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There are many types of feedback. In this article, I will focus on general aspects of feedback and written form of it that is mostly used in the professional environment.

What is feedback?

Many people don't appreciate the power of feedback. For years, my colleagues and I treated it as a useless exercise required by management or a mere formality. During annual reviews, everyone received perfect scores with little to no meaningful input.

Two years ago I attended a leadership course that opened my eyes to the true value of feedback. I learned that feedback is a valuable tool to help us grow, improve our skills, and build stronger relationships.

So what is feedback?

“Feedback is a response to a person’s activity with the purpose of helping them adjust to become more effective.”

Cameron Coneway

This is a short but very informative definition. First of all, it is a response to a person's activity. Not the person itself, but their actions. It is important to remember that feedback is not a personal attack. Feedback is a way to help people to improve themselves. It can be positive or negative, but it should be always constructive response.

Why do we need feedback?

I can think of several reasons why feedback is important:

  • Feedback promotes personal and professional growth.
  • It fosters better collaboration and team dynamics.
  • Constructive feedback helps prevent misunderstandings, aligns expectations, and increases overall quality of work.

Let's take a closer look at each of these points.

Feedback promotes personal and professional growth. When we receive feedback, it gives us a chance to see things we might have missed. Constructive comments help us identify areas where we can improve and sharpen our skills. For example, feedback on how we communicate or solve problems can lead to better habits and smarter ways of working. It’s not just about fixing mistakes; it’s about continuous learning, which benefits our careers and personal development.

It fosters better collaboration and team dynamics. Feedback helps everyone understand each other better. By sharing thoughts, we can address issues early, avoid conflicts, and build stronger relationships. For example, if someone suggests a clearer way to explain ideas during team discussions, it can make communication smoother. Over time, this improves trust and teamwork, making it easier to achieve shared goals.

Constructive feedback helps prevent misunderstandings, aligns expectations, and increases overall quality of work. Imagine starting a task with unclear expectations or making assumptions about what’s required. This often leads to mistakes or wasted effort. When we give or receive feedback, it creates clarity. For instance, constructive input can help fine-tune a project’s direction before too much time is spent on the wrong approach. This ensures we’re aligned and working efficiently, which ultimately leads to better results.

How to write feedback?

Here are the most important criteria:

  • Begin on a positive note.
  • Be Objective, Specific, and Clear.
  • Focus on actions, not individuals.
  • Communicate directly.
  • Offer actionable suggestions.
  • Conclude with a summary.

Begin on a positive note.
Start by highlighting something the person did well. This helps set a constructive tone and makes the other person more open to receiving feedback. For example, you might say, “I like how you organized the project documentation—it made things much easier to follow.”

Be clear, specific, and objective.
Avoid vague comments like “this could be better.” Instead, describe exactly what you’re referring to and back it up with examples. For instance, instead of saying, “The code is messy,” you can say, “The function in module X has too many nested loops, which makes it hard to read and maintain.”

Focus on actions, not individuals.
Talk about behaviors or results, not personality. For example, instead of saying, “You’re careless,” say, “The report missed some key details, which could affect decision-making.” This keeps the feedback professional and constructive.

Communicate directly.
Deliver your message straightforwardly and respectfully. Avoid sugarcoating or using too much indirect language, as it might confuse the recipient. Instead of "A lot of people say...", use "I noticed..." or "From what I've seen...".

Offer actionable suggestions.
Write some suggestions that might improve person's skills or even well-being. For example, *“To improve the readability of the code, consider splitting the function into smaller, reusable methods. From my personal experience I can recommend you reading Clean Code: A Handbook of Agile Software Craftsmanship (Robert C. Martin)” Actionable advice gives the person a clear path forward.

Conclude with a summary.
Wrap up by briefly summarizing the main points and expressing confidence in their ability to improve. For example, “Overall, your work is solid, and with a few adjustments to the report structure, it’ll be even stronger.” This leaves the conversation on a positive and encouraging note.

How to accept feedback?

  • Be Open and Curious: Approach feedback as a learning opportunity, not as criticism.
  • Acknowledge and Thank: Show appreciation for the feedback, as it reflects someone’s investment in your growth.
  • Act on Feedback: Reflect on what can be applied and make adjustments, demonstrating a commitment to growth.

Be Open and Curious: Approach feedback as a learning opportunity, not as criticism.
Feedback is designed to help you grow, not to attack you personally. Listen carefully and try to understand the perspective behind the feedback. Ask clarifying questions if something isn’t clear, such as “Can you provide an example of where this could be improved?” This approach helps you treat feedback as a valuable learning opportunity, even if it’s unexpected.

Acknowledge and Thank: Show appreciation for the feedback, as it reflects someone’s investment in your growth.
Giving thoughtful feedback takes time and effort, so acknowledging it shows respect. A simple “Thanks for pointing that out” or “I appreciate your perspective” demonstrates maturity and keeps communication positive. Even if you don’t fully agree, recognizing the effort goes a long way.

Reflect and Evaluate: You have the right to disagree with feedback.
Not all feedback will be objective or relevant. It’s okay to disagree if you feel the feedback comes from personal bias or differences in taste. In such cases, reflect on whether the feedback aligns with the project’s goals or team standards. If unsure, seek input from other peers or mentors to get a balanced view. Feedback is most valuable when it’s fair and constructive.

Act on Feedback: Apply what’s useful and make adjustments to show your commitment to growth.
After processing the feedback, focus on actionable steps. Create a self-improvement plan. Sometimes it requires mentoring or purchasing a course, don't hesitate to talk to your manager. For example, if someone points out a need for clearer documentation, work on improving your writing or using better tools. If you disagreed with certain feedback but found value in other parts, implement what resonates. Following through on actionable suggestions shows your willingness to improve.

Conclusion

Feedback is a powerful tool that drives personal and professional growth, fosters stronger teams, and ensures better outcomes in our work. Whether you are giving or receiving feedback, the key is to approach it with a mindset of collaboration and improvement.

When giving feedback, aim to be constructive, specific, and actionable. When receiving feedback, stay open-minded, acknowledge the input, and focus on how it can help you grow. Remember, feedback isn’t just about pointing out mistakes—it’s an opportunity to learn, align, and build stronger relationships within the team.

By making feedback a normal part of our work lives, we create an environment where everyone can improve, contribute meaningfully, and achieve success together.

References

Special thanks

I want to thank my friend Chema for inspiring me to write this article and start my own blog.

I also want to express my gratitude to my former colleague Tamás Nyulas, who has greatly influenced me in many areas, especially in the field of feedback.