Giving Feedback

Most managers struggle to give critical feedback. This structured format helps make the process straightforward and repeatable.

There are three parts:

1. Rating, 1-5
2. What you did that I liked
3. What would get you to the next level

Rating

Start with a numeric rating that sets expectations for performance. It also enables you to specify the precise action that will get them to the next level (e.g. from a 2 to a 3).

• 1 – couldn't be any worse
• 3 – meeting expectations
• 5 – couldn't be any better

What you did that I liked

Share a recent example where they met or exceeded expectations. The more specific, the better. Think of something they did that was a “3 or better”.

Starting with positivity and appreciation will also prime them to receive the critical feedback more gracefully.

What would get you to the next level

If their overall rating is below a 3, state one behavior that is below expectations. Suggest an action they can take to offset that behavior and get to a 3 or better.

If their rating is a 3 or better, give them something they can do to level up and consistently exceed expectations.

How often?

Do this on a regular cadence—monthly is ideal, quarterly at minimum. Regular absolute feedback in both directions surfaces what needs to be said and builds trust through repeated practice.

Of course, you can also give ad-hoc feedback in the moment. But please make sure:

1. You are not currently experiencing a negative emotion, like anger or fear. Wait until the emotion passes to deliver the feedback, or it will not be received well.
2. Before giving feedback, ask, “Are you open to receiving feedback right now?” Let them know it’s okay to say, “Not right now, let’s schedule it for later.”

Please read Receiving Feedback and share with your direct reports as preparation for your first feedback session.

Template

Rating, 1-5:

What you did that I liked:

What would get you to the next level: