“The Power of Vulnerability” by Kaplan and Manchester

Many organizations do not achieve their true potential because they leave much of their power on the table. Organizations often have a culture that prevents people from bringing their full potential to the organization. While an organization could make changes to its strategy, its processes, its structure, or the members of management, one of the most straight-forward changes that can be made to grow in effectiveness is a change in culture.

This is the big idea in the book The Power of Vulnerability by Barry Kaplan and Jeffrey Manchester. The book describes the culture of many organizations that makes it unsafe to be authentic in corporate interactions. Since there is not safety in the relationships amongst the leadership team, people spend energy posturing and politicking. They do not feel the connection and freedom in which they can present and explore all of their best ideas. Instead, the members of what should be the leadership team are isolated, attempting to manage their own functional silos, hiding their internal struggles from the rest of the organization and squeezing the most they can from their individual responsibilities.

In fact, it is hard to refer to the top management group in such an organization as a team. They more resemble a functional workgroup, cooperating only to a minimal extent and only when forced. A leadership team should be highly related and reliant upon each other. This book is replete with case studies of organizations that came to the authors’ coaching practice with a fractured team and the process used to build them into a cohesive team.

“As opposed to a functional workgroup, a team is engaged and connected at every level – emotionally, physically, spiritually, and professionally.”

The first step in moving from a group of isolated managers into a team of leaders is to establish a relationship of safety and connection between all of the team members. With such a relationship, the team members can then grow in authenticity, able to share and explore with the team all of their ideas, along with personal struggles and emotions. This relationship also allows team members the setting to quickly short-circuit any interpersonal misunderstandings or struggles that should arise.

“The height of a team’s performance compared to its potential is directly related to the depth of connection among its members.”

The book presents some functional tools for building connection in the team, for effective meetings in a culture of safety and connection, and for interpersonal relationships. By no means is this development of a safe and connected culture an easy process. Rather it takes great effort to first turn around the culture and then a great deal of intentionality to maintain and continually grow this culture over time.

As with any cultural change, the leadership team must first buy in and practice the new culture. Over time this culture, with some encouragement, can grow throughout the organization.

“When the team ‘plays it safe,’ it avoids challenges and misses opportunities. Yet, when the team ‘INpowers’ itself to ‘safely play,’ the team’s authentic communications inspire emergence of enormous capacity.”

The concepts presented in this book are fundamentally about developing a highly effective corporate organization based on the idea of being fully present, fully connected, and fully authentic. Of course, these concepts are the key building blocks for any close relationship, including marriage, parenting, or close friendships. Anyone interested in developing deeper relationship will find it helpful.

Because this book outlines many of the same concepts that I emphasize in my coaching and consulting work, I naturally enjoyed it greatly. It is not a particularly easy read because of the style. It also is clearly written with the idea of gaining coaching clients, as it stops short of presenting the tools that the authors use to develop cultural change. Still I recommend this book.

Seeking and Accepting Feedback

Some years back I heard the story of a well-known minister and his response to feedback. After preaching, he would greet the members of the congregation as they exited. Of course, many of them simply offered a greeting of “Good morning” or something similar. But there would always be some who would gush about the wisdom of the sermon or the pastor’s gift of presenting. And then there would be others who were quick to point out their better understanding of the passage or the weaknesses in the pastor’s ability to explain or relate to the congregation. For both groups that offered feedback, the pastor had the same response: “Thank you!” He responded in a clear attitude of humility and gratitude both to affirmation and criticism.

As a leader we should value opportunities to receive feedback from those around us, be they peers, superiors, or subordinates on the organization chart. Feedback, whether it be affirmation or criticism, provides a different perspective. We are often blind to certain weaknesses that could use some growth, or we denigrate strengths on which we should more often capitalize. Research has demonstrated that the most effective leaders value and seek feedback. There seems to be a cause and effect relationship here. Effective leaders get to that level because they are intentionally and consistently growing. Feedback is an important tool for identifying and prioritizing our growth opportunities.

While we should value and seek it, requesting feedback is not the easiest thing to do, especially when this is a new habit that you are seeking to develop. Here are some steps that lead to effective feedback:

Lay the foundation through open dialog.Feedback is only of value when it is honest and accurate. Before someone will be willing to give you feedback, especially if that person is a subordinate, they must experience you as an open listener. They must be completely comfortable that you are able and willing to hear honest feedback without repercussions. Without a context of safety, your request for feedback will only prompt platitudes or responses that are postured to please you. Before seeking feedback, develop a culture or reputation of communication, safety, and connection.

