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Feedback is essential in mentorship - it helps mentees grow and allows mentors to refine their guidance. Here’s a quick summary of how to give effective feedback:
Preparation can turn feedback sessions from uncomfortable exchanges into opportunities for growth. The key to effective feedback often lies in the groundwork done before the actual conversation.
Before scheduling a feedback session, take the time to set clear, well-defined objectives. Without specific goals, discussions can easily become scattered, leaving both you and your mentee feeling frustrated and unsure about what to do next.
Using the SMART framework - Specific, Measurable, Attainable, Relevant, and Time-bound - can help you structure your goals effectively. For example, instead of vaguely aiming to "help Sarah improve her customer interactions", you could clarify your goal as: "I want to help Sarah develop three specific techniques for managing difficult customer conversations, which she can start using within the next month."
Make sure your goals align with your mentee’s aspirations. If they’re focused on advancing their career, your feedback should highlight skills that could support a promotion. On the other hand, if they’re looking to build specific competencies, focus on technical skills or personal development areas that match their goals.
Mentorship is a two-way street. While your mentee works towards growth, you also have a chance to refine your skills as a mentor. Set personal challenges for yourself, like improving how you deliver constructive feedback or learning to ask more insightful questions.
"Mentors and mentees that trust each other openly communicate and drive positive change." - Qooper Mentoring Software
Discuss these goals with your mentee to ensure they understand your approach. Tailor your feedback to their personality and learning style. Some people thrive on direct, candid feedback, while others may need a softer, more encouraging tone.
Once your goals are clear, back them up with real-world examples.
Good feedback is grounded in specific evidence, not vague opinions or generalisations. Take time before the session to gather concrete examples that illustrate your points.
Keep a record of both successes and areas for improvement as they happen. For instance, if your mentee handles a tough customer situation particularly well, note the techniques they used and the outcome. Similarly, if you spot areas where they could improve, document the context and the impact of their actions.
Evidence-based feedback is far more impactful than broad statements. Instead of saying, "You need to be more proactive with clients", you could offer a detailed example: "During last Tuesday’s client review, when the customer mentioned budget concerns, there was an opportunity to suggest our cost-saving features that we didn’t take advantage of."
Balance is crucial. Don’t only collect examples of mistakes; include positive moments that highlight what’s working well. This approach ensures the session doesn’t feel like a list of criticisms and helps your mentee see which behaviours to maintain and build on. Specific examples make your feedback actionable, giving your mentee a clear sense of what to adjust or replicate.
With your goals set and examples ready, the next step is choosing the right setting to deliver your feedback effectively.
Pick a time and place where both you and your mentee can focus without interruptions. A quiet, private space - whether it’s a secluded corner of a café, a private office, or a virtual meeting room - works best. Avoid locations where you might be overheard or distracted by emails, phone calls, or other disruptions.
Timing is equally important. Provide feedback as soon as possible after the event or behaviour you’re addressing. This ensures the situation is still fresh in both your minds, making the discussion more relevant. However, avoid giving feedback when emotions are running high. If tensions are present after a difficult incident, allow some time for both parties to cool off before having the conversation.
"The most effective leaders are not only receptive to feedback but proactively seek feedback. The same can be said for the most successful mentors and mentees." - Adam Mendler, Leadership Keynote Speaker
Set expectations about how and when feedback will be given. Establishing a regular routine, whether through monthly formal sessions or ongoing informal chats, helps your mentee prepare mentally and ensures consistent communication.
Finally, don’t rush. Feedback sessions need time to unfold naturally. Plan for at least 45 minutes to an hour, depending on the complexity of the topics you’ll cover. This allows for a meaningful conversation and ensures no important issues are left unresolved.
Organising feedback effectively is key to fostering meaningful discussions and avoiding defensiveness. When structured well, feedback not only helps your mentee absorb the key points but also inspires positive change. Here’s how you can structure your feedback for maximum impact.
Start by focusing on strengths to create a supportive and constructive atmosphere. Highlighting what’s going well makes your mentee feel appreciated, boosting their confidence before diving into areas that need improvement.
Be specific about their successes. For example, instead of saying, "You're doing great", try something more detailed like, "Your follow-up emails with clients have been excellent this month. The way you summarised action points and included clear next steps has really impressed the team."
Acknowledging strengths doesn’t mean avoiding difficult feedback. Instead, it sets a positive tone, making the conversation more productive.
Trying to address everything at once can overwhelm your mentee and dilute the impact of the key messages. Instead, focus on the most critical points.
Use a framework to prioritise your feedback by considering both urgency and importance. Think about which issues, if addressed, would have the biggest positive effect on their performance and career growth.
