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importance_of_feedback.pptxImportance of Feedback
Diana Leek
Argosy University
Introduction
Performance management systems are importance to every organization
Designing a performance management system is only part of the process
Communication is crucial in the implementation stage
This is in relation to the feedback
Feedback ha to be timely and delivered well
Importance of communication in the performance appraisal process
Understanding of the appraisal process
Open communication and awareness
Elimination of negative outcomes
Increased confidence with the appraisal process
The performance appraisal process could be described as being somehow tense
The management is not clearly aware of the expectations of the employees and how they will receive the news. Therefore communication during this process plays an important role in the process
Giving feedback to employees is not always an easy thing to do. Negative feedback may not always be well received. These realities are counterbalanced by the necessity of honesty, (Price, Handley, Millar, & O'Donovan, 2010).
Without accurate feedback employees will not know what they need to improve and the workplace suffers. Good communication helps the employees to appreciate their flaws and work hard to improve their performance, (Price, Handley, Millar, & O'Donovan, 2010)
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Gives the employees chance for feedback
Consistency of working standards
Aiding improvement of the process
Improvement of employee performance
Good communication in the performance appraisal process allows the parties to the process in understanding the process in terms of how it work and its deliverables
The appraisal process also depends on the types of communication between the management and the employees. it gives them an opportunity to improve their performance when the feedback is delivered well
Good communication channels also allow employees to offer their feedback about the performance appraisal process giving the management an opportunity to improve the process, (Price, Handley, Millar, & O'Donovan, 2010)
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Poor Communication
The features of poor communication include:
Failure to deliver message in timely manner
Failure to pass the intended meaning
Misinterpretation of information
Poor language selection
Misunderstandings
Conflicts
Individuals with poor communication skills have difficulties expressing ideas in a way they can be understood by others.
In writing, examples include using language that requires clarification or making serious grammatical errors, (Schoop, Köhne, & Ostertag, 2010).
In speech, a common issue is neglecting the feelings and emotions of the audience
Poor communication results to a situation where the communicator and the listener are not in understanding and thus conflicts could ensue, (Schoop, Köhne, & Ostertag, 2010)
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Examples of poor communication:
Writing in language that requires clarification or with serious grammatical errors
Presenting unnecessary information in the appraisal
Poor visual expressions
Individuals with poor communication skills have difficulties expressing ideas in a way they can be understood by others. In writing, examples include using language that requires clarification or making serious grammatical errors, (Schoop, Köhne, & Ostertag, 2010).
The examples of poor communication can be noted in speech, writing, media communication and in all media of communication, (Schoop, Köhne, & Ostertag, 2010).
Situations of poor communication could lead to a lot of misunderstandings and confusion in the organization. It is important that people understand the behaviors that they should eliminate in order to avoid instances where the communication is poor.
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Quality communication
Quality communication is
Timely communication
Completeness of information
Clear and to the point
Correctness of information
Involving
Conciseness of information
The terms quality communication or effective communication have been misused over time. This is the type of communication that passes the right information from the speaker to the listener, (Schoop, Köhne, & Ostertag, 2010).
It is important that correspondents understand the factors that promote effective communication and how the same factor could hinder effective communication.
There are no insistences of misunderstandings or misinterpretation of information in that case, (Schoop, Köhne, & Ostertag, 2010).
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Examples of quality communication
Presenting the right and complete appraisal results for the right employee
Timely delivery of appraisal reports
Providing clear explanation of the appraisal results
In an increasingly globalized workplace, the ability to communicate effectively across cultures is critical. Furthermore, communication is important in the feedback process and in the performance appraisal process, (Price, Handley, Millar, & O'Donovan, 2010).
Quality communication should be timely. The performance reports should be present to the employees in time so that they can be sensible and effective, (Price, Handley, Millar, & O'Donovan, 2010)
Imagine a situation where the feedback on the performance appraisal comes a year after the appraisal. It would be difficult to make sense of the information in that case.