Ask for feedback in a context of learning.Another step toward receiving honest and accurate feedback requires proper posturing of the request. When seeking feedback, first explain the purpose and motivation. To simply blurt out “I’d like some feedback” leaves the observer hanging. Instead the request should begin with something like: “I am working to improve___ and I want to learn ____. Would you be willing to provide me with some honest feedback?” An explanation of your motive behind the request reduces the risk experienced by the observer and sets the context for the feedback that you are seeking.

Ask the hard people for feedback.It’s easy to ask a friend for feedback and that can be helpful, but don’t stop there. Seek input from those that are sometimes critical or with whom you haven’t been able to build a connection. Their input might be on the growing edge and the discussion may help build the relationship.

Be ready for feedback and be an active listener.The feedback that you receive may be positive or negative. Positive feedback tells you what is going well or identifies strengths, but negative feedback identifies behaviors or traits on which you’ll need to work. Being surprised or responding defensively is the worst reaction one can have when receiving feedback—especially when it was feedback that was requested. A poor response demonstrates to the observer that you really have no interest in hearing honest feedback. When seeking feedback, you need to be ready for either the positive or the negative. In either case, the best response to feedback is generally: “Thanks. Please tell me more about that or give me some examples or suggestions for alternative behaviors so that I can better understand.” The first statement of feedback is often a general statement. The purpose of seeking feedback is to find actionable descriptions that guide your development plans. Therefore, when seeking feedback, you need to be ready to hear, explore, and understand. Summarize and use the great question, “Please tell me more.” If you sincerely seek feedback, your part is listening to understand, not explaining, defending, or judging.

Know that it is not about you.Well, it might seem to be about you, but it should be about your behavior, attitude, or words. If it feels too much about your personality or character, ask the questions that will identify the behaviors that you need to understand. Be sure to keep perspective and purpose in mind if you feel yourself ready to defend. Handle your emotions off-line. If you have a reaction to something said, you might respond with a “wow, that’s tough to hear” as long as you thank them for their candor and express your appreciation for their input. Then, find a separate place and person where you can deal with the emotions.

Take action on the feedback.If you seek feedback, take the time to process the input received, to develop a plan of action, and to actually work on growing. This may require sorting out the feedback that you hear and prioritizing the areas that will provide the greatest impact on your growth in effectiveness as a leader. There will be input that you decide to discount or ignore but be sure you are truthful with yourself. Sometimes the thing that strikes us the most identifies a blind spot with which we need to deal. But don’t ask for feedback and then ignore it or get too busy to use what you have learned about yourself. To do so devalues the provider of the feedback and communicates that we weren’t serious.

Circle back to encourage the culture.Once you have received feedback and begun a growth plan, circle back to express your appreciation to those who have provided honest and helpful responses. Perhaps offer a short description of the action that you are taking or ask them to hold you accountable and provide more feedback in the future. By doing so, you demonstrate the reality of your desire to grow and positively reinforce their willingness to provide feedback.

It is common for people around us to avoid the volunteering of feedback, either because of a fear of backlash or because they expect that we may not be interested. An effective leader seeks to grow and improve and they value other people and their opinions. Therefore, they are always open to feedback. Leaders accept feedback with humility and gratitude. Sometimes we need to “prime the pump” by seeking it out. Once we establish a reputation of positive acceptance of feedback, we may even find team members willing to volunteer comment when they see areas for growth. A leader’s ability and willingness to accept and act upon feedback from those around us helps in our growth and also in building the relationship of trust and respect that is necessary for effective leadership.

Are you receiving regular feedback from a variety of sources? How does it guide your growth and development?

Get Real!

Authenticity brings the real person.

Authenticity is defined by the Cambridge Dictionary as “the quality of being real or true.” It is also frequently defined as being genuine or worthy of belief. Of course, the opposite of being authentic is to be inauthentic, which would be false, fake, or untrue.

Authenticity is one of the most important character traits of an effective leader. Without authenticity there is a chasm between the ingenuine leader and the reality of the lives around him/her. Our ability to lead effectively is built upon a relationship of trust and respect. But the gap that results from the lack of authenticity makes it impossible to build this relationship. On the other hand, authenticity in the leader draws followers into relationship, establishing the foundation for influence and motivation.

