Why Feedback Matters in the Workplace

Feedback plays a pivotal role in driving performance, engagement, and overall company culture. Employees who receive regular, meaningful feedback are 3.6 times more likely to be engaged at work, according to Gallup. On the flip side, lack of feedback often leads to disengagement, frustration, and higher turnover rates. A Harvard Business Review study also shows that 72% of employees believe performance would improve with more constructive feedback.

Choosing the right payroll vendor is about more than just features—it's about ensuring the satisfaction and engagement of your most important assets: your employees. Thorough research and asking the right questions are essential before making your final choice.

Providing feedback isn’t just a task—it’s a leadership tool for fostering accountability, development, and motivation.

When to share feedback?

How to do it right?

Delivering immediate feedback is crucial

Post-milestone feedback

Annual and quarterly reviews

Be specific and actionable

Focus on behavior

Follow up for progress

Software details

KEY CONSIDERATIONS

When Should You Share Feedback?

The timing of feedback makes all the difference. Here’s when feedback should be delivered:

In-the-Moment Corrections

Delivering immediate feedback is crucial to prevent mistakes from becoming ingrained.

Example

Scenario: A payroll processor accidentally misclassified employee overtime.

Solution: "Hey Alex, I noticed that overtime hours for Amanda were classified incorrectly. Let’s walk through how it’s calculated to avoid this next time."

Pro Tip: Corrective feedback given promptly ensures the behavior is adjusted while it’s still fresh, and it helps prevent further issues.

During Routine Check-ins (One-on-Ones)

Delivering immediate feedback is crucial to prevent mistakes from becoming ingrained.

Example

Scenario: In a bi-weekly one-on-one, a manager notices that a team member is struggling with meeting deadlines. Solution: "In our last few projects, we’ve seen some delays. Let’s talk through what’s causing those and brainstorm some ways to get things back on track."

Pro Tip: These check-ins also provide an opportunity for the employee to share any blockers they may be facing, fostering open communication.

After Key Milestones

Post-milestone feedback helps the employee reflect on their efforts and build on successes.

Example

Scenario: After the successful launch of a new payroll policy.

Solution: “The way you handled the new policy rollout was fantastic. Your attention to detail ensured the transition was smooth. Let’s capture any learnings to make the next one even better."

Pro Tip: Use milestone feedback to not only celebrate achievements but also uncover lessons for future improvements.

Annual and Quarterly Reviews

Performance reviews offer a more structured approach to feedback, focusing on long-term development and future goals.

Example

Scenario: During a year-end review, a manager notices both strengths and areas of improvement.

Solution: "This year, you’ve really shone in your collaboration with the team, and we’d love to see you take on more leadership roles next quarter. One area to focus on is refining your time management skills to meet tighter deadlines."

Pro Tip: Use milestone feedback to not only celebrate achievements but also uncover lessons for future improvements.

KEY CONSIDERATIONS

Ready to Give Feedback? Here’s How to Do It Right

Be Specific and Actionable

Vague feedback leaves room for misinterpretation. The more specific you are, the clearer the path to improvement.

Example

Scenario: “Great job,”

Solution: “Your presentation was well-prepared, concise, and kept the audience engaged throughout. I particularly liked how you used real-world examples to highlight key points.”

Why it Matters: It gives employees clear insights into what exactly they did right, reinforcing positive behavior.

Focus on Behavior, Not the Person

Avoid labeling employees with personal traits that may feel like attacks. Keep your feedback focused on the behavior or outcome.

Example

Instead of: “You’re always careless.”

Say: “I noticed the report had a few missed data points. Let’s talk about ways to improve accuracy moving forward.”

Why it Matters: It gives employees clear insights into what exactly they did right, reinforcing positive behavior.

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Follow Up for Progress

Feedback isn’t a one-off event. Make sure to check in to track improvements and offer further guidance where needed.

Example

After providing feedback on meeting punctuality, follow up a few weeks later:
“I’ve noticed you’ve been joining meetings on time—great job. Let’s keep this momentum going!”

Why it Matters: Following up reinforces accountability and encourages consistent growth.

Use a Feedback Framework

A structured framework can make feedback more effective.

Example

Follow the SBI Model (Situation-Behavior-Impact)

Situation: “In yesterday’s client meeting...”

Behavior: “...I noticed you interrupted the client several times.”

Impact: “This gave the impression that we weren’t fully listening to their concerns.”

Why it Matters: This framework ensures feedback is clear, specific,and impactful.

