’s not just about hearing the words, but understanding the intentions and underlying emotions of the person in front of you.
This shows the other person that he or she is taking part in a genuine exchange, that he or she is respected and truly taken into account.
The most effective managers in this type of conversation are not those who talk the most, but those who listen the best.
When employees feel they are truly considered, they are far more likely to receive constructive criticism without becoming defensive.
- Dealing with resistance: staying calm and objective
One of the biggest difficulties we face when we receive negative feedback is the natural resistance that makes us defensive.
This phenomenon is human and an integral part of the conversation.
It is essential the manager accepts this resistance without judgement, and remains calm.
By focusing on factual and constructive elements, he or she can prevent the discussion from veering to other topics.
Managers who approach resistance with curiosity and compassion achieve far better results.
Rather than responding defensively, a curious manager seeks to understand why the employee is reacting negatively, paving the way for a more constructive conversation.
The environment in which the interview takes place is also crucial.
It needs to be pleasant and free of distractions, so that the employee feels safe and can participate in a clear and direct conversation.
- Giving meaning to feedback: building for the future
After expressing negative feedback, it’s crucial to define a constructive action plan for the future.
It’s not enough to simply point out what’s wrong; you also need to help the employee understand how he or she can improve.
A good manager must ensure that the employee knows exactly what he or she needs to do to progress, while anticipating potential obstacles and setting clear milestones.
Once the problem has been identified, the conclusion of the discussion should focus on the future, giving the employee a clear vision of what needs to be done to succeed.
This enables feedback to be seen as a genuine lever for development, rather than a mere criticism.
Regular support and constant follow-up are also essential if this process is to be truly effective.
Ryne Sherman is chief science officer at Hogan Assessment Systems, a US company that provides science-based aptitude tests to screen potential and existing employees, and co-host of The Science of Personality Podcast.
Photo: Ryne Sherman
