How to Give Feedback in the Workplace – Top Tips

What does great feedback in the workplace look like? How do you give feedback to improve performance? How to give constructive feedback to employees. How to give positive feedback and negative feedback.

Meet the Author: Benjamin Ball

Ben is the founder of Benjamin Ball Associates and leads the presentation coaching and pitch deck creation teams. Formerly a corporate financier in the City of London, for 20+ years he’s helped businesses win with better pitches and presentations, particularly investor pitches. He is a regular speaker and a guest lecturer at Columbia Business School and UCL London.  Follow Ben on LinkedIn or visit the contact page. 

How Do You Give Great Feedback at Work?

Feedback is one of the simplest tools you have as a leader and one of the easiest to get wrong. Done well, it builds trust, improves performance and saves you time. Done badly, it creates defensiveness, silence and disengagement. That’s why you need to learn how to give feedback.

This guide is about practical, usable feedback. The kind you can give in a real conversation on a busy day.

Feedback has a direct impact on performance, motivation and employee engagement. When it works well, it supports hard work, builds trust and improves results. When it goes wrong, it creates confusion, frustration and disengagement.

Many problems with employee feedback are not about intent. They are about how feedback is framed, timed and delivered. This article shows, through clear examples, how to move from ineffective feedback to great feedback that leads to positive change.

Why feedback so often fails

Most poor feedback falls into familiar patterns:

• It relies on general comments rather than specific feedback
• It is saved for performance reviews instead of shared on a regular basis
• It focuses on personality instead of behaviour
• It delivers negative comments with no clear next steps

In these situations, the feedback recipient often leaves unclear what is expected or how to improve.

What good feedback has in common

Good feedback is grounded in real examples, not opinion. When you learn how to give feedback you’ll discover that the best feedback shares a few simple traits:

• It uses specific examples
• It is given in a timely manner
• It explains impact
• It suggests clear next steps

This applies whether you are offering positive comments, constructive criticism or negative feedback.

How to give feedback examples: before and after

Example 1: Empty praise vs meaningful feedback

Before (ineffective feedback):
“Great work.”

This sounds positive but does not explain what was done well.

After (great feedback):
“The way you summarised the risks in the paper last week helped the client make a decision quickly. That clarity really mattered.”

This kind of feedback reinforces the behaviour you want repeated.

Example 2: Personal judgement vs behavioural feedback

Before (negative feedback):
“You are not very organised.”

This feels personal and invites defensiveness.

After (constructive way):
“Two deadlines slipped last week, which created pressure for the team. Agreeing priorities earlier would help avoid that.”

This keeps the attention on behaviour and impact, not character.

Example 3: Vague direction vs useful feedback

Before (general comment):
“You need to communicate better.”

This gives no practical guidance.

After (specific feedback):
“In yesterday’s update, the actions were unclear. Ending with three clear next steps would help the team move faster.”

This improves communication skills through clear, actionable advice.

Handling negative feedback without harm

Negative feedback is unavoidable. What matters is the type of feedback you give.

Example 4: Blunt criticism vs constructive criticism

Before:
“That presentation was not good enough.”

This shuts down learning.

After:
“The analysis was strong, but the structure made it hard to follow. Opening with the recommendation would make it clearer next time.”

This is a constructive way to address an issue while respecting effort.

Timing: sooner is almost always better

Feedback given months later rarely lands well.

Example 5: Delayed feedback

Before:
Raising an issue for the first time in a quarterly performance review.

At this point, detail is lost and frustration builds.

After:
“Can we talk about the client call from last week while it’s still fresh?”

Feedback delivered in a timely manner is easier to hear and act on.

Performance reviews should not contain surprises

Performance reviews work best when they summarise feedback already discussed.

Example 6: Surprise criticism

Before:
“This has been an ongoing issue.”

If this is new information, trust is damaged.

After:
“As we’ve discussed over recent months, meeting deadlines has been inconsistent. The improvement since last week is a positive change. Let’s build on what’s working.”

