The Art of Receiving Feedback

Do you avoid or embrace feedback? For most people, giving and receiving feedback can feel uncomfortable.

For project teams, performance management and feedback are like the twin engines propelling them toward success stories. Feedback offers immediate insights, corrections, and encouragement, while performance management provides a structured approach to ensure consistency and excellence. Understanding and effectively using these tools can significantly enhance the execution of any project.

“Feedback is the breakfast of champions.” — Ken Blanchard.

Recently I was supporting a project team working on a high-impact business transformation initiative. During a mid-project review, they received feedback that their stakeholder communication was lacking clarity, causing confusion and delays. Instead of getting defensive, they took this feedback to heart. They asked for specific examples and understood that their updates were too technical for some stakeholders. They thanked the feedback givers and brainstormed ways to improve. They decided to create more user-friendly reports and hold regular briefings in plain language. The results were remarkable. Stakeholder satisfaction improved, and the project gained momentum. This experience reinforced the value of listening actively, seeking clarification, and acting on feedback.

Here’s a deeper dive into the principles of receiving feedback effectively.

Listen Actively

Imagine you’re in a project meeting, and you are offered feedback on your recent work. Your instinct might be to immediately explain your actions or to feel defensive. Instead, practice active listening. Pay close attention to what’s being said without planning your response. Active listening means fully engaging with the speaker, making eye contact, and nodding to show understanding. This not only helps you grasp the core message but also shows the feedback giver that you respect their input.

Ask for Clarification

Sometimes, feedback can be vague or general, leaving you uncertain about what exactly needs improvement. Don’t hesitate to ask for clarification. For instance, if you hear, “Your last report lacked detail,” ask for specific examples. Inquiring further might reveal that they wanted more data analysis or clearer visual aids. Understanding the precise nature of the feedback ensures you can address it effectively.

Thank the Giver

Gratitude might not be the first emotion that comes to mind when receiving feedback, but expressing thanks can create a positive environment. Thanking the giver, even for tough feedback, shows maturity and a willingness to improve. A simple “Thank you for your insights; I appreciate it” can go a long way in fostering a culture of openness and continuous improvement.

Separate Self from Work

It’s easy to conflate feedback on your work with feedback on yourself as a person. However, it’s essential to separate the two. Feedback is about improving your output or behaviour, not questioning your worth. By detaching your ego from your work, you can view feedback objectively and make the necessary adjustments without feeling personally attacked.

Reflect and Analyse

After receiving feedback, take some time to reflect. This step is crucial because not all feedback will be immediately actionable or even applicable. Analyse the feedback’s validity by considering its source and context. Reflect on whether the feedback aligns with your project goals and if it resonates with other feedback you’ve received. This introspection helps you discern valuable insights from noise.

Seek Feedback Proactively

Don’t wait for formal reviews to understand how you’re doing. Proactively seeking feedback demonstrates initiative and a commitment to excellence. Regularly ask your project team members and stakeholders for input on your performance. Questions like “How can I improve my next presentation?” or “Do you have any suggestions for this report?” show that you are invested in your professional growth and the project’s success.

Avoid Being Defensive

Defensiveness is a natural reaction, but it can hinder the feedback process. When you feel the urge to defend your actions, take a deep breath and listen instead. Understand the other person’s perspective before explaining your viewpoint. This approach not only helps you gain insights but also builds stronger relationships within the team.

Act on Feedback

Feedback is only as valuable as the actions you take based on it. If the feedback is valid and actionable, implement the necessary changes. This demonstrates your commitment to growth and continuous improvement. For example, if you’re advised to improve your time management, consider using time-blocking techniques or tools to enhance your efficiency.

Mastering the art of receiving feedback is not just about enhancing individual performance but about driving the entire project team toward success. Embrace it, learn from it, and watch as your project team thrives.