How can you ensure your feedback process is inclusive?

Feedback is a crucial part of management, as it helps employees improve their performance, motivation, and engagement. However, feedback can also be a source of bias, misunderstanding, and conflict, especially in diverse and remote teams. How can you ensure your feedback process is inclusive, respectful, and effective for all your team members? Here are some tips to consider.

1 Define feedback criteria

Before you give feedback, make sure you have clear and consistent criteria for evaluating your employees' work. These criteria should be aligned with the team and organizational goals, and communicated to everyone in advance. Avoid vague or subjective terms, such as "quality", "creativity", or "professionalism", and use specific and measurable indicators, such as "accuracy", "originality", or "timeliness". This way, you can reduce the risk of personal bias, favoritism, or stereotyping in your feedback.

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2 Solicit feedback preferences

Different people may have different preferences and expectations for receiving feedback. Some may prefer written or verbal feedback, others may want more or less frequency, detail, or praise. Some may be more open or sensitive to constructive criticism, others may need more support or guidance. To respect and accommodate these differences, ask your employees how they like to receive feedback, and adjust your style and approach accordingly. You can also ask for feedback on your feedback, and learn from their reactions and suggestions.

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Ashley Herd

@ManagerMethod | Manager Training Solutions | LinkedIn Learning Instructor | "HR Besties" Podcast Co-Host
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In my experience, asking it in ways that are in line with how employees speak is valuable. Asking “how do you prefer to receive feedback?” might feel formal. So, instead asking, “when I see something you’re doing well, are you okay if I give you kudos publicly, or do you prefer privately? And when I see something I think you could do differently, I’ll do that privately, but is it easier for you to talk through it first or have me send my questions in email or chat, and then talk through?”

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3 Use inclusive language

The language you use in your feedback can have a significant impact on how your employees perceive and respond to it. To avoid offending, alienating, or discouraging anyone, use inclusive language that respects their identity, culture, and background. For example, avoid using gendered, racialized, or ableist terms, such as "guys", "ladies", "black sheep", or "blind spot". Instead, use neutral or specific terms, such as "team", "colleagues", "outlier", or "gap". Also, avoid using absolutes, such as "always", "never", or "must", and use qualifiers, such as "sometimes", "often", or "could".

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4 Provide feedback in context

Feedback can be more meaningful and relevant when it is provided in context, rather than in isolation. This means that you should relate your feedback to the specific situation, task, or goal that your employee was working on, and explain how their actions or outcomes affected the team or the organization. You should also provide feedback in a timely manner, close to the event or the deadline, so that your employee can remember and apply it more easily. Moreover, you should provide feedback in a suitable setting, such as a private or a group meeting, depending on the nature and purpose of the feedback.

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Theon Alleyne, CRCP, CCEP

C-Suite Executives hire me to resolve Corporate Compliance & Trade challenges and advise on Personal Brand visibility. International Trade and Development | Author | Corp Director | Top Web Content Writing Voice 2023
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As a manager, I've always believed in the power of consistent and contextual feedback. To achieve this, I've implemented bi-weekly or monthly feedback sessions for my team's projects and assignments. While some might consider this frequency excessive, the benefits are undeniable. These regular check-ins serve as a powerful tool, providing immediate, relevant feedback that’s directly tied to current work. This approach not only keeps everyone aligned and focused but also ensures that any concerns or areas for improvement are addressed promptly and effectively. The recorded insights from these sessions become invaluable when compiling mid-year or year-end reviews with no surprises. It's a transparent, and fair approach that fosters trust.

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5 Balance feedback types

Feedback can be divided into two main types: positive and negative. Positive feedback focuses on what your employee did well, and recognizes their strengths, achievements, and contributions. Negative feedback focuses on what your employee did poorly, and identifies their weaknesses, errors, and areas for improvement. Both types of feedback are important and useful, but they should be balanced and proportionate. Too much positive feedback can make your employee complacent or overconfident, while too much negative feedback can make your employee defensive or demotivated. A good rule of thumb is to use the feedback sandwich technique, which consists of starting and ending with positive feedback, and inserting negative feedback in between.

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Kate Sonkina

Director of Operations @ Linguamarina Inc. | Business Development & People Management
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As an operations director, I believe it is crucial to focus on opportunities for growth rather than harping on people's weaknesses when giving feedback. Even when my teammates make mistakes, I frame it constructively by identifying areas where they can develop new skills and do better next time. I find the "feedback sandwich" approach very impactful - I cushion constructive criticism between positive reinforcements so that people feel confident while still being stretched to improve. I aim to have a coaching mindset centered on possibilities rather than problems when providing input to my team. By highlighting potential for better future outcomes, I inspire my people rather than discouraging them by calling out their shortcomings.

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6 Encourage feedback exchange

Feedback should not be a one-way communication, but a two-way dialogue. You should not only give feedback to your employees, but also receive feedback from them, and encourage them to give feedback to each other. This way, you can create a feedback culture that fosters mutual learning, trust, and collaboration. To facilitate feedback exchange, you should ask open-ended questions, listen actively, acknowledge different perspectives, and follow up on feedback actions. You should also model the feedback behavior that you expect from your employees, and show them that you are open to feedback and willing to improve.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you ensure your feedback process is inclusive?

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1 Define feedback criteria

2 Solicit feedback preferences

3 Use inclusive language

4 Provide feedback in context

5 Balance feedback types

6 Encourage feedback exchange

7 Here’s what else to consider

Management

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How can you ensure your feedback process is inclusive?

1

2

3

4

5

6

7

1 Define feedback criteria

2 Solicit feedback preferences

3 Use inclusive language

4 Provide feedback in context

5 Balance feedback types

6 Encourage feedback exchange

7 Here’s what else to consider

Management

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