Peer Feedback.pptx

7/28/2019 Peer Feedback.pptx

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PeerFeedbackABHIMANYU SINGH RATHORE


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A peer often has greatervisibility into a coworker'sday-to-day work than a

manager

Peers may havegreater insight into

peers performance

Peers have a greateropportunity to provide

feedback in the momentthan the manager

A

DVANTAGES

Create a SupportiveWork Environment

Support Better TeamPerformance

Facilitate KnowledgeTransfer

B

ENEFIT

S

Challenges of

Peer

Feedback

Topics to be

Avoided

Importance

of Peer

Feedback


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Challenges Manager Feedback Peer Feedback

Authority Managers have formal authorityover their direct reports.

Peers do not have formal authority

over each other and thus, do not feel

obligated or comfortable providing

peer feedback.

Influence Managers have influence due tocontrol over their direct reports

rewards, promotions,

compensation, etc.

Peers have less influence because

they have little or no control over

each others rewards, promotions,

compensation, etc.

Expectation Both the organization and

employees expect managers togive their direct reports feedback

on their work

Peers do not expect to give and

receive feedback from each other.

Experience/Training

Managers are more experienced

at providing informal feedback to

their direct reports and are more

likely to receive training on how toprovide feedback.

Many peers are not as experienced at

giving each other informal feedback

and are less likely to receive training

on how to provide feedback.

Challenges of

Peer

Feedback

Topics to be

Avoided

Importance

of Peer

Feedback


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Violations of company policy

Illegal activity at work

Extremely negative feedback

Chronic behavioral or work problemsAny topic that makes the employee feel uncomfortable

Feedback related to a project in which the provider is not

involved

Feedback that is personal or non-work-related

Employee should report to manager

or HR representative

Challenges of

Peer

Feedback

Topics to be

Avoided

Importance

of Peer

Feedback


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Am I Qualified

to Provide

Feedback?

How Should I

Present

Feedback?

Why Should I

Provide

Feedback?

Peer reviews, as part of an employees formal review process, are used to

inform talent decisions, such as promotions and pay increases.

Peer feedback gives managers visibility into aspects of an employeesperformance that they might not otherwise be aware of.

Peer reviews provide a formal process for an employee to highlight a

colleague's strengths and/or development areas that he/she believe

managers should be aware of.

An employees unique interactions with a peer allows him\her to offer

examples of strengths and/or development areas that other employees

might not be aware of.


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Before beginning a peer review, consider the questions below to determine whether you are

qualified to give an effective peer review for a colleague.

Identify Whether You Are Qualified to Provide a Peer Review

Consider your knowledge of an employees work, not justformal associations, such as being on the same team:

Yes No

Do you have regular work-related interactions with this employee?

Did you work with this employee on a shared project or toward a common goal?

Do you have visibility into this employees work, skills, and knowledge?

Do you have knowledge of the impact of this employees work?

Have you worked with this employee long enough to identify their work ethic andpatterns?

Ifyou answered yes to at least two of the above questions, you should feel comfortable in providing performance feedback

Am I Qualified

to Provide

Feedback?

How Should I

Present

Feedback?

Why Should I

Provide

Feedback?


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Am I Qualified

to Provide

Feedback?

How Should I

Present

Feedback?

Why Should I

Provide

Feedback?

Specific Relevant Constructive

Feedback should referencespecific actions the peer tookor specific pieces of theirwork. Dont use ambiguouslanguage

Feedback should berelevant to a peers job,within the peers power toimprove, and within thespecified timeframe of the

review.

Frame a problem as anopportunity for the peer toimprove their performance.

Example X stays late, comes in early, getshis tasks done on time, and nevercomplains about having too muchwork, is more helpful than X iscommitted to his/her job.

Do not say: X is veryactive in the community andcontributes to a number ofworthwhile causes.Do not say: Y is no fun and hasno sense of humor.

Do say: Xs presentations areoften unprofessional anddisorganized. I think he mightbenefit from enrolling in aPowerPoint course.

Tips Describe actions a peer hasdemonstrated to achieveresults, not just the resultsthemselves.Cite specific instances whena peer has demonstrated aparticular trait, even if thepeer review does not ask you

to list those examples.

Only list issues andexamples which fall withinthe time frame of thereview.Remember that you arereviewing a peers jobperformance, not theirsociability or personal views

unless they affect his or herjob performance.

View the review as anopportunity to help yourpeer improve his or her jobperformance.Avoid using words likeweakness or failure.


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Am I Qualified

to Provide

Feedback?

How Should I

Present

Feedback?

Why Should I

Provide

Feedback?

Balanced Professional Value Adding

Be sure to highlight bothpositive and negative aspectsabout a peers performance.

Review your peer in aprofessional manner.Derisions or slander aboutan employees characterare inappropriate.

If possible, highlight strengthsand areas of improvementthat may be beyond yourmanagers or other co-workers ability to observe.

Example X is smart and dedicated,but also could improve on hisattention to detail.

X fails to complete tasks ontime, rather than, employee X is lazy anddoesnt care about his/herwork.

X often volunteers to teachother employees how theycan do their job better.

