Don't let issues brew into a crisis

It is not smart or efficient to let a minor issue escalate into a problem that can risk your job. The one way to handle this situation early is to have a clear and steady channel in place for giving and receiving feedback. This way of addressing issues openly doesn't have to be as formal as performance appraisals, but it has to be acceptable and available on a two-way basis.

Yes, it is easier said than done; an exchange of views is often awkward and many may avoid it at any price for fear of unnecessary confrontation or loss of popularity. However, one point in everyone's interest in establishing this feedback channel is to build a healthy working environment in which everyone thrives without fearing that an overlooked problem is brewing into a crisis.

If you feel that you lack this type of effective interaction with your boss and are often unaware of whether your performance is satisfactory or not, here are a few tips on how to solicit feedback:

Ask specific questions

On a day-to-day basis you may be performing only your usual job duties, which — when done correctly — may not attract special attention from your supervisor. In this case, silence can be taken positively. However, if you are concerned about a particular task, make a clear query to your boss and ask for feedback. It is also worth checking after you have just completed a major project or a task, or if you think there was room for improvement but you cannot pin down what could have been done differently. Be specific regarding your inquiry and the reason you are requesting the feedback.

Clear directions

If your supervisor isn't a strong communicator or you are agitated, the message might be lost. Whenever you receive verbal or written feedback — be it positive or negative — make sure you fully understand its content. The most productive way is to remain calm, focus on the core points and ask for clarifications and examples before jumping to conclusions. If you've a clear picture in your head of what you got right or what you messed up, you can count it as a positive experience.

Don't be defensive

When you put effort in soliciting feedback, you are naturally expecting some approval. However, you need to be open to hear about shortcomings as well without jumping on the defensive. Constructive criticism may bring up both the good and the bad, and you should be thankful for both. Even if you disagree with some points, listen carefully, avoid arguing on the spot and ask for a follow-up meeting. Take your time between the two meetings to look objectively into the points of concern. If you find them valid, work out practical solutions along with timelines and actions to address them. If you are not convinced of their claims, use the follow-up meeting to logically present your counter-arguments. In either case, the concerns should be clearly sorted out and you should work with your supervisor on a method to track your performance and progress.

Find an opportunity

If you're busy protecting your ego in these feedback sessions, you might miss an opportunity to learn from your supervisor or others who might have more experience. That is why it is important to be a good listener and to explore options to improve your weaknesses. From planning occasional help from co-workers to even requesting organised training, it is in your hands to turn around your performance and make sure you are continuously upgrading your skills.

Other views

If you think you are off track and you don't want to bring it to your supervisor's attention by making it a point of discussion, you might be able to get a sincere view from a co-worker. Select someone you trust and who has solid experience in your area. Ask for a blunt and confidential feedback and you might be surprised how a fresh view from a co-worker turns out to be very beneficial.

You should keep two points in mind: first, make sure you're not disclosing any confidential matter; second, avoid shopping for an appraisal of your performance. While finding a reliable person to provide tips is acceptable, publicising a perception of weakness may backfire.

Receiving feedback