Giving Feedback in English
Key phrases to use in business, during one-to-ones or appraisals
Delivering feedback can be difficult, anyway. Doing it in your second language is extra hard.
We often use the phrase ‘constructive criticism’, or ‘constructive feedback’ in English to describe feedback that helps the person receiving the feedback to grow, or build their knowledge.
Below are some phrases that can help you give feedback in a productive way.
1. If you want to start with positive feedback
Beginning with something positive sets a supportive tone and makes the recipient more receptive to more constructive feedback later on. Be specific. Give an example of the actions or behaviours you want to see more.
Examples:
'I appreciate how you handled the client meeting last week.'
'Your presentation was very detailed and informative.'
'You've made great progress on this project.'
These are the things you want them to keep doing - don’t forget that your team members need to hear this, too, if they’re to know what to keep doing more of.
2. Delivering the ‘constructive criticism’ part.
It can be helpful to ask the team member to identify the areas where they think they need to improve. Often, people are well aware of their weaknesses, and will be more receptive to your suggestions if they have identified the issue themselves.
If there are other issues you want to raise, again, be specific. Clearly describe the area that needs improvement without being vague. This helps the recipient understand exactly what needs to be addressed.
Examples:
'I've noticed that your reports have some inconsistencies.'
'You were late with your last submission.'
'The formatting on your documents is sometimes inconsistent.'
3. Explain the Impact
Illustrate how the issue affects the team, project, or company. This helps the recipient understand the importance of the feedback.
Examples:
'Inconsistencies in reports can lead to misunderstandings with clients.'
'Timely submissions are crucial to keeping the project on schedule.'
'Consistent formatting helps maintain a professional appearance in our communications.'
If you are able to give concrete examples of the possible impact, this is even better.
4. Check for Understanding.
Ask the team member if they understand the issue & possible impact of their actions. Do they agree that it is a fair critique of their work?
Check & double check they understand before moving on.
Examples:
‘What are your thoughts on this?’
‘How do you interpret what I’ve said?’
‘Is there something you think I’m missing / misunderstanding?’
‘Can you put this into your own words?’
5. Find Solutions.
It is always preferable to encourage the team member to find solutions themselves, but if they can’t think of a solution, you should offer practical advice to help the person improve. This shows that you are invested in their development and success.
You can also frame these solutions as questions, to keep the person involved in the process.
Examples:
'Would you find it helpful to allocate time in your calendar double-check your reports before submitting them?'
'Do you find setting reminders useful when trying to stay on track with deadlines?’
'Using this template could ensure that your documents have consistent formatting.'
5. Encourage Questions & Dialogue
Invite the team member to ask questions, or share their thoughts. This makes the feedback process more collaborative and less one-sided.
Examples:
'What questions do you have about this feedback?'
'I'd love to hear your thoughts on how we can improve this process.'
'Is there any support you need to implement these changes?'
‘What are your thoughts?’
6. End on a Positive Note
Conclude the feedback session with encouragement and reiterate your support. This helps maintain a positive relationship and motivates the team member. But remember, we all know about the ‘shit sandwich’*, so try not to be patronising or insincere.
Don’t forget to thank the team member for listening and engaging in the feedback. And, don’t forget to make clear that the team member can come back to you if they have anything more to add, or require more clarity.
Examples:
'I really believe with these changes you’ll notice a big difference in your workload / efficiency / performance. Do you feel these changes are possible and will be positive?'
'Thank you for being open to this feedback. If you think of any more questions, or after having a think, want to discuss it further, just send me an email / give me a call.'
'I'm confident that with just a few adjustments, your work will be even more impactful, and you’ll feel more on top of your workload.'
Key Phrases for Constructive Feedback
Positive Opening:
'I appreciate how you...'
'You've done a great job with...'
'Your strength in... is evident.'
Specific Issue:
'I've noticed that...'
'One area that could be improved is...'
'I’ve seen there’s a recurring issue with...'
Impact Explanation:
'This affects the team by...'
'The consequence of this is...'
'It impacts our project/client by...'
Suggestions for Improvement:
'Consider trying...'
'It might be helpful to...'
'One solution could be...'
Encouragement and Support:
'I believe you can...'
'I’d like to work together on...'
'You have my full support in...'