Tips Offer a balanced

perspective and dontfocus solely ondevelopment areas orstrengths.

Consider to what extentyour peer is responsible forpoor performance before

identifying areas in need ofimprovement

Refrain from using

pejorative language.Be objectiveyourpersonal relationship withthe peer should not impedeyour judgment of their work.Dont discuss your reviewwith other colleagues unless

asked by your manager.

Think of projects or tasks in

which you and your peerworked together exclusively,and offer examples fromthese experiences in yourreview.


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Steps to Delivering Peer

FeedbackStep 1: State your observation of peers behavior.

Example: I noticed that you forgot about our team brainstorming session.

Step 2: State the impact of the behavior on the team, the project, the department, or

the organization.

Example: When you skip brainstorming sessions, you miss out on important details

and the team loses your valuable insights.

Step 3: Suggest actions the peer could take that would improve the outcome next time.Example: Ive been thinking that putting these brainstorming sessions on your

calendar might help you remember next time.

Step 4: Obtain agreement on a plan of action from your peer.Example: What do you think? Do you think this will help you manage your schedule

better?

Source: International Association of Fire Chiefs, Crew Resource Management: A Positive Change, 2002


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Encouraging Employees

For Peer FeedbackEncourage employees not to . . . Encourage employees to . . .

Take it personally. Employees should avoidbecoming defensive or argumentative

when receiving feedback.

View feedback as an opportunity to learnabout themselves professionally.

Guess what vague feedback means. It is

very likely that the guess will be incorrect.

Ask clarifying questions. Employees should

ask for examples if the feedback provider is

being vague in order to better understand

the providers concerns and suggestions for

improvement.

Demand or expect feedback from yourpeers.

Be proactive in seeking out feedback, butdo not demand it.

Ignore the feedback and continuebehaving in opposition to the feedback

provided.

Reflect on the feedback and apply thefeedback to improve day-to-day

performance.


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Resistance/Denial

The peer may refuse to

acknowledge the issue, denythat the incidents took place,or downplay the impact of

his/her actions.

Indifference

The peer reacts to the

feedback in an apatheticmanner and does not fullycommit to doing things

differently.

Lack of Confidence

The peer is uncertain in his/herability to succeed or is risk-averse.

Responsibility Skirting

The peer may acknowledgethe negative feedback but

may play the blame game,indirectly implying that he/she

will not change.

Hostility/AngerThe peer becomes angry andspeaks impulsively or reacts in

an emotional way.

Backlash/Retaliation

The peer lashes out at youthrough retaliatory actionssuch as arguing, sabotage,refusal to cooperate in the

future, or extreme criticism ofyour work.

Common Reactions to Negative Performance Feedback

Handling Negative Reactions toPeer Feedback


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Tips to Minimize Negative

ReactionsPhrase the Feedback

Accurately andObjectively

Observe Signs ofEmotional Reactions

Ensure that you use supporting examples to deliver

feedback. Be sure that your feedback is presented

objectively and is based only on your observations of the

peers behavior.

Let your peer vent his/her feelings about the feedback.

Allow the peer to share his/her true reactions and emotions

with you.

Observe the peers choice of words, tone, and facial

expressions to assess his/her emotions and respondaccordingly.

If the peer acts shocked, aggressive, or defensive, maintain

your composure. Be respectful of the peers reactions and

end the conversation if necessary. Consider reporting the

incident to your manager.

Allow the Peer toSpeak Openly and

Do Not Interrupt

Remain Calm andComposed, and

Handle the Situation

with Care


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Common Peer Reactions and

Appropriate Responses

PeerReaction

Sample Peer Statement Guidelines for Response Sample Response

Resistance/Denial

I dont know whatyoure talking about. Iprovide greatcustomer service!

I do not accept yourfeedback regardingmy projectmanagement skills.The incident you citeddid not take place.

Do:Be sure to state the impact of the peersbehavior on the team, project, or departmentProvide sufficient examples to support yourfeedbackGauge the peers reasons for resistanceAsk the peer to consider your feedback and

end the discussion if the he/she is beingpointlessly resistant

Dont:Get aggravated with the peers open hostilityand resistance to your feedbackSoften your feedback to alleviate the reactionAttack the peers personality based on his/herreaction

Lets review the examples I gave ofareas where I see an opportunity forimprovement.

Would you like to take some time toreflect on what Ive just said? Im happyto talk more about this later on if youhave any questions.

This is an opportunity for you to improveyour performance. Disregarding it willcontinue to impact the team furtherdown the line.

Indifference

Maybe; Ill see what Ican do.

I cant make anypromises, but Ill try.

Sure, whatever yousay.

Do:Ask the peer to reflect on the developmentareas and confirm whether he/she is able tocommit to themDiscuss the impact the peers behavior willhave on the team if they do not commit to

changing

Dont:Overlook the peers indifference and non-

commitment toward the feedbackLose patience with the peerJudge the peer for being apathetic

I think if you committed to developingyourself in this area, the team/projectwould benefit in the following ways:...

I hope you will consider my feedbackbecause I think it will benefit you in thelong run.


