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This article was co-written by Lily Zheng, MA. Lily Zheng is a Diversity, Equity & Inclusion consultant and Executive Coach. He works with organizations around the world to build an innovative, more inclusive working environment. Lily is the author of Gender Ambiguity in the Workplace: Transgender and Gender Discrimination (2018) and Preserving Integrity in an Age of Compromise (2019). Lily holds a master’s degree in sociology from Stanford University.
This article has been viewed 2,171 times.
Feedback is essential to help staff or students improve for the better. Feedback is not only important but it is required in most companies and classrooms. This is especially true if you manage employees or are responsible for guiding others. With more and more employees communicating and working remotely, it’s becoming increasingly important to write responses by email. If you are supervising other employees, you can write feedback in the performance review. If you are a teacher, you will often need to give feedback to your students.
Steps
Write feedback to employees by email
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Confirm the reason for sending the email. You can write the reason in the subject or in the body of the email. Usually, it’s best to let recipients know what to expect in an email right from the subject sentence. [1] X Research Source
- Write a topic such as “Project Proposal Feedback – Great Start!”
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Start with a friendly comment. This will let the recipient know that you are making the comment in a friendly tone instead of being critical. It will increase the likelihood that the recipient will read your review in a positive way. [2] X Research Source
- Write something like this, “I hope you have a great week!”
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Acknowledge the work they have done. Chances are that the recipient of the feedback has put a lot of effort into the work you’re evaluating. Mention this first, so they know that you appreciate their efforts. [3] X Research Sources
- You could say, “Thank you for trying to implement this proposed plan. I put in a lot of effort.”
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Give positive feedback first. Telling the recipient what he or she is doing right first mitigates criticism later. Be honest, however try to find something positive. You can focus on your current task or previous work efforts. [4] X Research Sources
- Say, “Here’s another compelling proposition. You’ve put together a lot of great goals, and I can see a lot of progress in your approach.”
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Write negative feedback as advice. While it is more effective to list the necessary changes, it can be difficult for recipients to read them and leave them feeling discouraged. Instead, make the sentence as if it were the changes you would make. [5] X Research Sources
- You can write, “I will omit sections 1 and 2, and expand section 3 to include the draft budget,” or “I will cut the second paragraph but will add a review of ongoing projects in the end of that section”.
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Explanation for negative feedback. Tell the recipient where the problem lies, explaining the cause of the problem if necessary. If the criticism is due to a change from expectations or guidelines, tell them this, detailing why the change was made. [6] X Research Sources
- Say, “We’re making a company-wide shift toward more detailed draft proposals, so we’ll need to expand the information in some sections. I have listed the places where more information is needed.”
- If you comment on the recipient’s behavior, always provide examples of what you want to convey. [7] X Research Source For example, if you are talking about dressing unprofessionally at a client meeting, you should give examples of what they did wrong. You might say, “Last time we met with a client, you wore flip-flops, and before that you wore a t-shirt. This type of casual wear doesn’t give the professional image we want to represent the company. ty”.
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Determine how to fix the problem. Your feedback won’t help if there’s no way to fix the problem. Depending on the response topic, it can be a list of specific solutions and a general list of goals to be accomplished. [8] X Research Sources
- Can you give examples of ways they can fix the problem. This is a great option when you have a specific solution in mind. You could say, “For your next presentation, use neutral colors and avoid transitions. Since the client is in our meeting, you should also avoid using conversational language. in company”.
- Alternatively, you can ask questions that will help them think of ways to improve. This will be useful for identifying problems for which there are multiple possible solutions. For example, “What are some ways you can improve the material going forward?” or “What changes do you plan to apply in your next presentation?” [9] X Research Source
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Remind them of any possible consequences. Some problem at work can be harmful to the organization, and employees need to know about it. In many cases, there will be some consequences, and sometimes you will lose customers or provide poor customer service because of employee omissions. Depending on the situation, there will also be consequences for employees if they don’t change. If there is a problem, let the staff know. [10] X Research Source
- For example, tell them about concerns that the company might lose customers because of paperwork errors.