While authenticity may be one of the most important character traits of leadership, it is also one of the most easily compromised character traits. Developing a strong level of authenticity is challenging. There are two general reasons that leaders struggle to incorporate authenticity into their character.

The first hurdle is a cultural bias against authenticity. We grow up being told to “grow up”, to “be strong”, not to show emotions, to “never let them see you sweat”, etc. We develop the perception that a leader must be a superhero, never making a mistake, never feeling pressure, always upbeat and charging forward. Being genuine is devalued in our culture, while success, achievement, and avoiding criticism are highly prized. Then, when we are in a position of leadership, we subconsciously try to play this role.

The second reason that leaders struggle with authenticity is fear. Because of fear people develop self-limiting beliefs. Their subconscious self tells them not to say something because they might be judged and found unacceptable or less than what they should be. Or they fear the perceived embarrassment of a potential failure or mistake. Because of these self-limiting beliefs, people bring less than their real selves to their leadership relationship.

What are the elements of authenticity in leadership? What does authenticity look like in practice?

Self-awareness and self-acceptance – a prerequisite for being real is first knowing what is real. Authenticity requires that the leader know themselves well and are comfortable with who they are and who they are not. This doesn’t mean that they aren’t seeking growth and change within (leaders are learners and continually seek personal growth), but it means that they don’t feel the need to hide who they are and their strengths and weaknesses.

Integrity – leaders with authenticity are very clear about their values and their thoughts and actions are consistent with their values. People around them can recognize the leader’s values by their actions. The leader with authenticity has a consistency in their actions and decsions because they are all based on clear, positive values.

Emotional awareness – a part of authenticity is emotional intelligence, especially emotional awareness and the ability to manage emotions appropriately. Leaders with authenticity do not feel the need to always hide their emotions, rather they are able to recognize and appropriately share them with those that they lead.

Thoughtful and caring – in the other half of emotional intelligence, leaders with high authenticity are strong in their awareness of the emotions of others and their ability to be appropriately empathetic. As part of this, he/she is able to listen well to others, even when there is strong emotion or disagreement.

Accepting, admitting, and learning from mistakes – an important part of being real, is understanding that we are not perfect. A leader with authenticity is always ready to admit his/her mistakes and even to take responsibility for the mistakes and failures of the team that he/she leads.

Truth and transparency – authenticity is truth. This means that the leader with authenticity is ready to speak truth and present facts and opinions without fear. The self-limiting beliefs are overcome with the ability to vulnerably speak truth.

How do we develop this high level of authenticity? Building character traits like authenticity is not like building a skill. Building character is a matter of changing on the inside. It requires understanding the current state, the desired state, the gap to be bridged, and then building practices into our lives that transform the way that we think and act to the desired state.

Without a high level of authenticity, a leader does not bring his/her real power to leadership. The fear or inability to fully bring our truth and reality leaves us separated from those we lead. Authenticity is a requirement for a strong leadership relationship.

How authentic are you? What are your challenges to becoming more authentic?

Leading from Behind

In recent years the phrase, leading from behind, has become popular. People often mention Nelson Mandela as a person who popularized this leadership concept. In his 1994 autobiography, “Long Walk to Freedom,” Mandela described his model of leadership in this way: “a leader…..is like a shepherd. He stays behind the flock, letting the most nimble go out ahead, whereupon the others follow, not realizing that all along they are being directed from behind.”

In the more traditional view of leadership, it was the leader who was out front, or in the spotlight. The leader provided direction and instruction for his/her followers. The followers dutifully (or sometimes reluctantly) waited for commands and carried them out. The leader received credit for the accomplishments of the team.

In a 2010 article in the Harvard Business Review, Dr. Linda Hill described the changing business environment and the impetus provided for changing from the traditional view of leadership to a lead from behind model. Dr. Hill cited two major drivers. First, “the psychological contract between companies and employees is changing. Among other things, people are looking for more meaning and purpose in their work lives.” She went on to say that people “increasingly expect to be valued for who they are and to be able to contribute to something larger than themselves.” They expect to receive credit for their contribution. Secondly, the article described the increasing importance of innovation in determining a firm’s competitiveness. The necessary innovation is increasingly the result of successful team effort. This team effort is most effective with a lead from behind model of leadership.

