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How To Write Effective Feedback Comments - Overview

This document provides guidance on how to train people to write effective feedback comments. It includes a lesson plan, script, PowerPoint slides, and practice exercise. The training teaches participants to begin comments with specific positive observations about observed behaviors. They are then instructed to describe the impact of behaviors and provide suggestions for improvement, while also giving encouragement. Examples of both appropriate and inappropriate comments are provided to demonstrate these best practices for providing feedback that will help others improve.

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Syed Yasir Hussain
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88 views6 pages

How To Write Effective Feedback Comments - Overview

This document provides guidance on how to train people to write effective feedback comments. It includes a lesson plan, script, PowerPoint slides, and practice exercise. The training teaches participants to begin comments with specific positive observations about observed behaviors. They are then instructed to describe the impact of behaviors and provide suggestions for improvement, while also giving encouragement. Examples of both appropriate and inappropriate comments are provided to demonstrate these best practices for providing feedback that will help others improve.

Uploaded by

Syed Yasir Hussain
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as RTF, PDF, TXT or read online on Scribd
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How to Write Effective Feedback Comments Overview

If feedback providers are given the opportunity to enter written comments along with ratings, they
need to understand how to write appropriate comments both positive and constructive.

To support a brief training session, this section gives you a lesson plan, script, PowerPoint file
and practice exercise for preparing people to write effective feedback comments. This lesson plan
can be presented as part of the Orientation Briefing or as a separate training session.

1
How to Write Effective Feedback Comments Outline
Objective: To help people learn and practice writing appropriate comments both positive and
constructive.

Time: 1 hour

Equipment:
Computer and projection system
Screen

PowerPoint images: [WritingComments.ppt]


Your Feedback Will Help
Effective Feedback
Inappropriate Comments
Appropriate Comment Positive Feedback
Appropriate Comment Constructive Feedback

Handouts:
"How to Write Effective Feedback Comments" worksheet
"Feedback Exercise" worksheet

Process:
Notify participants of the time and place for the meeting.
Study the outline, script and Power Point image.
Decide how you will cover the material.

Outline:
1. Introduce feedback.
2. Explain steps for giving feedback.
3. Show examples.
4. Assign feedback exercise.

2
How to Write Effective Feedback Comments Script
In this section, you will find a suggested script for teaching people how to give effective feedback.
You can modify the text of the script and the Power Point images to fit the needs of your
audience.

1. Introduce the concept of giving effective feedback. [PPT slide: "Your Feedback Will Help"]

Explain what effective feedback is and why its important to the assessment process.

SCRlPT: Feedback is information we give to others in response to something they have said
or done. It reflects our thought and feeling reaction to their behavior and describes its impact
on us. Feedback can be positive or constructive.

All too often, people dont see themselves the way others see them. If they are to appreciate
the consequences of their actions in the workplace, theyll need specific, objective feedback.

Positive feedback describes something a person has said or done that we are pleased about.
It may involve giving praise or recognition to someone who has performed well.

Constructive feedback addresses something a person has said or done that is causing
problems in the workplace.

When giving formal feedback, a rating is helpful, but it almost never tells the whole story.
People may agree with the rating, but they may not understand what to do about it. They may
not know what to do differently.

Whether you enter positive or constructive comments, the purpose is to give people more
information about how their performance affects others. Its important that your comments
help the individuals understand the reason for their high or low rating.

2. Explain steps for giving effective feedback. [5 PPT slides: "Effective Feedback"]

Distribute the handout "How to Give Effective Feedback Comments."

Explain what respondents should include when entering comments on their assessment.
SCRIPT: It isnt easy to change a pattern of workplace behavior. It all starts with feedback.
People dont see themselves the way others see them. So they need a mirror held up to them.
Your feedback is that mirror. Your feedback will consist of both ratings and comments. Your
opinions are both trusted and valued because you have worked closely with the individual,
and we know you want this individual to improve certain aspects of behavior.
The purpose of this session is to help you write comments that get the desired results.
Consider including five kinds of information when you write comments. Your comment could
include many or all of these elements.

1) Begin with a positive comment.


People want to know you appreciate the good things they do.
You want your feedback to be balanced not all negative.

2) Describe the behavior you observed.


Focus on the behavior, not the person.
Be specific about what the person has done or not done.
Avoid judging the person's motives or intentions.
Avoid vague, broad or absolute statements, such as "You never.." or "You always..."
Avoid emotional or hurtful language, such as "Ill never forgive you for the time that you..."

3
3) Explain the impact of the behavior on you and others.
Describe how the behavior has affected you and others.
Explain why it has become a problem.

4) State what you would like the person to do differently in the future.
Describe specifically what youd like the person to do or stop doing in the future.

5) Give encouragement.
Affirm the persons abilities and your confidence that they can do whats expected.

3. Show examples. [PPT slide: "Inappropriate Comments"]

Show examples of inappropriate comments.


Ask the group to evaluate what makes these comments less effective, based on the
guidelines.

Show examples of appropriate positive and constructive comments. [PPT slides:


"Appropriate Comment Positive and "Appropriate Comment Constructive]
Ask the group to evaluate what makes these comments effective, based on the guidelines.

4. Distribute the handout "Feedback Exercise."


Ask participants to complete the exercise on their own first.

Next, ask for volunteers to share what they wrote. Ask the rest of the group to evaluate each
others feedback, based on the guidelines.

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How to Write Effective Feedback Comments
Consider this framework when you give positive or constructive feedback:

1. Begin with a positive observation.


Describe related behavior that has been helpful or positive.
Reassure the person that youve noticed the good along with the issues.
Give balance to your feedback.

2. Describe the behavior you observed.


Focus on the behavior, not the person.
Be specific about the behavior what the person has done or not done.
Avoid judging the person's motives or intentions.
Avoid vague, broad or absolute statements, such as "You never..." or "You always...
Avoid emotional or hurtful language, such as "Why on earth did you... or Youre such
a

3. Explain the impact of the behavior.


How it affects you or others.
Why the behavior has become a problem (if constructive).

4. Describe the desired behavior.


What you need or expect.
What youd like the person to do differently in the future.

5. Give encouragement.
Affirm the strengths of the individual.
Express confidence in the persons ability to succeed.

5
Feedback Exercise
Read the two scenarios below, which describe the behavior of a coworker. In the space provided,
jot down the feedback comments that you might write if you were rating this individual. Use the
guidelines outlined in "How to Write Effective Feedback Comments."

1. For the past two months, this person has been coming in early and staying late to help your
group meet a deadline for a major project.

2. You have noticed that this person has been impersonal, impatient and somewhat rude when
answering the phone. You are concerned that your office will get a bad reputation.

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