- Another way is to let them know that they may be fired from the project if they don’t try to improve their documentation.
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End with a request to clarify and explain your response. This is a friendly way to end an email that lets the recipient know that you support them. Plus, it will make them feel free to ask for an explanation if they don’t understand what you’ve written. [11] X Research Source
- Write, “Please let me know if you have any questions or need clarification.”
Write feedback in competency assessment
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Set goals for performance assessment. That’s why you’re doing the assessment. Knowing your goals can help you write better responses and will help employees know what to expect. [12] X Research Source
- For example, are you focused on employee improvement? Are you doing a company-wide assessment to decide which form of career development would be most beneficial to the company? Are you conducting a quarterly review?
- Tell the employee about the goal when you give feedback. You could say, “The company plans to support a career development program based on employee needs, so I’m conducting a competency assessment for each person.”
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Review previous feedback about them. That may include feedback from a previous review, as well as informal information given during the review. You should also evaluate what they’ve done with that feedback. Did they use it to improve? Did they not notice it? [13] X Research Source
- If they acted on feedback before, this could be seen as a positive in this review.
- If they didn’t pay attention to previous feedback, you can discuss both the previous issue and the lack of self-consciousness in not paying attention to the feedback.
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Explain positive feedback, giving specific examples. It’s always best to start with positive comments. Tell employees what they’re doing well, and point out any achievements they’ve made. You should be honest, but try to bring out as many positives as there are negatives. [14] X Research Source
- Give examples, such as “You demonstrated self-discipline by volunteering as a project leader, and you demonstrated good leadership skills by working well with the team, incorporating suggestions from other members, and assigning tasks”.
- Praise the action you want them to promote.
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Offer constructive criticism, providing specific examples. Focus criticism on what is best for the company or the employee’s work goals. Tell them what you find difficult, and why it is the problem. [15] X Research Source
- Provide specific examples. For example, “In 3 previous presentations, you forgot to draft the budget, delayed the project”, or “The average number of accounts achieved last quarter was 6, but you only secured 2. This is considered incompetent”.
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Set work goals for the next evaluation period. This will help employees know what they should focus on going forward, allowing you to communicate what the company needs in employees. It will also make feedback more useful because employees know what you want them to understand from the assessment. [16] X Research Source
- Goals should be short and specific. For example, “An average employee will sell 4 products per day”, “Employees will increase communication with customers”, or “Employees will complete a leadership training session”.
- Make sure that the next evaluation you conduct for your employee will focus on these performance goals, as that is what they will expect.
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Recommend career development opportunities. Please make suggestions based on the constructive comment you provided earlier. Depending on the resource, this could be a knowledge exchange, training course, company training, or life experience sharing session. You can even find courses online if you’re short on resources. [17] X Research Source
- Be open to changing these recommendations after you discuss the evaluation with the employee. For example, employees may ask for career growth that you never thought of.
- You should consider the employee’s career goals. For example, if an employee wants to move into a management position, you might suggest leadership training as a career development option. Another option is if employees are interested in graphic design, you can allow them to attend training courses so they can use these skills for the company.
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End with words of encouragement. No matter how positive a performance appraisal, no one likes to be reminded of their shortcomings or where they need to improve. Closing with encouragement can help motivate employees instead of being pressured or discouraged. [18] X Research Sources
- Say something like, “The last quarter had some unexpected troubles, but you did a good job adjusting your workload. We like your performance and hope to see more good results this quarter.”
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Encourage feedback from recipients. This can be verbal feedback after you discuss the evaluation with them, or you can give them a feedback form to complete. You’ll get more effective feedback if you allow employees to comment on performance appraisals and synthesize information in your absence. [19] X Research Source
- Ask others to comment on your feedback. For example, “If you could improve one thing about the way I give feedback, what would it be?” and “Was the feedback clear and helpful?” [20] X Research Source
Give feedback to students
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Focus in study. The purpose of feedback is to help students learn, so give helpful comments that guide them to improve their work instead of criticizing mistakes. Take it as a guide and not just a critique. [21] X Trusted Source Edutopia Go to Source
- You can give written feedback on types of student work, including writing assignments, presentations, and projects.
