Role Title: Giving & Receiving Workplace Feedback for Team Members
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Date published: 16 November 2024
Giving and receiving feedback is a part of everyday life at work. But let’s be honest—sometimes it can feel intimidating, especially if you’re not a manager or leader. How do you make sure you’re saying the right things, being heard, and contributing positively to the team? As a team member, knowing how to give helpful feedback to peers (or even your boss!) and receiving feedback gracefully is essential for personal growth and for creating a supportive, collaborative work culture.
In this article, we’ll go through some practical “do’s” and “don’ts” to help you get comfortable with workplace feedback. Whether you’re sharing suggestions, looking to improve yourself, or simply trying to build better connections, these tips will help you make feedback a positive part of your work life.
Why Regular Feedback Matters for Team Growth
In any team, giving and receiving feedback is like fuel—it keeps everyone aligned and moving in the same direction. Imagine working on a project for months without any insight on how it’s going or where it might need improvement. That’s where regular feedback comes in. By having these little check-ins and adjustments along the way, we can keep our work aligned with team goals and avoid surprises down the line.
Frequent feedback also makes team members feel valued, recognised, and involved in their work. When feedback isn’t only coming from the boss but also from our peers, it starts to feel like a conversation rather than an evaluation. As team members, we have a role to play in creating a feedback-friendly environment. Let’s look at some ways we can make feedback more effective and comfortable for everyone.
Do: Offer Specific Examples
When giving feedback to a peer, it can be easy to default to general comments like, “I liked it” or “It could use some work.” But these phrases don’t give much direction. Specific examples make your feedback clear and actionable, showing exactly what you’re talking about and why it matters.
Example: Instead of saying, “Your presentation didn’t flow well,” try something more specific like, “I thought the introduction and main points were strong, but it might be helpful to add transitions between sections to make it feel more cohesive.”
This approach shows that you paid attention and are invested in their success. And if you’re on the receiving end, specific feedback helps you understand precisely what you can do better.
Don’t: Make It Personal
Feedback should focus on the work, not the person. It’s easy to feel defensive when feedback feels like it’s about who you are rather than what you’ve done. Avoid making personal comments or assumptions, and if you’re receiving feedback that feels personal, it’s okay to ask for clarification.
For example, instead of saying, “You always seem distracted,” try, “I noticed that during team meetings, you’re sometimes multitasking. It might be helpful to focus solely on the discussion to make the most of everyone’s time.”
If you’re on the receiving end of feedback, remember that most people aren’t trying to make it personal, even if it feels that way. Asking questions can help clarify their intentions.
Do: Encourage Open Dialogue
Feedback doesn’t have to be a one-way street. Sometimes, just asking for someone’s thoughts on a project or decision can create an opportunity for feedback without the pressure. By keeping feedback conversational, you make it easier to both give and receive it.
After giving feedback, try asking, “What are your thoughts on that?” or “Is there anything you’d like to add?” This helps make feedback feel like a team effort, and if you’re on the receiving end, it allows you to share your perspective or ask questions.
Don’t: Rely Only on Annual Reviews
Waiting for a formal review to bring up feedback can be a missed opportunity. Feedback is much more useful when it’s given in real-time or shortly after an event. Don’t wait until the yearly review to give or ask for input—regular feedback keeps everyone aligned and makes it easier to adjust as you go.
For example, if a colleague delivered an excellent presentation, let them know as soon as possible. “Hey, I really liked how you presented that data today. It made everything easy to understand.” This real-time feedback reinforces their good work right away. If you’re waiting on feedback, don’t hesitate to ask for it; often, people are willing to share insights but may not think to do so until asked.
Do: Focus on Future Improvement
The best feedback doesn’t dwell on what went wrong; it’s forward-looking, offering tips for the next time. Think about feedback as a chance to help each other grow rather than just pointing out mistakes.
Example: If a colleague struggled to meet a project deadline, rather than saying, “You missed the deadline,” try, “For future projects, it might be helpful to create smaller milestones. That way, you can see your progress and adjust as needed.”
If you’re receiving feedback, try to view it as a chance to improve. Ask follow-up questions like, “What could I do differently next time?” to get actionable advice.
Don’t: Sugarcoat Honest Feedback
While it can feel easier to soften feedback to avoid hurting someone’s feelings, sugarcoating can sometimes make it harder for people to understand what needs to change. Be kind but clear, and try to strike a balance between honesty and empathy.
For example, instead of saying, “That project was great, but maybe there’s a tiny thing to tweak,” try, “I really liked how you handled the main parts of the project, but it might benefit from a little more attention to detail. That would take it to the next level!”
If you’re on the receiving end, remember that clear feedback, even if it’s tough to hear, is often the most helpful.
Do: Recognise Achievements Publicly
Feedback isn’t just about improvement—it’s also about celebrating the wins! Recognizing someone’s hard work in front of others can be incredibly motivating and reinforce positive behaviors.
If your teammate did a fantastic job, don’t keep it to yourself. Mention it in a team meeting or post a shout-out on a work platform. For instance, you might say, “I just want to give a shout-out to Aditya for taking the lead on that client call. It went really well, and I think it reflects the hard work they put in.”
If someone recognises your efforts, acknowledge it and let it inspire you to keep up the great work.
Don’t: Ignore Positive Reinforcement
If feedback is only ever about what’s wrong, it can feel discouraging. Positive reinforcement is a powerful motivator and helps to balance out constructive criticism. If you see something you appreciate, say it! A quick, positive comment can go a long way.
For example, if a teammate handled a difficult situation well, you might say, “I really admired how you handled that challenging client conversation. It showed a lot of patience and professionalism.”
Similarly, if you receive positive feedback, take a moment to appreciate it. It’s a great reminder that your work is valued, and it can help you feel more receptive to future feedback.
Building a Continuous Feedback Culture as a Team Member
Creating a culture where giving and receiving feedback is open and continuous takes more than just waiting for it to come from the top. We, as team members, play a key role in making feedback a regular part of our work life. Here are some ways you can help build a feedback-friendly culture:
- Ask for Feedback Regularly: Don’t wait for someone to give feedback—ask for it. Simple questions like, “How could I improve?” can open the door to valuable insights.
- Share Constructive Feedback with Peers: Feedback isn’t just for managers. By giving feedback to peers, you create a supportive environment that promotes growth.
- Express Appreciation: Celebrate others’ wins! When people feel valued, they’re more likely to be open to feedback.
- Give Yourself Permission to Be Honest: If something could be improved, don’t hold back. Tactful, honest feedback helps everyone improve.
- Encourage Team Discussions About Feedback: When feedback comes up in meetings, participate and add value. It shows that you’re invested in the team’s growth.
- Focus on Growth, Not Perfection: No one’s perfect. Approach feedback with a growth mindset, and remember it’s about progress.
- Create a Positive Environment for Receiving Feedback: Be open and approachable when someone gives you feedback, and don’t take it personally.
- Use Feedback to Shape Your Career: Think about how feedback can help you grow in your role and meet your career goals.
- Be Patient and Consistent: Creating a feedback-friendly culture takes time, so be consistent with your efforts and stay patient.
- Lead by Example, Even as a Team Member: When you embrace feedback openly, others will feel encouraged to do the same.