The best leaders are continually working to reproduce themselves. One of their priorities is the growth and development of their followers into effective leaders. Effective leaders are not seeking the spotlight but value each team member and their contribution.

Leading from behind is not sitting on the sidelines, watching the team from afar. It is not passive leadership. Nor is it shirking the responsibilities of leadership. Those that lead from behind are not detached from their team members.

Instead, leading from behind is active leadership but with a different mindset than the traditional view of leadership. The traits, practices, or beliefs for leading from behind include the following:

  • View leadership as a collective or collaborative effort. While one person may appear in the organizational hierarchy as the leader, leadership is shared within the team. The functional leader is intentional about developing the leadership abilities of team members and each one has the freedom to take a leadership role when their capabilities suggest doing so.
  • Actively work on team dynamics. The lead from behind leader seeks to maximize the effectiveness of the team by assuring that all members have their voice and that the team operates with respect and mutuality. The leader seeks to build the relationships within the group and to assure that no one hijacks the group.
  • Incorporate the group’s combined intelligence and talents. The combined capabilities of the team exceed the sum of the parts. The leader assures that the team draws out and adequately weighs the input of each member. The leader models the valuing the contribution of each team member.
  • Practice humility. While functionally responsible for and in charge of the group, to lead from behind requires that the leader values all of the team members and seeks to recognize and reward the team’s effort and the contribution of each member. “Humility is not thinking less of yourself, it is thinking of yourself less.” The leader’s voice is of equal weight with every team member.
  • Ask, don’t tell. To lead from behind sometimes requires that the leader draw out the input from the team members. This often means utilizing the coaching technique of asking powerful open-ended questions, rather than offering suggestions.
  • Speak last. To prevent team members from deferring to the leader’s opinions, especially in the early days of building a lead from behind environment, the leader often must withhold their input until the other team members have all weighed in with their input. It is easy for some team members to simply accept and follow the opinions of the leader.
  • Don’t confuse assertiveness with leadership. There will be times when assertiveness is required to keep the process on track, but leadership is about influence built on a relationship of trust and respect. And in the lead from behind model, team leadership is a shared function. Therefore, assertiveness must frequently be held in check.
  • Assure that the vision and goals are on target. While the moment by moment leadership is shared amongst the team, leading from behind does not mean abdicating the responsibility for keeping the team on track. If the team begins to wander off course, the leader must remind them of their goals and re-focus them.
  • Step forward in key moments. While leading from behind can be the general philosophy or model of leadership, there are certain times when the hierarchical leader must assert him- or herself. These could be instances when the team dynamic becomes unhealthy, when the team gets off course, when the sense of urgency gets lost, etc. And a general rule is that successes are attributed to the team and failures are shouldered by the leader.

To operate as a true team and maximize the synergy of thought and action, functioning as a group of equals is necessary. Leading from behind allows the functional leader to step out of his/her position of authority and operate on common ground with the rest of the team.

Are you able to effectively lead from behind? In what ways do you struggle to do so?

Focus and Choice

Business strategy is about focus and choice. Strategy answers the question, what will we choose to focus on and what will we choose not to focus on? The struggle that many organizations deal with when trying to think strategically is a fear of bypassing any business opportunity. But not every business opportunity is a good opportunity. By failing to focus, the organization spreads its limited resources too thinly. Business strategy, when defined well, forces the organization to focus its resources on the business opportunities that are expected to provide the highest leverage, generating greater returns on the investment made.

One of our early consulting projects was with a manufacturing company that had been acquired by an equity fund. The owners brought us in to help the operating company define a growth strategy. When the owners described the company, they referred to “valuable, proprietary technology.” Their description was hard to understand but on my first visit to the company’s shop floor I saw this manufacturing process. To me it seemed “proprietary” as I had never seen or heard of their process elsewhere in their industry, but it was not “valuable.” In fact, it was a legacy manufacturing process. The business had its roots as a startup serving very low volume applications. This particular process had been “valuable and proprietary” when the company was a startup and trying to grow to $5million. But they were now a $50million company tasked with doubling again in size. This legacy manufacturing process was still in use serving a small percentage of their customers and applications. While it only represented a small portion of business, it required an inordinate amount of organizational energy to keep the process running and to serve these low-volume customers. In fact, it took so much energy to serve this small segment of business that they could never find resources, especially the energy, to achieve their objective of growing to $100million. In developing a strategy for growth, they were forced to make a choice.