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Provide feedback on content and structure. Both parts are important, and students need to know how to improve them. This is especially important if a student does better in one section than another. For example, a student might have a brilliant idea of how to develop content, while still having typos, incorrect punctuation, incomplete paragraphs, and indentation errors. [22] X Trusted Source Edutopia Go to Source
- If you are commenting on an oral presentation or project, be sure to provide feedback on each part of the assignment.
- For example, an oral presentation would include comments on both content and public speaking skills, while a project might receive feedback on content, creativity, and skills. present.
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Give specific positive and negative feedback. Writing comments like “great work,” “great progress,” or “needs to work” doesn’t tell students what they need to do to improve or what they’re doing right. For feedback to be effective, students need to know what they did well or didn’t do well. [23] X Trusted Source Edutopia Go to Source
- Write something like this, “Your thesis is clear, well written, and uses the required format. On the other hand, topic sentences need more effort because they are not linked to the thesis.”
- Suggest something like, “Your ideas are well developed, but I want you to come see me for guidance on comma usage and incomplete sentences.”
- Includes a mixture of positive comments and constructive criticism.
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Suggest ways to improve instead of fix bugs. You can highlight a few errors, but avoid editing on the page. Identify the problem you found on the paper, such as the excessive use of commas, and then suggest a skill that students could improve on. [24] X Trusted Source Edutopia Go to Source
- For example, “I used too many commas in my essay. I suggest you review the rules for using commas and how to avoid comma mistakes. If you go to the instructor, we can review the passage together.
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Set priorities for the next draft or assignment. It will give students specific points to focus on from here on. You can prioritize your students’ learning goals or needs, depending on the type of assignment. [25] X Research Sources
- Say, “Right now, I want you to focus on using the active voice and avoiding incomplete sentences.”
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Limit feedback to one section or one skill if the problem lies in timing. Focus your attention on the current learning goals or needs of the student you are assessing. Make sure students know you’re only evaluating specific parts of their writing so they don’t assume other parts are perfect. [26] X Trusted Source Edutopia Go to Source
- You may need to color or highlight the commented section.
- Before sending back assignments to students, let them know that you are only giving feedback on part of the assignment.
- You can also let students choose the skill or section for which they would like to receive feedback.
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Avoid putting pressure on students. If there are multiple errors, don’t try to fix them in one comment. Providing too much information at once can make students feel overwhelmed and discouraged. Instead, start with the most basic or easiest tweaks. [27] X Trusted Source Edutopia Go to Source
- For example, you can start by focusing on incomplete sentences and look up words you don’t know how to spell.
- You can also just focus on the learning goal the exercise is working towards.
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Encourage students to keep trying. End on a positive note, encouraging them to keep trying. You can reference other improvements in their exercise, giving them the motivation to aim higher. [28] X Research Sources
- Write, “After seeing how much your writing has improved over the course of the school year, I know you will do well on these suggestions. I look forward to reading your next essay!”
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This article was co-written by Lily Zheng, MA. Lily Zheng is a Diversity, Equity & Inclusion consultant and Executive Coach. He works with organizations around the world to build an innovative, more inclusive working environment. Lily is the author of Gender Ambiguity in the Workplace: Transgender and Gender Discrimination (2018) and Preserving Integrity in an Age of Compromise (2019). Lily holds a master’s degree in sociology from Stanford University.
This article has been viewed 2,171 times.
Feedback is essential to help staff or students improve for the better. Feedback is not only important but it is required in most companies and classrooms. This is especially true if you manage employees or are responsible for guiding others. With more and more employees communicating and working remotely, it’s becoming increasingly important to write responses by email. If you are supervising other employees, you can write feedback in the performance review. If you are a teacher, you will often need to give feedback to your students.
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