How to give feedback to your team in English

Short answer

Describe what you saw, explain its effect, and agree what happens next. Give feedback about problems in private and praise with specific detail, and do it soon after the event rather than weeks later.

Step by step

  1. Choose the moment: Soon after the event, and in private if it is about a problem.
  2. Describe what you saw: Talk about the behaviour, not the person: "The bar was not restocked", not "You are lazy".
  3. Explain the effect: Say what it meant for customers, the team or the work.
  4. Ask for their view: There may be a reason you do not know. Listen before you decide.
  5. Agree the next step: One clear action, and when you will check.
  6. Follow up: Notice when it improves and say so.

Worked examples

These examples are invented to show the structure in different jobs. Keep the shape and use your own true details.

Praise that means something (nursery room leader)

I wanted to say thank you for how you handled the parent this morning. You stayed calm, you listened, and you explained our collection rules clearly. She thanked me on her way out. That is exactly the tone we want with families.

Raising a problem (hotel bar supervisor)

Can I have a quick word? I noticed the bar was not restocked at the end of your last two shifts, and the morning team had to do it before opening. Is something making it difficult? … I see, thank you for telling me. Could you restock before you leave from now on, and tell me if there is not enough time at the end of the night?

Feedback to a more experienced colleague (engineering team lead)

I would like your view on something. In the last two code reviews, your comments were quite short, and the newer developers were not sure what to change. You know the system better than anyone. Could you add a sentence on why, so they can learn from it?

What non-native speakers often get wrong

  • Being too direct: "Your work is bad." In English this can sound like an attack. Describe the behaviour and its effect instead.
  • Being so indirect that the person does not notice the message: "Maybe, if possible, the bar could sometimes be a bit fuller?"
  • Saying "You must…". It can sound like an order from a stranger. "Could you … from now on?" is clear and still polite.
  • Hiding a problem between two pieces of praise. The person may remember only the praise. Keep them separate when you can.

Phrases to use

Finish each one with your own details.

  • Can I have a quick word?
  • I noticed that …
  • The effect was that …
  • How do you see it?
  • Could you … from now on?
  • Thank you for … It meant that …

Common mistakes

  • Giving feedback about a problem in front of other people.
  • Using general labels such as "lazy" or "careless".
  • Saving everything for the annual review.
  • Never checking whether the change happened.

Questions people ask

How often should I give feedback to my team?

Little and often usually works better than rarely and long. Short comments in the week, and a longer conversation in regular one-to-ones.

What if the person becomes upset?

Pause, acknowledge it ("I can see this is frustrating"), and offer to continue later if needed. Do not take back the point; agree a time to finish the conversation.

Should I write feedback down?

For a problem that may continue, a short private note of the date and what you agreed is useful. Praise can also go in writing, so the person can keep it.

More workplace English guides

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