Syed Fadzil Syed Mohamed, Fellow of The Institution of Engineers, Malaysia, highlights the value of clear and objective feedback:
"To prioritise comments, I would look for clarity, objectivity, and reasonable goal setting. Vague or subjective critiques might lead to misconceptions and demotivation. Instead, I would seek to deliver practical insights supported by technical competence, building a culture of continual improvement while maintaining professional rapport."
Frameworks like SBI (Situation-Behaviour-Impact) or COIN (Context-Observation-Impact-Next steps) can help you structure your feedback. These methods ensure your mentee understands not just what happened, but also why it matters and what they can do next.
Once you’ve prioritised your feedback, link it to your mentee’s career goals to make it even more relevant.
Feedback is far more impactful when it aligns with your mentee’s professional aspirations. Before your session, revisit the SMART goals you’ve set together. Frame your observations in the context of these goals, showing how addressing specific behaviours or skills can propel them towards their ambitions.
For example, if they’re aiming for a senior position, you could say: "Your client presentation skills are key. Senior roles often require effective data storytelling during quarterly reviews."
This approach not only enhances their current performance but also supports their long-term career development. Comparing their current abilities to the expectations of their target role helps them understand both what needs improvement and why it’s essential for their success.
Regular check-ins on these career-focused goals help maintain momentum and reinforce the importance of acting on your feedback. Tools like Stackd (https://stackd.so) can simplify this process by facilitating one-on-one sessions where progress and goals can be revisited consistently.
The way you deliver feedback can either encourage growth or lead to defensiveness. Your approach determines whether your mentee feels motivated to improve or discouraged by the conversation. Here's how to provide feedback that truly supports their development.
Your tone sets the stage for how feedback will be received. A positive, constructive approach fosters openness, while a harsh or overly critical tone can shut down the conversation before it even begins.
Focus on actions and behaviours rather than making it personal. For instance, instead of saying, "You're terrible at client presentations", you could say, "Your presentation skills show promise – let's work on making your key points even clearer." This approach highlights areas for improvement while maintaining encouragement.
Ellen Kottler, Ed.S., underscores the importance of showing care when giving feedback:
"The most effective feedback you can offer to someone is the kind in which they are given something concrete to work on and yet also feel that it was offered from a position of caring rather than criticism."
Remember, shortcomings often stem from inexperience rather than lack of effort. Keeping this perspective ensures your tone remains compassionate. Balance constructive feedback with recognition of their strengths to keep them motivated and confident.
Let your mentee know that your feedback comes from a belief in their potential to grow and succeed. Frame constructive criticism as a necessary and positive part of their learning journey. Then, transition from simply giving feedback to engaging in a meaningful dialogue.
Feedback works best when it's a conversation, not a lecture. Encouraging dialogue allows your mentee to process the feedback and ensures mutual understanding.
Instead of issuing directives, ask open-ended questions like, "What's your perspective on this situation?" or "How do you think we could approach this differently?" These kinds of questions highlight their strengths and invite them to participate in finding solutions.
Pay attention to non-verbal cues as well. If your mentee seems hesitant or confused, consider asking, "What part of this feels most challenging?" or "What kind of support would make this easier for you?"
End the session by asking, "What can I do to better support you?" This not only reinforces an open dialogue but also shows your commitment to their success.
After discussing feedback collaboratively, it’s essential to outline actionable steps. Without a clear plan, mentees may understand what needs improvement but feel lost on how to address it.
Work together to identify specific actions they can take. For example, if they need to improve their presentation skills, suggest attending a workshop, scheduling practice sessions, or offering to review their next presentation together.
Leadership coach Rye Cruz advises:
"To improve customer satisfaction and retention, try setting aside dedicated time daily for follow-ups. This will help maintain relationships and potentially increase repeat business."
Similarly, life coach Atchuthan Carvalho suggests pairing feedback with practical solutions:
"Pair your feedback with constructive solutions. Instead of just pointing out what went wrong, suggest practical steps to improve. For example, 'To enhance your reports, include a section on data analysis. Here's a template that might help.'"
Set follow-up meetings to review progress and make adjustments as needed. Whether it’s a weekly check-in or a monthly review, these checkpoints create accountability and demonstrate your investment in their growth. Make sure the next steps align with their career goals, reinforcing how these improvements contribute to their professional success.
Once you've provided clear and actionable feedback, your job isn't done. The real impact of your feedback depends on what happens next. Ensuring accountability and maintaining momentum are key to turning advice into meaningful progress.
The conversation doesn't stop at the end of the feedback session. Without follow-up, even the most thoughtful guidance can fade away, leaving no lasting impact. That’s why it’s crucial to document agreements, regularly check on progress, and celebrate achievements - these steps are the backbone of effective mentorship.
Having a written record of your feedback session is a simple yet powerful way to create accountability and avoid misunderstandings. When both you and your mentee have a clear, shared document, there’s no ambiguity about what was discussed or what actions need to be taken.
