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What is feedback? Put simply, it is a response from someone taking part in a meeting or conversation in which they share what they have observed. In HR, feedback is a valuable tool for conveying an opinion about someone. It also helps build relationships founded on trust and effective working with hiring managers and candidates. Well-constructed feedback can be a valuable source of self-knowledge. What do you need to know in order to give constructive feedback?
Candidates feel stress for all sorts of reasons: wondering how to prepare for an interview, trying to work out the ATS algorithm, worrying about salary negotiations. So it is worth caring about how they feel even when – perhaps especially when – you decide not to hire them.
Constructive feedback – what does it mean?
Many people wrongly equate constructive criticism with brutal honesty, but that is not what this is about. Think about what you would want to hear after an unsuccessful application: would it be enough to be told that you do not know enough? What would you do with that? Would it leave you with a positive impression of the company that gave you such “feedback”?
Let us treat those as rhetorical questions.Recruitment is not the only situation in which the ability to frame feedback is useful – you will need it in conversations with clients, with your manager and with your team, after delivering a piece of work, and in appraisals.
Constructive feedback has to meet several criteria:
- above all, it should not only help the person understand and accept the situation but genuinely contribute to their future development.
- Constructive feedback should be specific and refer to particular behaviours or results. Basing it on general statements gives the recipient nothing to work with.
- When framing your response, keep the purpose in sight: supporting development and pointing the way to improvement.
- Feedback should balance the positive and the negative. Highlighting what was done well alongside the areas that need work helps the recipient feel valued and motivates them to keep developing.
Two further elements matter alongside all of this: the timing of your feedback, and empathy. Wherever you can, do not let the process drag on.What does the recruitment process look like from a candidate’s point of view? It often involves strong emotions, so the sooner you reply, the better for the applicant (and for your organisation’s employer brand).
Examples of feedback
Candidates feel stress for all sorts of reasons: wondering how to prepare for an interview, trying to work out the ATS algorithm, worrying about salary negotiations. So it is worth caring about how they feel even when – perhaps especially when – you decide not to hire them. After all, today’s junior may in time become a sought-after expert in their field. It would be good if their associations with your company were positive.
That is one of the things constructive feedback is for. An example? Here it is:
Example 1:During the interview you showed excellent communication skills and a positive attitude. To strengthen your application, I would suggest broadening your experience of project management. That is an area you said you wanted to develop.
Feedback of this kind not only highlights strengths but offers constructive suggestions for development, improving the candidate’s chances of success in future.
Example 2:Thank you for taking the time to talk to us. Your technical knowledge and experience are impressive, but in the end we chose a candidate whose skills and qualifications fit the requirements of this role more closely. We appreciate how carefully you prepared and the interesting examples you gave us. We would encourage you to keep developing your skills, for instance by taking the XXX programming course. We wish you every success with your search.
This explanation acknowledges the person’s strengths while setting out the reasons for the decision. It also encourages the candidate to keep developing and wishes them well in future, which conveys respect and support.
Giving feedback – – what to do and what to avoid
If you still have doubts about what constructive feedback should look like, the following examples of what to do and what to steer clear of should settle them.
Features of good feedback:
- Objectivity: make sure your feedback refers to specific behaviours or results. Base your comments on what you observed, not on subjective impressions.
- A focus on development: concentrate on how the recipient can use the feedback to improve and grow. Offer suggestions and solutions that can help them achieve better results.
- Empathy: express your thoughts courteously and tactfully. Remember that how you convey the message matters as much as its content. Use positive wording and avoid a negative tone.
What to avoid when giving feedback:
- Generalities: do not use vague or sweeping statements that may confuse or demoralise. Avoid phrases such as “you always get this wrong” or “you never do this well”.
- Dwelling on the negative: avoid concentrating only on what went wrong. Try instead to strike a balance between the positives and the areas for improvement.
- Giving feedback in the wrong place or at the wrong time: do not give significant feedback in front of other people or under time pressure.
These examples show that constructive feedback is an extremely valuable tool. Used properly, it can contribute a great deal to people’s personal and professional development, and to productivity.
Constructive feedback – in summary
Well-constructed feedback helps the recipient understand what they are doing well and what they should work on, while offering specific guidance and a direction for development. Knowing how to give feedback will help you in recruitment, in dealing with hiring managers and candidates, and in ordinary everyday life. It calls for empathy, respect and an understanding of the other person’s needs, and it is also the foundation for building strong, healthy and productive teams.
