Pin Me

Using Feedback to Improve Project Communication

written by: Kevin-F • edited by: Ronda Bowen • updated: 4/1/2011

Giving and receiving feedback is not always as simple and useful or effective as we would like it to be. So what can be done to make our feedback more constructive?

  • slide 1 of 4

    Promoting Better Communication

    Projects are created by a project team for the project stakeholders, so their input during the entire project is very importantgiving and receiving feedback . To obtain maximum benefit of the stakeholders’ feedback, it is necessary that the process of receiving the feedback is conducted according to the management’s strategy. Similarly, when it comes to giving a feedback, this process too should be conducted the best way as defined by the management.

    So, you might be wondering, what is the best way of giving and receiving a feedback? To properly understand and comprehend the meaning of the received feedback, one should be aware of the methods that make giving and receiving feedback more effective. Here are some some tips that will make giving and receiving more useful than you expected.

  • slide 2 of 4

    Feedback Giving Tips

    • If feedback is not requested, offer it; maybe the party didn’t think of getting a feedback.
    • When a feedback is requested, provide a complete feedback, and include both positive and negative comments (when possible).
    • When providing both positive and negative feedback, write the positive comments first.
    • If you are providing only a negative feedback, it can beneficial if the feedback receiver can be mentally prepared beforehand. This can be done over the phone, by giving pointers and hints on what it is that you didn’t like or anything that didn’t go well.
    • If possible, give the feedback confidentially, specially if the feedback is negative. This is because the negative feedback is not generally appreciated in public.
    • Feedbacks should be considered as an essential element of the project communications, lacking of the regular feedbacks may result in a project failure.
    • Outdated and unnecessary issues should be avoided while giving a feedback, as they serve no purpose.
    • Feedbacks should mainly concentrate on performance because the real purpose of providing a feedback is to expect improvement.
    • Options may be recommended when offering a negative feedback, as their inclusion will make the response plan easier.
    • Feedback should include the subject matter, and its delivery may be done through non-verbal or verbal communications.
    • Feedbacks should be precise, detailed, and clear.
    • The positive and negative comments in your feedback should easily be distinguished.
  • slide 3 of 4

    Feedback Receiving Tips

    • Create an environment that is comfortable for receiving a feedback. This will help the receiver receive and comprehend on the feedback easily.
    • Focus on the feedback, rather than thinking of a reply.
    • Think before reacting. Instant reactions may not always be appropriate.
    • If feedback is vague, request for additional information
    • Receive the feedback optimistically, and do not dismiss it without deliberations.
    • Feedbacks are not always completely incorrect, and may contain some facts, so they should not be ignored.
    • Appreciate the efforts of the individuals for giving you the feedback, as it will improve future interactions.
    • Encourage the negative feedbacks. This will prepare you to remove the weaknesses
    • Look for regular feedbacks from different sources.
    • Analyze the feedback critically, and subsequently prepare the improvement strategy. Positive results can only occur if a suitable approach is developed.
  • slide 4 of 4

    Conclusion

    Feedback can be positive or negative, but if not provided, it is is likely that the project you are working on slip from its track. Therefore it is necessary to always give feedbacks and for the receivers it is important to accept all types of feedbacks, negative or positive, with open mind.

    Giving feedback may seem a simple process, and it is, but if not conducted in a right way, it is possible that the receiver may not understand or assume something incorrectly. Similarly, if the feedback is not received or comprehended properly, benefits of giving the feedback may never appear. Since it is not always simple or easy to give or receive a feedback, the tips mentioned above will help both the feedback giver and receiver to get the maximum benefit out of it.

    image credit: freedigitalphotos.net/Salvatore


anticipation