As noted in our previous post, an effective performance management regimen is a necessity for any organization hoping to build and sustain a high-performance culture of continuous improvement.
That post also noted that an effective process for giving feedback is a critically-important part of performance management. However, the post went on to share the results of research by Gallup indicating that only 26% of U.S. workers surveyed strongly agreed that the feedback they receive as part of their organizations’ performance management effort actually helps them to improve their work or behavior.
Fortunately, a simple four-step formula for effectively giving feedback or for sharing difficult messages in a “brain-friendly” way (so the receiver recognizes important feedback is about to be shared) was recently shared during a TED talk by Cognitive Psychologist LeeAnn Renniger.
These steps are:
Micro yes. Begin the interaction by asking a short, but important, closed-ended question to gain initial acceptance or buy-in and to give the other person a sense of autonomy (they can, after all, answer either yes or no). The objective is to get them to say, “yes.”
For example, you might ask, “Do you have five minutes to talk about yesterday’s meeting?”
Data point. To help others avoid confusion and to make sure your message is clear, make a concise and specific statement about the action or behavior you want to address. By avoiding ambiguous or “blur” words, you will enable the other person to more clearly understand the issue at hand.
For example, “During yesterday’s meeting you agreed to send a follow-up email with instructions by 11am this morning. It’s now after 3pm and I still don’t have it.”
The data point need not only refer to a negative situation. For example, “During yesterday’s meeting you shared a great example of how the order processing works best!”
Impact statement. Explain how the action or behavior impacted you.
For example, “The story really made it easier for me to understand how the process should work, and will make it easier for me to do my part going forward.”
Question. Wrap-up with another question (open-ended this time) that is geared toward confirming understanding and gaining commitment.
For example, “How do you see it?” Or “What do you think?”
While simple in structure, Renniger explained this approach is a scientifically proven method for gaining the attention of others and for giving feedback in a meaningful way.
Possibly most important, having a set of guidelines can make it easier for the feedback giver to approach potentially awkward interactions with greater levels of confidence, and to execute more effectively.