Communication

How to effectively provide criticism

“I didn’t like your report.”

“You should work on your professionalism.”

“Nobody understands your presentation.”

As much as you might want to improve, you probably won’t gain anything from criticisms like those above. But, all too often that’s exactly how criticisms are presented – vague and utterly unhelpful.

If presented with criticisms or suggestions like these, it’s best to ask questions:

• What specifically would you change?
• What specifically don’t you like it about it?
• Why do you think that is?
• How would you do it differently?
• What exactly would you like instead?

Once you start asking questions, you may find that the person providing you with the criticism really doesn’t have a point. If they can give you specifics, their suggestion probably isn’t worth taking.

Knowing the kinds of criticisms we like to receive (if you can even like receiving criticism), will help you dish it out. But, first let’s explore a few reasons why you might want to give suggestions or provide criticisms:

1.    It helps others (or the company). This should be your primary reason for providing criticism. This is why we find it valuable, and it’s why others will, too.

2.    It makes you more valuable. Once you start making good suggestions, you start becoming more valuable to your company. Your criticism of a process could be the catalyst to changing a system and increasing ROI – every employer’s dream!

3.    It puts you in a position of authority. Providing effective criticism can catapult you into a position of authority. You’ll be seen as someone who knows what they’re talking about.

So, how do you provide effective criticism? Follow these tips:

Have something to say.
If you don’t have a point, don’t say it. You aren’t helping anyone by simply complaining or by being overly critical. Be thoughtful and consider the importance of your suggestion. Ask yourself:

• Once I provide the criticism, will the person (or company) be able to take what I’ve said and make a positive change?
• Am I doing more than complaining?
• Do I have a concrete suggestion?
• If I don’t have all the answers, can my criticism still be a catalyst to change?

Be specific.
Saying something like, “I didn’t like your report” is not helpful at all. What is that you don’t like? What would make it better? Heck, what report are even referring to?

Tell the person exactly what it is that’s wrong: “You don’t have the proper heading on the TPS report. Here’s a copy of what it should look like.”

Instead of: “You should work on your professionalism.”
Try: “Next time we meet with a client you should wear a suit and please no more flip flops at these meetings.”

The criticism “Nobody understands your presentation” is very problematic because it provides absolutely no specifics. Is it your volume? Is it your vocabulary? Is it your slides? Is it your content? What exactly does nobody understand??

See how much more effective this is: “During your presentation, you lose the audience when you start talking about social media. Try providing a better definition as this audience isn’t familiar with the topic.”

When providing suggestions or criticisms, the more specific you are, the more helpful you will be.

Be timely.
As hard as it can be to accept criticism, it can also be a challenge to muster the courage to provide criticism, and this can cause some people to procrastinate in giving it. Procrastination does not help. Your criticism will be most effective if you provide it in a timely manner.

Don’t make a compliment sandwich.
Because dishing out criticism isn’t natural for a lot of people they try to sugarcoat it with some compliments.

“That was your best presentation yet! But, you really should watch your volume. Sometimes you hold the microphone too close to your mouth. Seriously, though, it really was great.”

Wait. So, my best presentation is the one where I hold the microphone too close to my mouth? If you couldn’t understand what I said at times, how was it great?

See how putting your criticism between compliments can both cheapen the compliments as well as the criticism? It’s a confusing (yet very popular) way to provide criticism. Instead, simply say what you what you want to say.

“Kelly, I wanted to give you some quick feedback on your presentation this morning. When you get really excited, you tend to hold the microphone so close to your mouth, it can be difficult to understand what you’re saying. If you watch that, your presentation will be close to perfect!”

It’s true that there is a compliment in there, but you’ll notice that: (1) the criticism isn’t buried between two compliments and (2) the compliment is nice, but encourages the acceptance of the criticism.

Take yourself out of it.
Avoid starting your criticism with “I.” It’s not about you, so don’t make it so.

“I don’t like the new design.”
So what? Just because you don’t like it doesn’t really matter. Try: “The new design doesn’t feature the soft drink prominently enough.”

“I think you should rewrite the final paragraph.”
Why is that? And, again, do we really care what you think? Try: “The final paragraph should tie the whole letter together.”

“I don’t care for the way you handled that situation.”
Is this about you or them? Try: “You didn’t handle that situation appropriately. When Sally yelled at you, you should have refrained from smacking her.” (Well, you get the idea.)

When done correctly anyone – yes, even the lowest person on the totem pole – can provide effective, constructive criticism.

Please feel free to share your own constructive criticism in the comments section.

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