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PeerReaction


Lack ofConfidence/

Self-Pity

I dont know how tofix this.

I knew this wouldhappen; I can neverdo anythingcorrectly.

Do:Give the peer time alone to regain composure,if necessaryHighlight that this is an opportunity to improveReiterate that you are not trying to attackhim/herAssure the peer that improvement is possiblewith effortuse past examples of his/hersuccessful developmentReassure him/her that you will offer supportProvide examples of small steps the peer cantake toward improvementRefer the peer to the employee assistanceprogram (EAP), if appropriate

Dont:Focus on the peers past inability to achieveoutcomesModerate your feedback to alleviate thereactionReflect the peers negative attitude

Now that we have identified this area fordevelopment, it is an opportunity for youto improve your performance. I firmlybelieve you are capable of achievingthis goal. Ive seen you achieve similardevelopment goals in the past, forexample

You can always reach out to me forsupport in this area.

This was a developmental area for mein the past. These are some of the steps Itook to improve in this area. I reallybelieve that you are capable of takingthese steps too.

ResponsibilitySkirting

Its not my fault

Im sorry, but whenpeople ask such basicquestions it is veryannoying.

Do:Listen to the peers reasons and situationRestate the examplesClarify that if the peer improves in this area, itwill help the team out in several ways. Provideexamples.

Dont:Agree with the peer when he/she blames otherpeople

Change your perspective if the reasons orexcuses are not valid

I know this might be difficult for you tofocus on, but the fact remains that we allneed to work productively with eachother.

I know there have been a lot ofchanges recently, but we all need tosupport those changes by adjusting ourbehaviors at work.

P


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PeerReaction


Hostility/Anger

This is not fair! Ialways knew youdidnt like me, but thisis unreasonable.

Ive been working sohard to meet all of myproject deadlines, andthis is what I get tohear?

Do:Acknowledge the fact that the peer is notsatisfied with the feedbackRestate examples. Explain your perspectiveReiterate the impact that the peers behaviorat work is having on the team, project, or

departmentRefer the employee to the employeeassistance program (EAP), if appropriate

Dont:Attack the peers personality based on his/herreactionBecome defensiveModerate your feedback to alleviate thereaction

I can see that you are upset with whatIve just said. I would like to hear youropinion.

If I understand correctly, you are angrybecause you feel that I am beingunreasonable, and that I don't have anyconfidence in your abilities. Is thatcorrect?

Let me explain what I think happened soyou can understand my opinion. Then wecan work this out together."

Backlash/

Retaliation

Well, youre not verygood at expensereports either so whyshould I listen to yourfeedback aboutmine?

I thought we were onthe same team! Imnot helping you withyour sales callsanymore.

Do:State that your feedback is based on yourobservations of his/her behaviors at workReiterate the impact that the peers behaviorat work is having on the team, project, ordepartmentReport the incident to your manager if thepeer begins to engage in sabotage or is

refusing to cooperate with you or the team inthe future

Dont:Become defensiveModerate your feedback to alleviate thereactionContinue the cycle of retaliation

I am aware that I am not a perfectemployee either. I want to you to knowthat I value any accurate feedback youcan provide me on my work too.

I did not say this to point out your flaws. Iwant our team to be able to help eachother out and sometimes that includesgiving each other negative feedback.

Sources: Resker, Jamie, Three Keys to Reducing Defensive Reactions to Feedback, Employee PerformanceSolutions, http://www.employeeperformancesolutions.com/Portals/30421/docs/three%20keys.pdf (July 2008).


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Dos and Donts

Dont

Give developmental feedback in public

Present many issues at once

Use generalized language or characterizations

Use value judgments or insert your opinion or

feelings

State your interpretations of your observationsExample: I noticed you dont like creating

quarterly reports.

Focus only on negative feedback

Provide feedback on non-work related personalcharacteristics such as religion, gender, ornationality; this is inappropriate and could alsobe illegal

Talk down to the feedback recipient

Become defensive or argumentative whenreceiving feedback from a peer

Feedback Topics that Should Come fromManagers, Not Peers

Violations of company policy

Illegal activity that occurs at work or isaffecting work relationships

Extremely negative feedback

Chronic behavior or work problems

Anything you feel particularly

uncomfortable with or if you fear anextreme reaction from the feedbackrecipient

Anything that is unrelated to a project inwhich you are involved


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Dos and Donts

Give developmental feedback in private; some people also prefer to receive positivefeedback in private

Focus feedback on one or two issues at a time

Focus on specific behaviors that the peer displayed

Remain objective; describe the behavior in terms of its impact on the team, project, ororganization

State only your observations of the behavior; your interpretations could be incorrectExample: I noticed youve been leaving your quarterly reports until the last minute.(There could be many reasons they are starting the reports late.)

Provide positive feedback as well as negative; if you tell your peers what went well,they will know what to do more of in the future

Focus only on the behaviors that will help your peers to perform their jobs better

Involve the feedback recipient in the process and treat them as an equal

Treat the feedback as a low-risk opportunity for you to learn about yourself andimprove your performance.

Do...


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End of PresentationTHANK YOU

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