Business strategy defines where and how to compete. A successful strategy requires making choices about where, in other words, with which products, in which markets, for which customers, will the organization serve. It also requires choices about how to compete, in other words, at what level of pricing, with what combination of products and services or features and benefits. In order to provide this choice of particular value offering, the organization needs to make choices regarding how to produce and deliver, in other words, with what manufacturing processes, at what level of integration, at what level of quality, etc. Strategy, then, describes the choices made regarding the value offering and the customers to be served.

Many organizations struggle to make these choices. They fear that, by focusing on the highest and best opportunity, they bypass other opportunities and, therefore, miss out on sales revenue opportunities. But, by failing to focus, the organization dilutes its potential to maximize return on investment. By failing to focus, companies fail to maximize efficiencies in production and confuse the organization and the market.

On the other hand, a strategy that has made clear choices provides direction for the entire organization. The engineering function knows what the product should and should not contain. Operations can optimize their manufacturing processes. Sales and marketing can identify the right customers and communicate the right message that responds to the needs of the chosen market segment. While the organization may bypass some sales revenue, the return on sales and return on investment is maximized when the organization has a clear sense of what it is, who it serves, and how it provides value.

Does your organization’s strategy have the clarity to identify the right focus and choices?

Feedback and Character

How to Deal with Character Issues when Providing Performance Feedback

One of the most important guidelines for providing effective feedback is to focus on behavior or action and the results or effects that follow. This guideline makes feedback effective because it deals with facts that can then be examined and discussed. The result of the discussion is to identify behavior that produced positive results and encourage continued development along this line or to identify the results of behavior that is unacceptable or below standard and develop a plan of action for improvement.

How do you deal with a team member who has a character issue that is causing problems in performance? What sort of feedback do you give this person in an effort to identify and turn around the character issue? Can you simply call out the character issue, for example saying, “You are rude”?

The guideline still applies, performance feedback needs to be grounded in performance and results. Calling out the character issue directly runs the risk of creating a personal battle or devaluing the person. The best solution is to follow the guidelines for effective feedback and then use the discussion as a springboard into some character coaching.

Here is an example feedback session where there is a significant underlying character issue, one in which a team member does not value other people:

You: “I need to discuss a behavior that is causing a problem in our team meetings. I sometimes notice that you roll your eyes and sigh heavily when some of the other team members provide input. This behavior causes them to feel devalued and they stop providing input. The team is most effective when we can bring together all ideas to build the best solution and each team member needs to feel that they are a valued part of the team. Are you aware of this behavior?”

At this point you may think that you have made it clear what behavior is unacceptable and why. You need to first verify that the other person understands the behavior and that it is unacceptable. A response here might be either unawareness of the behavior or some comment about the value of other people’s ideas. Some further explanation of the behavior and the results may be required. When there is a clear understanding, it is time to move to the next step.

You: “In my experience, people are sometimes unaware of the habit of rolling their eyes, but it is generally interpreted by others as derision. Since it interferes with the functioning of the team, I am asking you to refrain from this behavior in the future. I think that we have two choices for our discussion now. In either case, the end result needs to be that you don’t roll your eyes or express your disapproval of other people’s ideas in our meetings. One choice would be to discuss your plan of action to break this habit. The second choice would be for us to have a deeper discussion of what might lie behind this behavior. There may be something deeper that produces this behavior and you might be well served in understanding and working on the deeper issue. That could involve some coaching on my part to perhaps help you understand why you roll your eyes. Which direction would you prefer for our discussion? Would you allow me to provide some coaching to help you deal with this issue?”

You have made it clear that you cannot allow this behavior to continue and that a solution needs to be defined. The choice is an action plan, skirting the character issue, or confronting it through some one-on-one coaching. Coaching about character issues should only be done with permission or when invited, so the question needs to be asked.

At this point the other person needs to decide whether he/she will simply stop the behavior (a difficult thing to do in these situations) or if they trust you enough and value the relationship enough to let you help them understand the character issue and begin work at that level. In either case, you need to be clear that the behavior needs to stop and the consequences if it does not stop.

The discussion does not end here. If they choose the route of just curbing the behavior, the two of you need to define (best to let them define with some guiding questions from you) and agree to the plan of action for improved behavior. If they allow you to help them dig into the character issue, you need to agree to a specific plan for how that coaching will take place.