Balance Positive and Constructive Feedback

Employees thrive in environments where feedback feels balanced. If your feedback is solely critical, it may demotivate the employee.

Example

"Your collaboration on this project has been excellent. One thing to work on is sharing status updates more frequently to keep the team aligned.”

Why it Matters: Balanced feedback promotes growth while
maintaining motivation.

Provide Feedback in Private When Needed

Deliver constructive feedback in a setting where the employee feels comfortable, ensuring it’s not undermining or embarrassing. Save public praise for accomplishments.

Why it Matters: Balanced feedback promotes growth while
maintaining motivation.

Encourage Two-Way Conversations

Invite employees to share their perspective after giving feedback. This makes the feedback feel collaborative and opens room for self-reflection.

Example

“I’ve shared my thoughts, but I’d love to hear your take on this situation. How do you think we can improve?”

Why it Matters: It fosters open communication and helps uncover issues or solutions you might have missed.

Time Your Feedback Wisely

Timing is everything—delivering feedback too late reduces its impact. Provide it while the situation is still relevant.

Why it Matters: Timely feedback ensures the issue is still fresh, making
it more effective.

Incorporating these practices ensures feedback sessions are productive, actionable, and aligned with both the employee’s and the organization’s goals. This helps create a continuous feedback loop, fostering growth and positive work culture.

Pro Tip: Make feedback a conversation, not a monologue. Ask the employee for their thoughts on the situation—this promotes mutual understanding and engagement. For example, after sharing your observations, follow up with, “What’s your take on this? Do you see any challenges I might not be aware of?” This helps the employee feel heard and involved in the process, fostering ownership of the outcome.

Bonus: Always close with a positive or forward-looking note—“I’m confident you’ll improve this, and I’m here to support you.” This boosts morale and frames feedback as an opportunity for growth.

Nail Your Next Feedback Session with Our Employee Feedback Template

Click here to download our carefully crafted template designed to help you deliver effective and meaningful feedback to your employees.

Employee Feedback Best Practices Template

What	Instructions	Give it a try
Employee Name	[Insert Employee’s Name]
Date	[Insert Date]
Manager/Supervisor	[Insert Your Name]
Subject	[Brief Summary of Feedback Topic]
Situation	Describe the specific situation where the behavior occurred to provide context. • Example: "During the team presentation on [project or date], we had a discussion about new workflow ideas."
Behavior	State the observable behavior you’re providing feedback on, without making it personal. • Example: "I noticed that you provided detailed insights on the challenges the team faced, but a few action items were not addressed."
Impact	Explain the effect this behavior had on the team, project, or organization. • Example: "Your insights were valuable, but the missing action points led to some confusion in next steps, delaying our timeline slightly."
Suggested Action/Improvement	Offer specific and actionable suggestions to guide improvement. • Example: "Moving forward, let’s ensure each meeting ends with clear action items. One idea could be assigning a note-taker to capture them in real time."
Positive Reinforcement	Acknowledge what the employee did well and encourage continued behavior. • Example: "I really appreciated your proactive approach during the discussion. Your input sparked valuable ideas—keep it up!"
Follow-Up Plan	Agree on how and when progress will be reviewed to track improvement. • Example: "Let’s touch base in our next one-on-one to see how this approach worked for the next team meeting."
Additional Notes

Ready to Put Feedback into Action?

Use this email template to follow up effectively and keep the momentum going after your feedback session.

Subject: Feedback Session Follow-up and Action Plan

Dear [Employee's Name],Thank you for taking the time for our recent feedback session. I’m committed to working together to support your growth and success. Below is a summary of the key points we covered, along with specific next steps to guide us moving forward. Key Highlights from Our Conversation:

Key Highlights from Our Conversation:

What’s Going Well: [Provide specific examples of positive performance, e.g., “Your presentation during the team meeting was clear, concise, and engaging.”]
Areas for Improvement: [Mention the specific feedback given, e.g., “Timely completion of reports is critical, so let’s work on meeting deadlines consistently.”]

Actionable Next Steps:

[Action Item #1] – [e.g., Develop a time management strategy to prioritize tasks more effectively.]
[Action Item #2] – [e.g., Continue leading team projects with a focus on clear communication.]
Follow-up Check-in: [Suggest a timeline for a follow-up meeting to assess progress.]

Feedback is a Two-Way Street:

I also welcome any feedback you have for me. If there’s anything I can do differently to support you, please don’t hesitate to share.Thank you for your commitment and efforts. I’m confident that with these steps, we’ll continue to grow and achieve our goals together.

