DREIESKIVA​|Roald Kvam

Providing feedback in the workplace is one of the most powerful tools for fostering growth, improving performance, and strengthening relationships. However, feedback can be counterproductive if not delivered effectively. Employees may feel demotivated, misunderstood, or even resentful when feedback is poorly communicated. On the other hand, well-crafted feedback can inspire positive change, increase engagement, and build trust.

Below are practical strategies for providing effective feedback in the workplace that ensure it is both constructive and empowering.

1. Ask for Permission First

Before offering feedback, it’s important to ensure the recipient is open and prepared to receive it. Asking for permission demonstrates respect for their feelings and mental state, creating a foundation of trust. Feedback delivered without consent may feel intrusive or unwelcome, particularly in sensitive situations.

Use polite and open-ended questions such as:

• “Would you be open to some feedback on how the meeting went?”
• “I have some thoughts on the project. Is now a good time to share them?”

Respect their response if they prefer to wait for a later time.

It ensures the recipient is mentally prepared for the conversation.

It creates a more receptive environment, increasing the likelihood of constructive engagement.

By asking for permission first, you set the tone for a respectful and collaborative dialogue.

2. Make Use of the SBI Method

The SBI method (Situation, Behavior, Impact) is a structured framework for delivering feedback that ensures clarity and objectivity. By focusing on observable behaviors and their consequences, this approach avoids vague or subjective criticism.

How the SBI Method Works:

1. Situation: Describe the specific context or event where the behavior occurred.
2. Behavior: Explain the specific behavior you observed.
3. Impact: Highlight the effect of that behavior on others, the team, or the project.

Example:

• «During the team meeting yesterday (situation), when you interrupted Jane while she was speaking (behavior), it came across as dismissive and prevented her from sharing her ideas (impact).»

It removes personal judgment by focusing on facts and observations.

It helps the recipient understand how their actions affect others, enabling them to make targeted adjustments.

Using the SBI method ensures feedback is constructive, actionable, and free from unnecessary emotional weight.

3. Focus on Specific Behaviors

Feedback should center on specific actions or behaviors, rather than personal attributes. Critiquing someone’s personality can feel like an attack, while focusing on actions encourages a sense of agency and improvement.

How to Focus on Behaviors:

• Avoid generalized statements like, “You’re always late.”
• Instead, describe specific instances: “During yesterday’s meeting, I noticed you arrived 15 minutes late, which delayed the discussion.”
• Provide actionable suggestions for improvement: “In the future, it would be helpful if you could inform us in advance if you expect to be late.”

It helps the recipient separate their identity from their actions, reducing defensiveness.

It provides clear guidance on what to change.

By zeroing in on specific behaviors, feedback becomes constructive and focused on solutions rather than blame.

4. Use a Feedback Sandwich

The feedback sandwich is a popular technique for balancing positive reinforcement with constructive criticism. By framing feedback with praise on both sides, it creates a more palatable and motivating experience for the recipient.

How to Use a Feedback Sandwich:

1. Start with a Positive: Begin by highlighting something the recipient did well.
2. Add Constructive Feedback: Address the area that needs improvement.
3. End with Positive Reinforcement: Conclude with encouragement or another compliment.

Example:

• “Your presentation during yesterday’s meeting was very well prepared and delivered with confidence (positive). However, I noticed that you went over the allotted time, which caused us to rush through some important points (constructive). Overall, I think you did a great job, and with some adjustments to timing, you could make an even bigger impact in future presentations (positive again).”

It softens the impact of critical feedback, making it easier for the recipient to accept.

It reinforces positive behaviors, encouraging continued growth.

The feedback sandwich is an effective way to balance critique with motivation, ensuring the recipient feels supported and valued.

5. Be Timely

Timing is critical when delivering feedback. Feedback that is delayed or given long after the behavior occurred can lose its relevance and impact. Prompt feedback ensures that the context is fresh in the recipient’s mind, making it easier for them to connect the feedback to their actions.

How to Ensure Timely Feedback:

• Provide feedback as soon as possible after the behavior or event.
• Avoid waiting until formal reviews to address issues or successes.
• Schedule regular check-ins to create opportunities for ongoing feedback.

Example:

• Instead of waiting until the end of the quarter to address a missed deadline, say: “I wanted to give you some quick feedback about last week’s project deadline.”

It reinforces learning by associating feedback with specific actions.

It allows the recipient to make immediate adjustments.

Timely feedback demonstrates attentiveness and fosters a culture of continuous improvement.

6. Show That You Really Care

Feedback is most effective when it is delivered with genuine care and a focus on the recipient’s growth and well-being. Showing empathy and understanding builds trust and ensures that the recipient feels supported rather than judged.

How to Show Care:

• Acknowledge the recipient’s efforts and challenges.
• Frame feedback as an opportunity for growth rather than a critique.
• Use a positive and respectful tone to communicate your message.

Example:

• “I know this project has been a lot of work, and I appreciate all the effort you’ve put into it. Let’s discuss how we can streamline the process next time to make it more manageable for you.”

It fosters trust and strengthens relationships.

It creates a safe space for open dialogue and collaboration.

When feedback is rooted in care, it inspires confidence and encourages the recipient to embrace change.

7. Follow Up

Feedback should not end with the initial conversation. Following up ensures that progress is being made and provides ongoing support for the recipient’s development. It also reinforces accountability and shows that you are invested in their success.

How to Follow Up:

• Schedule regular check-ins to discuss progress and address any challenges.
• Celebrate improvements and provide additional feedback as needed.
• Offer resources or support to help the recipient implement changes.

Example:

• “I noticed the improvements you made in your recent presentation—great job keeping it within the time limit! Let’s touch base next month to see how the new approach is working for you.”

It ensures that feedback leads to meaningful and sustained improvements.

It builds a culture of accountability and support.

Regular follow-up reinforces the importance of feedback and keeps the recipient motivated to continue growing.

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Providing effective feedback in the workplace requires intentionality, empathy, and structure. By asking for permission, using the SBI method, focusing on specific behaviors, employing the feedback sandwich, being timely, showing care, and following up, you can ensure that your feedback is both constructive and empowering.

When feedback is delivered effectively, it not only helps individuals improve but also strengthens relationships, enhances team dynamics, and fosters a culture of continuous growth. With these strategies, feedback becomes a powerful tool for driving positive change and achieving organizational success.