Providing feedback for behaviors are fairly straightforward. If someone doesn’t meet the schedule, there are implications and an action plan for improving the ability of working to a schedule. If the quality of someone’s work is deficient, there are implications of the low quality and an action plan for improvement. On the other hand, if the behavior is a result of a character issue, an action plan addressing the behavior alone may be difficult. Yet, we cannot change someone’s character and attempting to do so would be problematic without the invitation of the person. The best route for such a problem is to build a position of trust and respect in which people are ready to allow or even invite the leader to coach them to a new goal in the area of character.

How do you deal with character issues that affect the workplace? Are you able to address them in a positive way?

The Best Bosses Are Humble Bosses

“After decades of screening potential leaders for charm and charisma, some employers are realizing they’ve been missing one of the most important traits of all: humility.” Thus begins an article by Sue Shellenbarger in an article written for The Wall Street Journal in October 2018. She goes on to say, “Humility is a core quality of leaders who inspire close teamwork, rapid learning and high performance in their teams.”

The entire article is worth a read but here are some key points:

The article cites research supporting the headline and anecdotal reports of companies that now are making the demonstration of humility a key factor in hiring or promotion decisions for leaders. Companies are using personality profiles and the interview process to judge the level of humility in candidates.

Companies with CEOs that demonstrate a high level of humility are said to develop management teams that work more effectively with each other. In general humility in leadership results in lower employee turnover and absenteeism, due to the relationships that are established.

Teams are more effective because of the relationships established. However, leaders with high humility often fly beneath the radar because they are quick to step back and give the credit to the team members. Humble leaders also are not afraid to ask for help and listen to feedback from others. They set an example that causes subordinates to do the same.

Traditional thinking often was that leaders should be charismatic, attention-seeking and persuasive. Instead, those that grab the spotlight can demotivate those around them. As the workplace increasingly moves to team-based work, the advantage of humility in leadership becomes more obvious.

See some of our articles on humility such as Humility and Leadership, Be a Better Leader by Avoiding the Arrogance Trap, and an article that describes the difference between Humility, Confidence, and Arrogance.

Five Styles of Feedback

Providing performance feedback to team members is an essential part of a leader’s task. Effective leaders are focused on the engagement and development of the people in their organization. Feedback is one of the most important tools for evaluation and communication to help individuals understand their performance and to identify and pursue growth and learning opportunities.

What does effective feedback look like? In the book, Coaching for Performance, author John Whitmore identified five levels of feedback. The following description of styles of feedback is adapted from those five levels:

Attacking Feedback – Attacking feedback, rather than addressing performance, is personal criticism. Examples would be, “You are rude!” or “Why can’t you do anything right?” This type of feedback, if we can call it that, violates all of the guidelines for effective feedback.

Judgmental Feedback – While not specifically a personal attack, judgmental feedback still has that feel of degrading the person. An example – “That report was unintelligible and worthless” The recipient doesn’t need a big leap to infer that the statement reflects directly on his/her personhood and value.

Sterile Feedback – “The report was okay, but the conclusions didn’t seem very strong” is an example of sterile feedback. It is not an attack, but it does not provide much value. Unfortunately, this is a common example of what people call feedback in the workplace today because they are afraid to step into a real discussion of performance. It doesn’t clearly identify strengths and weaknesses of performance, nor does it offer much guidance for growth and improvement.

Ownership-Oriented Feedback – Ownership-oriented feedback leaves the ball in the other person’s court. “I looked at the brochure that you just finished. What do you think about it?” Any conversation that follows is not likely to focus on any issues of performance or lead to a quality discussion of opportunities for improvement. It would be an unusual person who would identify weaknesses in his own product and seek a discussion for growth.

Growth-Oriented Feedback – Growth-oriented feedback is, of course, the best type of feedback. The purpose for feedback is not to look at the past but, rather, to use past performance as a basis for defining action for a better future. Quality feedback might sound like this example: “Now that your report is finished, can we look at it together? What is the purpose of the report? How well did you address that purpose? What was the process used to develop the report and would you do anything differently? What comments have you received and would any of them change the way you developed or presented the report, if you were to do it again?” The questions used in the discussion are driven by the leader’s perception of areas for potential growth. Quality-oriented feedback is targeted to find the opportunities for growth and development and the result is an action plan to move forward.

