Building Effective Employee Feedback Sessions
Posted by Jim McGinty on Tue, Mar 16, 2010 @ 09:53 AM
Employee feedback surveys often identify the need for more one-on-one time between employees and their managers. An easy way to fulfill this is to hold regular one-on-one feedback meetings. This simple idea gets overlooked or bumped by supposedly more important priorities. Yet making time for one-on-ones can eliminate communication problems, boost morale and productivity, and guarantee higher scores on your next employee feedback survey.
Here are a few reasons why this tool is so important:
- Regular feedback and coaching will make your job as a supervisor/manager easier when employees build their skills and independence
- Feedback and coaching also increases productivity, the quality of work and the effectiveness of the work group
- Employees' motivation and initiative is increased with effective feedback and coaching
- Creativity and innovation in problem solving increases with effective feedback and coaching
Now for a few tips for providing effective ongoing feedback and coaching sessions.
Planning - Schedule one-on-one meetings at mutually agreed regular times and frequencies
Timing Is Important - Make sure you are giving the feedback when it is needed. Giving feedback too long after there is need will dilute the feedback.
Privacy - Keep this meeting as a private, one-on-one opportunity between yourself and your employee. By keeping it this way, you demonstrate respect and the importance of this time together.
Set Clear Expectations - For a more effective session together, define and agree upon each other's roles for these sessions. Knowing what to expect from each other helps build trust.
Plan The Content - Both the manager and subordinate should prepare agenda items to be discussed. That way, there are no surprises and each of you can be better prepared.
Make It Two-Way Session - Remember that the focus for these one-on-one meetings is to improve both individuals' performance, the manager and employee. It shouldn't just be the manager directing comments, so be willing to receive valuable feedback, too.
Block Out Adequate Time - Provide sufficient time for these meetings and feel out what is best for both of you. Allow at least one hour in the beginning and be flexible to situational needs.
Keep It Simple - Focus on making improvements at work with your specific job tasks and on better interpersonal relationships skills. Provide feedback on the progress being made each time you meet.
Follow Up Is Critical - A key agenda item should be following up on previous meetings' action items.
Positive Motivation - While constructive feedback and concerns may be necessary, make sure to section some time to give praise and acknowledgement within the meeting.
Ask For Feedback - Encourage the other person to give you feedback on your feedback. This may clear up any misunderstandings. Also, it shows that you value the other person's opinion.
Setting The Stage - At the end of each meeting, review the generated action items established in the session for each person's benefit before leaving the office. Let them know that you appreciate the efforts they are making.
Managing employee performance every day is the key to an effective performance management system. Setting goals, making sure your expectations are clear, and providing frequent feedback help people perform most effectively. While it may seem like an added responsibility to managers already "full plate," the payoff is well worth it.