This documentation should outline how your mentee can adjust or continue their actions, along with specific timelines for implementation. It’s also a great way to reinforce the SMART goals you set earlier.
One helpful method is the start–stop–continue template. Use this to organise the feedback:
You could also use a feedback form to capture key points from the session. Include specific action items, deadlines, and metrics for success. For example, if the mentee needs to improve time management, set measurable goals like meeting deadlines for certain projects.
Additionally, keeping a feedback journal can help you reflect on each session and track your mentee's progress over time. This personal record allows you to identify patterns and fine-tune your mentoring approach. Incorporate these reflections into your broader goal-setting framework to ensure alignment with your mentee’s career aspirations.
Following up is essential to ensure your feedback translates into action. Schedule regular check-ins to review progress and address any challenges your mentee may face. These don’t have to be long - something as simple as a 20-minute catch-up every two weeks can make a big difference.
Work with your mentee to develop a follow-up plan and agree on how often you’ll meet. This collaborative approach not only provides structure but also encourages your mentee to take ownership of their development. During these sessions, ask open-ended questions like, “What’s working well with the new approach?” or “What challenges are you encountering?”
Take notes during these meetings to track progress and identify recurring issues. For instance, if time management was a focus in earlier discussions, make sure to revisit this topic in future sessions to see if there’s been improvement.
In some cases, involving others in the feedback process can be beneficial. Share the action plan with colleagues or managers who can provide additional opportunities for practice or input. This team effort can give your mentee a broader support network.
Finally, make feedback a two-way street by asking your mentee for their thoughts on your mentoring style. This mutual exchange fosters open communication and helps both of you grow.
Acknowledging progress is just as important as giving feedback. Celebrating achievements keeps motivation high and reinforces positive behaviours. Without recognition, it’s easy for your mentee to lose momentum or question the value of their efforts.
Highlighting milestones and improvements encourages your mentee to keep building on their successes. This doesn’t have to involve elaborate gestures - a heartfelt email, a mention during a meeting, or a LinkedIn recommendation can be incredibly meaningful. Tailor your recognition to your mentee’s preferences. Some may enjoy public praise, while others might prefer a private word of encouragement.
You could also schedule a one-on-one meeting to celebrate achievements, reflect on progress, and discuss future goals. This dedicated time shows your mentee that their efforts are noticed and valued.
Beyond verbal recognition, consider offering growth opportunities as a reward. Assigning new projects, involving your mentee in high-profile initiatives, or recommending further training not only acknowledges their progress but also invests in their future development.
For those using mentorship platforms like Stackd, tracking progress becomes even easier. These tools allow mentors and mentees to document achievements and career advancements in a structured way, supporting long-term professional growth.
Feedback isn’t a one-size-fits-all process. The way you address a skills gap will differ from how you tackle behavioural concerns or career development discussions. Tailoring your feedback to the specific challenge your mentee is facing makes it more impactful and relevant.
Using the framework for clear and actionable feedback, this section explores how to adjust your approach for different scenarios. Research highlights that actionable feedback can boost performance by 27% compared to generic remarks. Below, we’ll look at how to effectively address skills gaps, behavioural concerns, and career growth.
When someone is struggling with a specific skill, your feedback should focus on clear, actionable steps that help them grow and build confidence.
Start by being precise about the issue. Instead of saying, "Your presentation skills need improvement", pinpoint the problem: "In yesterday’s meeting, you spoke too quickly and didn’t maintain eye contact during your presentation." This level of detail helps them understand exactly what to work on.
"Feedback should always be about the process and effort, not just the end result." – Dr. Carol Dweck
Offer practical resources to help them improve, like recommending relevant courses, books, or shadowing opportunities. For example, suggest they observe a colleague who excels at presentations or take on a smaller project to practice in a less pressured environment.
Frame the conversation around growth and potential. Highlight how improving a specific skill can open doors for their career. For instance, you could say, "Strengthening your data analysis skills could position you to lead strategic projects and make you a strong candidate for senior roles."
Provide opportunities for guided practice. Offer to review their work or give feedback on a trial run before key presentations or meetings. This hands-on approach helps them build confidence while learning.
Interestingly, 57% of employees prefer corrective feedback over praise. So, don’t hesitate to address skills gaps directly, but balance it by acknowledging their strengths and progress.
Providing feedback on behaviour can be tricky, but the aim is to address the issue constructively while maintaining trust and respect.
Focus on specific actions rather than personality traits. For example, instead of saying, "You’re too aggressive in meetings", try, "During today’s team discussion, you interrupted Sarah three times while she was explaining her proposal. This might have prevented the team from fully understanding her ideas."
Create a safe and private environment for the conversation. Research shows that 60% of people respond better to feedback delivered in a non-threatening setting. Choose a quiet location and set aside enough time for an open discussion.