In another article we presented ten guidelines for effective feedback. Effective feedback should include specific examples of behavior, either positive or negative, and the effects that were the results of the behavior. From the discussion of the behavior and the results, a coaching discussion should draw out a plan to build on positive behavior or to correct negative behavior for the future. Feedback builds on an analysis of performance to identify and pursue growth opportunities.

Which style of feedback do you most frequently use? What skills do you need to develop in order to consistently give growth-oriented feedback?

Ten Tips for Effective Feedback

Feedback is essential for the success of any organization. One of the goals of an effective leader is assisting his/her team members to grow and succeed. Providing feedback is an important tool for guiding people as they seek to improve performance and develop new skills or behaviors.

In a previous article we discussed four choices for feedback and made the point that positive feedback and corrective feedback were important tools for helping team members grow. Another article on feedback identifies five styles and made the case that we should seek to provide growth-oriented feedback.

Some people shy away from giving feedback. They might not understand the benefit of providing positive feedback, so they deem it unnecessary. Providing corrective or constructive feedback is sometimes difficult, especially for those that haven’t honed their skills for doing so. Effective leaders understand the benefit of liberally providing both positive and corrective feedback. Positive feedback demonstrates appreciation for the effort and value for the person. Corrective feedback, when done well, demonstrates the desire to help the team member to grow.

Here are ten tips on giving effective feedback:

  • Focus on performance, not the personality.Feedback should always be given in reference to specific actions or behaviors. We are either expressing appreciation for an action and the resulting benefit in positive feedback or we are discussing an action or behavior that we want to see improved. “You’re so smart” is not nearly as valuable as “I really appreciated the way that you helped the team come to that conclusion.” With the latter feedback the person understands the action and the benefit to the team. Regarding corrective feedback, a statement such as “The project was not delivered on time, which resulted in a big cost penalty from our customer” can lead to a discussion of reasons and corrective action. “You really messed up that project, as usual” is likely to prompt a defensive argument.
  • Emphasize facts, not feelings. “We have received seven complaints about missed deliveries” has more value than “You really disappoint me.” Facts verify the reality behind the discussion and, again, keep the discussion from becoming a personal matter.
  • Focus on the individual effort.Often the workplace includes team efforts. If the feedback is about the team’s results, the discussion needs to include the team. If the feedback is for an individual on the team, the discussion needs to focus on that person’s specific actions or his/her specific contribution to the team’s effort. Unless there is evidence that one person single-handedly impacted the team’s results, it is unfair and disheartening to be confronted with the team’s performance.
  • Feedback is best served warm.In other words, provide feedback as soon as possible after (or even during) the activity. The longer the time gap between the action and the feedback, the harder it will be for the recipient to tie the two together. The impact or benefit of the feedback is much reduced if the person has difficulty in recalling all of the facts regarding the action due to lapsed time.
  • Be clear, direct, and specific.A discussion that is focused on specific action or behavior and the specific results leads to a more productive analysis of the cause and a better definition of the specific action plan required to improve. Speaking in generalities ends with little understanding and minimal impact on the future. Feedback takes time to have value.
  • Focus on the fix.The goal of feedback is not to criticize a person or to gather a history. The goal is to help the recipient to grow and improve. The discussion of the situation or the past history is just to establish the need for an action plan. Therefore, the discussion should be weighted in favor of the future, with positive expectations for improvement and growth.
  • Use your words wisely.Feedback should be a respectful, professional discussion aimed at producing a positive outcome. Our language and behavior should be in line with this objective. Better to use the word “I” in demonstrating the impact and refrain from using the word “you”, which can sound judgmental of the person rather than the behavior.
  • Provide feedback in digestible doses.If we expect our feedback to have an impact on future performance, it is better for the recipient to walk away with one action plan regarding one issue. Storing up several items for discussion results in a confusing mess for the recipient to sort out after the discussion.
  • Make it a two-way conversation.With a goal of developing an action plan for improved performance, the feedback session needs to be a dialogue, not a monologue. People are more likely to implement an action plan that they have developed than one that is forced upon them. Therefore, once the issue has been identified and agreed upon, the feedback discussion works best when the leader moves to a coaching role, helping the recipient identify and own the cause of the problem and the action plan for improvement. It goes without saying that feedback is done best face-to-face or at least person-to-person, never via text, email, or letter.
  • Balance negative or corrective feedback with praise or positive feedback.People respond more strongly to negative statements than to positive statements. That’s why relationships are stronger when positive statements outweigh negative statements by a factor of 5:1 or even 8:1. Even when giving corrective feedback, the leader should find some positive things to say about the other person, the part of the process that was done correctly, a belief in their ability to improve, etc. When a person only hears negative comments or criticism from a boss, they lose heart and look for the door.