Best regards,

[Your Name]

[Your Position]

Annual Feedback Form Template

Looking for a professional employee evaluation feedback template? Click below to download the PDF version of the Annual Employee Feedback Form

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Download Feedback form

Delivering feedback

What to Avoid When Delivering Feedback: Compliance and Best Practices

Effective feedback requires careful thought, tact, and an understanding of compliance requirements. Some things are better left unsaid, and others need to be handled with caution.

Here’s what to avoid when giving feedback, along with a straight forward No's Checklist to help you stay on the right track.

Checklist of Don'ts in Feedback Delivery

❌ Avoid Emotional or Reactive Feedback

Example: A manager is frustrated with an employee for missing a deadline and sends an angry email saying, "You always mess things up!"
Why It’s Wrong: Emotional feedback clouds objectivity and damages trust. Instead, take time to cool off before delivering feedback.

❌ Don’t Give Feedback in Public

Example: Correcting an employee’s mistake in front of the whole team: "Did you seriously not know how to handle this?"
Why It’s Wrong: Public criticism can humiliate employees and lower morale. Sensitive feedback should always be delivered privately.

❌ Avoid Vague Feedback

Example: Saying, "You need to improve your performance," without providing specific actions.
Why It’s Wrong: Employees won’t know what to work on without clear, actionable insights. Instead, say, "Let’s focus on improving your response time in client emails."

❌ Don’t Focus on Personality Traits

Example: Saying, "You're lazy," rather than focusing on behavior: "I noticed that you didn’t complete your tasks this week."
Why It’s Wrong: Feedback should address actions, not personal attributes. Attacking someone’s character can lead to defensiveness and resentment.

Checklist of Don'ts in Feedback Delivery

Ensuring that your feedback complies with labor laws and company policies is essential.

❌ Avoid Feedback that Violates Anti-Discrimination Laws

Example: Saying, "We didn’t assign you this task because it seems too challenging for your age."
Why It’s Wrong: Feedback that references protected characteristics (like age, gender, race) can lead to discrimination claims.

❌ Don't Bring Up Personal or Health Issues Unrelated to Performance

Example: "I noticed you’ve been taking a lot of sick days; are you okay?"
Why It’s Wrong: Health inquiries could violate privacy laws. Focus only on the impact of the absence on performance, not personal health details.

❌ Don’t Forget to Document Feedback Sessions

Example: A manager delivers verbal feedback but doesn’t record it. When a performance issue escalates, there's no record of prior warnings.
Why It’s Wrong: Documentation helps protect both the organization and the employee, providing a clear record of feedback and actions taken.

❌ Avoid Overloading with Too Much Feedback at Once

Example: Delivering a list of 10 issues all at once: "Here are all the things that need fixing..."
Why It’s Wrong: Employees may feel overwhelmed. Focus on 1-3 key areas at a time to encourage improvement.

By avoiding these pitfalls, you’ll create a safe environment for feedback and ensure that your message is constructive, actionable, and compliant.

Pro Tip: When in doubt, pause and ask yourself, “Is this feedback constructive, respectful, and aligned with company policy?” Thoughtful delivery builds trust and fosters a positive work environment.

TWO-WAY DIALOGUE

From Feedback to Progress: Navigating Employee Reactions and Encouraging Two-Way Dialogue

Now that your employee has received feedback, it’s essential to know what to expect next—and how to foster meaningful two-way communication. Here’s a breakdown of acceptable reactions, red flags to watch out for, and actionable strategies to encourage employees to provide their own feedback.

What to Expect: Acceptable Employee Reactions

After feedback, the following behaviors demonstrate that the employee is processing the input constructively:

✅ Acknowledgment: They recognize the feedback and express understanding, even if they don’t fully agree.

✅ Clarification Requests: They ask follow-up questions to understand the feedback better.

✅ Commitment to Improvement: They outline steps they’ll take to work on the areas discussed.

✅ Honest Reflection: They share their thoughts on what might have contributed to the issue and how they can improve.

TWO-WAY DIALOGUE

🚩 Red Flags: Handling Unacceptable Reactions

Not all feedback sessions go smoothly. Here are reactions to watch for and how to handle them:

Shifting Blame: "It wasn’t my fault—it was [another person’s] responsibility."

How to Handle: Redirect the focus to the employee’s role, asking, “What could you have done differently in that situation?” Encourage personal accountability to drive constructive conversations.

Minimizing the Issue: "It’s not that big of a deal."

Avoidance or Excuse-Making: “I had no time to get to it."

