Giving and Receiving Feedback
This workshop offered as part of our Future of Work learning program provides a framework for leaders to give and receive feedback. It includes EDI considerations and adjustments for leaders to consider during the exchange of feedback in a hybrid environment.
Giving and receiving feedback allow for personal and professional growth, increased productivity and contribute to the overall success of a team. This workshop provides leaders with strategies to foster a feedback culture through a lens of diversity, inclusion and the unique dynamics of a hybrid environment.
Giving feedback
SBI model for giving feedback
Situation
Describe the specific situation in which the behaviour occurred. Set the context.
Behaviour
Describe the actual, observable behaviour being discussed. Keep to the facts. Don’t insert opinions or judgments. You may ask if your observations are correct here. Verify the facts.
Impact
Describe the results of the behaviour. If the effect was positive, words like “happy” or “proud” help underscore the success of the behaviour.
Example: “In this morning's meeting, I noticed you responded to every point I was making, including when I asked for other thoughts from the group. I noticed the rest of the team stopped sharing their thoughts after your third response.”
Tips for giving feedback in a hybrid environment
- Ask first. Avoid surprise meetings.
- Allow adequate time and space for the feedback conversation without being rushed.
- Outline meeting expectations and format.
- Either/both remote: Clarify which platform will be used e.g. Google Meet, phone.
- Both on campus: Include the location in the invite, allow for a 10 minute buffer.
- Optimize engagement.
- Either/both remote: Advise you would like this to be a camera-on meeting.
- Both on campus: Maintain eye contact as appropriate, reduce distractions and be present.
- Use visuals, supporting materials or a shared document to co-create.
EDI considerations when using SBI
Acknowledge any power dynamics |
“I’d like to hear your experience of the situation (and how we can move forward.)” |
|---|---|
Check your bias |
“Please share your perspective on the situation and what I may need to consider as a leader of this team.” |
Consider the context and situation |
“Is there additional information that is important for me to know?” |
Show appreciation |
“I appreciate our relationship and any ideas on how I can better give you this type of feedback in the future.” |
Build trust |
Be specific, be consistent and be sure to follow-up. |
Best practices for giving feedback
- Prepare: Consider the expectation that you have (or have not) set vs. what is being observed.
- Use the SBI model: Use facts based on the situation, behaviour and impact.
- Be direct: SBI allows us to be direct, clear and concise when delivering feedback.
- Avoid procrastination: Timely feedback is most useful as soon as possible after the event.
- Ask powerful, open-ended questions to get the receiver’s perspective.
- Listen actively: Create a space for the other person to share their thoughts.
- Gain commitment on a plan: Agree on next steps.
Receiving feedback
SBI model when receiving feedback
Situation
Acknowledge the specific situation in which the behaviour occurred.
Behaviour
Acknowledge the identified behaviour. Verify any facts that were raised or omitted.
Impact
Acknowledge the identified impact. Thank the feedback giver for increasing your awareness about your potential impact, regardless of intent.
Example: “Yes, I do recall the meeting this morning. I think you may have a point, sometimes I think I have a lot to offer, and don’t realize I am dominating the discussion. It makes sense that some people started to pull back, I will have to be more aware of that in the future. Thank you for letting me know.”
Tips for receiving feedback in a hybrid environment
- Be present: Turn off or remove distractions and take the opportunity to listen.
- Focus on the conversation versus note-taking: Ask questions and seek clarification.
- Turn off your inner critic by approaching every conversation with the intent to learn.
- Focus on relationship building as a key next step: The intent of feedback is to meet expectations and help keep us on track.
Best practices for receiving feedback
- Be open-minded about what you are hearing.
- Listen to the feedback given without interruption.
- Accept the feedback without judgement and use open-ended questions to find out more.
- Use the SBI structure to demonstrate you heard the message.
- Ask questions or for specific examples to help seek clarity.
- Keep the feedback in perspective. It is only one touchpoint.
- Reflection is meant to help us find the way forward. Reflect and decide what to do next.
- Find the 2% truth in the feedback, as it is usually in there somewhere.
- Say thank you. Remember, feedback usually comes from good intentions.