This links regular feedback to formal reviews and feels fair.

Public feedback: handle with care

Public feedback can motivate or embarrass, depending on how it is used.

Example 7: Public correction

Before:
Correcting a mistake openly in team meetings.

Even well-meant, this can undermine confidence.

After:
Addressing the issue privately, then recognising great work publicly when it is earned.

Praise publicly. Handle corrective feedback one-to-one.

Paying attention to body language

Your body language often matters as much as your words. Folded arms, rushing or checking your phone can turn good feedback into a negative experience.

Calm posture, eye contact and attention signal respect and make feedback conversations more constructive.

Regular feedback beats formal events

The best feedback cultures do not rely on annual or quarterly reviews alone.

Example 8: Infrequent feedback

Before:
Saving all employee feedback for performance reviews.

This increases anxiety and reduces impact.

After:
Short, regular feedback conversations linked to real work from last week or even earlier in the day.

This approach supports time management, strengthens leadership skills and builds trust.

Do not underestimate positive feedback

Positive comments are not a soft option. They are essential.

Example 9: Missed recognition

Before:
Only pointing out what went wrong.

Over time, this damages motivation.

After:
Calling out great work when you see it, and explaining why it mattered.

People repeat what they are recognised for.

A final thought

The best feedback is clear, specific and grounded in real examples. It respects effort, addresses issues honestly and points towards next steps.

When feedback is given in a constructive way, on a regular basis, it becomes one of your most effective leadership tools and helps create a good place for people to do their best work. That’s why its essential to learn how to give feedback.

Learn How to Give Feedback – Expert Training

If you want to improve how you give feedback, or you want to learn how to give feedback that works, get in touch. We’ll give you expert coaching either face-to-face or online. It’s short, sharp and highly effective. Call us today.

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Frequently Asked Questions

What is the difference between good feedback and ineffective feedback?

Good feedback is specific, timely and talks about behaviour. It explains what happened, why it mattered and what to do next. Ineffective feedback relies on general comments, arrives too late or feels personal. The key difference is whether the feedback leads to positive change.

How often should I give employee feedback?

Feedback works best when it is given on a regular basis. Waiting for performance reviews, such as a quarterly performance review, usually reduces impact. Short feedback conversations linked to real work from last week or even the same day are far more useful.

How do I give negative feedback without damaging trust?

Negative feedback should be delivered in a constructive way. Identify specific examples, describe the impact and agree clear next steps. Avoid negative comments about personality and keep your tone calm. Your body language matters as much as your words.

What makes constructive criticism easier to hear?

Constructive criticism is easier to accept when it is fair, clear and respectful. Using specific feedback rather than general comments helps the feedback recipient understand exactly what to change. Showing that your intent is to support improvement also makes a big difference.

Should feedback always be given privately?

Most corrective feedback should be private. Public feedback is best reserved for positive comments and recognising great work. Correcting someone in front of others often leads to embarrassment rather than learning.

How do I give feedback to a direct report who becomes defensive?

If a direct report becomes defensive, stay calm and slow the conversation down. Acknowledge how the feedback feels without backing away from the message. Asking open questions can turn tension into a more productive discussion.

Can performance reviews replace regular feedback?

No. Performance reviews should summarise feedback, not introduce it. If issues are raised for the first time in a review, you will damage trust. Regular feedback makes formal reviews more balanced and fair.

What role does positive feedback play?

Positive feedback reinforces good behaviour and recognises hard work. Specific positive comments help people understand what they are doing well and encourage them to repeat it. This has a direct impact on employee engagement.

How detailed should feedback be?

Feedback should be clear without being overwhelming. One or two specific examples are usually enough. Too much detail can dilute the message and make feedback harder to act on.

What is the best way to improve my feedback skills?

Start by practising simple, everyday feedback conversations. Make sure you work on clarity, timing and behaviour rather than personality. Over time, this strengthens your communication skills and ultimately improves your leadership skills.

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