When done well, both positive feedback and corrective feedback can feel like positive interaction that is beneficial to the recipient and result in growth and improved performance. Done well, they both identify the behavior that is valued and expected. And move show the value that the leader places upon the team member and the desire to assist in building their future.

(If you found this article helpful, you may also enjoy a similar article in another blog that I write.)

Are you consistently providing effective feedback to your team members?

Gremlins

Since I am writing this on the morning of Halloween, I thought it appropriate to think about gremlins. Not the gremlins that are children dressed in costumes or the gremlins that are decorations in the neighbors’ yards. The gremlins that we are going to address here are our inner gremlins, often called saboteurs, judges, or the judging or defeating voice. A more proper name is our critical inner voice or, more simply, either the inner critic or the critical voice.

The critical voice is that subconscious voice that causes self-doubt and undermines self-confidence. It can produce feelings of shame, deficiency, low self-esteem, and depression. At the most inopportune times it whispers things like “you’re not good enough”, “you’re lazy”, “people don’t like you” or other such messages. Actually, when we hear the critical voice it usually speaks in the first person, as if you are telling yourself “I’m not good enough.” Most people have a critical voice that tells them these demeaning and defeating thoughts. Some people barely or infrequently hear their critical voice. For these people, the critical voice causes some stress and uneasiness. For other people, the critical voice is loud and incessant. When the critical voice seriously interferes with a healthy life, professional help may be required.

In his book, The Soul of Shame, author Dr. Curt Thompson labels the critical voice as shame. He attributes it to evil that is seeking to defeat us, attempting to keep us from becoming who we were created to be and accomplishing what we are called to accomplish.

While we may all hear our own critical voice, the origin of the voice is unique for each individual. Most often the critical voice is the result of internalizing a message that we heard repeatedly or in a stressful situation somewhere in our past. Perhaps the most common source is a message that we picked up in our family of origin from either parents or siblings. It might also have originated with a former boss or a person with whom we were in relationship.

The critical voice frequently shows up in stressful situations or perhaps it is the cause of the stress. For example, you are ready to walk into a meeting to give an important presentation and the critical voice says “I am never good enough. The board won’t accept my proposal.” Or you are on your way to a social gathering and the critical voice says “I am so shy. I am always embarrassed in these sorts of gatherings.” The result is an extra dose of stress in our life or perhaps even worse. Maybe it keeps us from pursuing that job opportunity or building relationships.

If your critical voice is causing stress or limiting your effectiveness, how do you overcome it? There are lots of suggested means of overcoming the effect of a critical voice. Most of them involve either quieting or embracing the inner voice. Here are some steps that are frequently helpful in quieting the critical voice:

  1. Recognize that the critical voice is a universal issue. You are not the only person that struggles against it.
  2. Understand what the voice is saying and its origin. When do you hear it and what is the message that it delivers? Where did that message first come into your life?
  3. Understand the truth or the lie that is in the critical voice. There may be a kernel of truth but, by definition, the critical voice is telling you a lie about yourself. Dig into the message and identify the lie.
  4. Understand the real truth about yourself that counters the message of the critical voice. This is an exercise in self-awareness. Once you understand the critical voice’s message, you can explore the reality of how you have been gifted, the education and experience you possess, the many instances in which you have proven the critical voice wrong, etc. Gather the evidence and know the message of truth about yourself.
  5. Understand when you typically hear the critical voice and watch for it. By its nature, the critical voice is a barely recognizable whisper that shows up in specific settings. By becoming aware of those times when it shows up, you can be prepared to identify and conquer it.
  6. Watch for the critical voice and be ready to correct or over-ride it with the truth. By identifying the critical voice as a lie and presenting the truth to yourself, over time you can quiet it and reduce the impact that it has in your life.

We all have a gremlin or critical voice that can keep us from achieving our full potential. If we recognize the voice and quiet it, the critical voice loses its power over us.

What does your gremlin or critical voice tell you? How loud is it and what are you doing to quiet it?