PART 1

Feedback is important.
Gather feedback early, quickly, and as much as you can.
A constructive or an effective feedback is combined with specific comments and is supported with evidence.

PART 2

When giving feedback:

Ensure on-time feedback.
Be firm, not mean.
Consider the value of the feedback for the receiver before suggesting it.
Be positive and sincere; it is not about winning or losing.
Identify two to three key areas of improvement, don’t produce a list.

In this third and concluding part of the series, we shall try and understand how to receive a Constructive Feedback.

First and foremost, are we ready for feedback? It is often true that we ask, seek, request and even demand feedback, but are we really ready for it? If not, then where do we begin?

Let’s begin at the very beginning

Begin with an open mind. It helps you embrace “being wrong” and frees you of illusions. You want to hear both the “good” and the “not so good” things. After all, feedback is about improvement. Constructive feedback allows you to see things from a different perspective. Sometimes it helps you innovate new ideas. So, consider this – “Constructive Feedback is your best friend”.

Ask for more

If all you get is only praise in the guise of feedback, it is time to face the truth:

You are simply too good to be true! (are you?)
The reviewer may not have had enough time or is perhaps uninterested.
There is not much to review.

In which case, you should surely ask for more. It is the time to discuss what you think is lacking in your documentation and what goals you have set for yourself to make it better. Simply, ask for more constructive feedback.

Dodge the defensive technique

Considering, that you have prepared well and are aware that constructive feedback is good for you, is it possible that you are not able to accept the feedback or process it in a way that you can make the most of it? Yes!

I remember working on a manual from scratch after several discussions with the team about the TOC. And still, on the day that I hoped it would be approved by the team, they asked me to destroy it and start all over again. I had spent four precious weeks putting it all together. I was angry and fuming. But once I got past those feelings and realized that constructive feedback is not about being negative, I found the strength and the courage to start all over again. Try not to get defensive especially when your expectations are not met. Evaluate the merit of the feedback received with the right frame of mind. Understand that constructive feedback is not about arguing whether you have done the right thing. It is more about advice on how you can make things better.

Think about how you want to use the feedback, make a plan, share it

Putting the feedback into action is the next important step. It is equally important to inform your reviewer of the plan of action to help keep the reviewer in the loop for future reviews. It also conveys to the reviewer that you are serious about their feedback and that you intend to act upon it. Of course, you need NOT act upon all the feedback received.

If a feedback doesn’t sound appropriate to you, feel free not to implement it by clearly giving your reasoning, because:

One, it gives you the opportunity to reflect upon a feedback and to clearly mention why you do not think it is an action item.
Two, it helps you to convey to the reviewer that your intention is not to ignore the feedback.
Three, the plan will help you to record which of the items you have addressed and those that you have not, along with appropriate reasoning.

The plan not only helps you to use the constructive feedback in a precise manner but also establishes the fact with the reviewer(s) that you are serious about it.

To summarize, when receiving feedback:

Begin with an open mind.
Decide whom you want to approach for feedback.
Do not don the defensive cloak.
Do not be happy with just “Praise”, ask for more so that your document goals are met.
Make a plan of action based on the feedback for it to be truly constructive.

Last but not the least, remember to express gratitude and thanks to your reviewer(s). They have spent valuable time and effort to lend you the “third eye” to help you learn, improve, and grow.

About the Author

Shanthi Balasubramanian is engaged with Kripya Engineering as Consultant – Documentation, and handles several documentation assignments. She has 20+ years of experience in documentation varying from the Corporate to the IT sector. She loves to write, believes in continuous learning and remains fascinated by all that happens in the world of Tech writers.

Pretty Words Are Not True – Part 3