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Communication strategies for the feedback process
Communications strategies are avenues used to overcome poor communication
It is a concept for communication
Communication strategy seeks to foster effective communication
Every organization has a communication strategy
It is important in the appraisal process
It is important in the feedback process
Communications strategies are avenues used to overcome poor communication and encourage effective communication. these strategies are also important in the feedback process
The following is a presentation of some of the strategies for the feedback process, (Treweek, Oxman, Alderson, Bossuyt, Brandt, Brożek, & Liberati, 2013).
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Some examples of communication strategies for the feedback process include:
Paraphrasing
Language selection
Paraphrasing refers to a restatement of speech or writing that retains the basic meaning while changing the words. A paraphrase often clarifies the original statement by putting it into words that are more easily understood
It can be applied when the main feature points in a communication are identified and sated aside to give a faster understanding the whole information. It is applicable when the message being passed along is bulky, (Treweek, Oxman, Alderson, Bossuyt, Brandt, Brożek, & Liberati, 2013)
Language selection is another strategy commonly used in the feedback process. This means that the speaker selects languages that favor all the parties in the communication
For instance, when giving feedback to an employee whose first language is Spanish, the report could be prepared in Spanish to enhance understanding, (Treweek, Oxman, Alderson, Bossuyt, Brandt, Brożek, & Liberati, 2013)
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3. Advance planning
4. Asking for clarification
5. Using visual aids
Planning in advance refers to the preparation that the speaker will go in to before the actual communication starts. Advance planning involves identification of the most important aspects of the information that is being transferred.
This helps the speaker to prepare for the delivery of the information in a way that the recipient will understand. The advance planning also involves consideration of the features of the receiver to determine the best way to pass the information.
The HR manager can go through the appraisal report before presenting it to the employees to understand it and define the main points to point out and the language to use, (Treweek, Oxman, Alderson, Bossuyt, Brandt, Brożek, & Liberati, 2013).
Asking for clarification involves seeking for information from a third party to help understand the message being passed across. The presenter of information can seek clarification to understand it
During the communication, the receiver of the information can also seek clarification from the present to help in understanding the information being passed across, (Treweek, Oxman, Alderson, Bossuyt, Brandt, Brożek, & Liberati, 2013)
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6. Avoiding generalization
7. Observing empathy
8. Proper communication channel
Avoiding generalization refers to the specificity of information. During the feedback process, the speaker should avoid generalization. Take the case for an employee providing feedback on the appraisal process. He/she should speak for their case and that of the others.
They should also be speak on a specific issue without generalizing. Avoiding generalization improves the communication and enhances understanding, (Treweek, Oxman, Alderson, Bossuyt, Brandt, Brożek, & Liberati, 2013).
The proper communication channel needs to be chosen for passing the feedback. As mentioned earlier, the channel of communication is an important factor the affects the effectiveness of communication.
For instance, when giving the performance appraisal results to the employee, the manager might opt to talk to them directly. At least there should be a thought on the channel to be used depending on the situation, (Treweek, Oxman, Alderson, Bossuyt, Brandt, Brożek, & Liberati, 2013).
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Conclusion
It is important that communicators understand the features of quality communication
Every program requires a feedback
The feedback process is important in the communication process
Feedback allows for the upgrade of the program
Feedback is a process of communication and thus the communication requires to be quality
Reference
Price, M., Handley, K., Millar, J., & O'Donovan, B. (2010). Feedback: all that effort, but what is the effect?. Assessment & Evaluation in Higher Education, 35(3), 277-289.
Schoop, M., Köhne, F., & Ostertag, K. (2010). Communication quality in business negotiations. Group decision and negotiation, 19(2), 193-209.
Treweek, S., Oxman, A. D., Alderson, P., Bossuyt, P. M., Brandt, L., Brożek, J., ... & Liberati, A. (2013). Developing and evaluating communication strategies to support informed decisions and practice based on evidence (DECIDE): protocol and preliminary results. Implementation Science, 8(1), 6.
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