How to Handle: Encourage problem-solving by asking, “What steps could we take to manage your workload better so this doesn’t happen again?” Offer support but reinforce that accountability is necessary.

Over-Apologizing Without Action: "I’m really sorry; it won’t happen again!" (with no follow-through).

How to Handle: Thank them for the apology, but ask for concrete steps they will take to improve. Follow up to ensure actions align with their words.

Passive-Aggressiveness: “Sure, I’ll do it… if that’s what you want.”

How to Handle: Address this directly by saying, “I noticed that you seem hesitant—can we talk about what’s holding you back?” Creating space for open conversation can reveal deeper concerns.

Complete Withdrawal: Employee becomes quiet or disengaged after feedback.

How to Handle: Check in with them privately and ask how they’re feeling. Sometimes employees need time to process feedback, but it’s crucial to re-engage and ensure they feel supported.

Encouraging Two-
Way Feedback

A feedback conversation is most effective when it’s a two-way street. Make space for employees to share their insights. Ask questions like:

“Is there anything you’d like me to do differently as your manager?”
“What challenges are you facing that I may not be aware of?”
“Do you feel you have the tools and support needed to succeed?”

This approach shows that you value their input and are committed to continuous improvement—for both them and the organization.

TWO-WAY DIALOGUE

Glossary of Feedback-Related Terms in the Workplace

This glossary covers essential terms that reflect current trends and best practices in employee feedback. Use this as a reference to understand the various feedback strategies and how they contribute to performance, engagement, and workplace culture.

Employee Feedback Loop

A continuous exchange of feedback between employees and managers that ensures alignment and improvement over time. This method encourages an open dialogue where feedback is not just one-sided but flows both ways.

Constructive Feedback

Balanced feedback that acknowledges strengths while providing actionable recommendations for improvement.
Example: “Your presentation was clear, but adding more visuals could make it even more engaging.”

360-Degree Feedback

A comprehensive evaluation method where employees receive feedback from peers, subordinates, and supervisors. This well-rounded feedback helps identify both strengths and blind spots.

Performance Feedback

Specific input related to an employee’s performance, often shared during annual or quarterly reviews. It typically focuses on meeting goals, productivity, and work quality.

Real-Time Feedback

Instant feedback provided immediately after an event or task, allowing employees to adjust their actions promptly. This approach is becoming popular for improving employee performance continuously without waiting for formal reviews.

Anonymous Feedback

Feedback provided confidentially to encourage honest input from employees without fear of repercussions. This is often used in surveys to identify workplace issues and gather suggestions.

Employee Engagement Feedback

Feedback that focuses on understanding employee satisfaction, morale, and motivation. This type of feedback helps managers gauge overall engagement and identify ways to improve the work environment.

Feedback Best Practices

Guidelines for delivering effective feedback, including specificity, timeliness, and focusing on behaviors rather than personal traits. Structured frameworks like the SBI model (Situation-Behavior-Impact) are often recommended.

Positive Reinforcement

Acknowledging and rewarding positive behaviors to encourage their continuation. This type of feedback boosts morale and motivates employees.Example: "Great job handling that difficult client; your patience made a huge difference."

Survey Tools for Feedback

Software solutions used to collect feedback from employees systematically. Examples include engagement surveys, pulse surveys, and 360-degree feedback tools.

Positive vs. Negative Feedback

Both types of feedback are crucial in the workplace. Positive feedback reinforces good behavior, while negative (or corrective) feedback points out areas for improvement in a constructive way.

Follow-Up Feedback

The act of checking in after initial feedback to assess progress and offer additional support. Consistent follow-ups ensure accountability and show employees that their efforts are being recognized.

Legal Compliance in Feedback

Feedback must comply with employment laws, avoiding discrimination or unfair treatment. Managers should be cautious about what they say during feedback to prevent legal issues.

Closing Thought: Cultivating a Culture of Continuous Feedback

At the end of the day, feedback isn't just about identifying areas for improvement—it's about building trust, fostering growth, and creating a thriving workplace. When leaders offer feedback effectively and employees feel safe providing their insights, a true two-way conversation emerges, strengthening both individual and team performance. We encourage you to apply the strategies shared in this guide, experiment with the templates, and develop a culture where feedback flows freely. This is your opportunity to create an environment where every conversation drives progress and every piece of feedback becomes a stepping stone toward success. Thank you for trusting Brand’s Payroll as your partner in this journey toward better communication, higher engagement, and long-term success. Let’s keep the feedback conversation going—because your people are your greatest asset, and every bit of feedback counts.