"Effective feedback is not about being harsh but being honest and kind." – Tony Robbins
Ask open-ended "what" questions instead of "why" questions to avoid defensiveness. For instance, "What do you think the impact was when you arrived 15 minutes late to the client meeting?" works better than, "Why are you always late?" This approach encourages reflection without putting them on the defensive.
Help them see the bigger picture by explaining how their behaviour impacts the team or organisation. For example, you could say, "When you check your phone during one-on-ones, it might signal to your team that you’re not fully engaged, which could discourage them from sharing important issues."
Collaborate on solutions. Instead of dictating changes, involve them in creating an action plan. Ask for their input on what might work better and how they can implement changes. This shared approach increases their commitment to improvement.
Companies that foster feedback-rich environments see a 21% improvement in performance, so addressing behavioural issues early benefits everyone.
When it comes to career development, your feedback should focus on aligning performance with future goals and industry trends.
Link their current performance to their aspirations. For example, if they’re aiming for a leadership role, highlight relevant competencies: "Your handling of the client complaint yesterday was excellent. The way you listened and found a solution shows the kind of problem-solving skills senior managers need."
Share insights about industry trends and emerging skills. Discuss what’s becoming more valuable in your field or how market changes might shape their career path. These insights can help them prioritise their development.
Identify any gaps that could hinder their growth. For example, if they’re aiming for a senior customer success role, you might point out the need to develop stronger analytical skills to interpret customer data effectively.
Encourage them to gain cross-functional exposure. Suggest attending meetings outside their team or volunteering for projects that involve other departments. This not only broadens their perspective but also helps them build relationships across the organisation.
For those using mentorship platforms like Stackd, career-focused feedback becomes even more targeted. These platforms connect professionals with leaders who can provide tailored advice based on industry-specific challenges and opportunities.
Finally, schedule regular progress reviews to keep their career development on track. Quarterly discussions can help refine goals and adjust plans as their interests and market dynamics evolve.
Good feedback is a powerful tool for driving professional growth. This checklist offers a clear framework to make feedback truly impactful.
Let’s break it down: Gallup data highlights that 80% of employees who receive meaningful weekly feedback are fully engaged at work. Those who get daily input are 3.6 times more motivated. This shows how consistent, thoughtful feedback can energise and inspire.
As a mentor, your role goes beyond sharing your expertise. You’re helping to build a strong foundation for your mentee’s development. By focusing on clear goals, using specific examples, and offering actionable advice, you’re not just giving feedback - you’re guiding them to reflect on their actions, decisions, and behaviours. This structured approach doesn’t just help them navigate their current challenges; it also sets them up for long-term success.
The principles outlined in this checklist - setting clear objectives, sharing specific examples, maintaining a constructive tone, and following up - work because they align with how people grow and learn. In fact, research from Harvard Business Publishing shows that employees in high-trust environments experience 74% less stress and are 76% more engaged. Effective feedback fosters this trust, creating a solid foundation for personal and professional development.
For Customer Success professionals, Stackd offers a mentorship model that aligns perfectly with these principles. By connecting mentees with experienced leaders from top European scaleups, Stackd ensures feedback sessions are focused, purposeful, and tied to specific career goals. Their approach - personalised mentor matching, structured session plans, and ongoing email support - brings these feedback principles to life.
"Feedback empowers leaders by offering vital insights." – Mona Andrews, Founder and CEO of Stay In The Game
Great mentorship isn’t about knowing all the answers. It’s about asking thoughtful questions, actively listening, and helping your mentee find their own solutions. By consistently applying this structured approach, you’re not just helping your mentee grow - you’re contributing to a culture of continuous improvement that benefits the entire professional community.
Helping your mentee achieve their career ambitions starts with setting clear and realistic objectives together. A great way to do this is by using SMART goals - those that are Specific, Measurable, Achievable, Relevant, and Time-bound. These goals act as a roadmap, making it easier to structure feedback and track progress over time. Don’t forget to revisit these goals regularly to measure growth and make adjustments if priorities shift.
When offering feedback, focus on specific actions and results that directly tie into their objectives. Constructive feedback should include actionable suggestions they can apply right away. Creating a safe and supportive space is key - encourage your mentee to open up about their aspirations and the hurdles they face. This not only helps you tailor your guidance to their unique needs but also strengthens trust, paving the way for lasting growth and success.
If you’re looking for a tool to streamline the mentoring process, platforms like Stackd can be a game-changer. Designed for Customer Success professionals, it connects mentees with seasoned leaders, making it easier to provide personalised feedback and meaningful career guidance.
Building an environment where feedback thrives is essential for nurturing trust and encouraging growth in a mentorship relationship. Begin by clearly defining the purpose of your feedback and connecting it to the goals you and your mentee share. This helps them see the value in the conversation and understand how it contributes to their personal and professional development.
To encourage open dialogue, focus on fostering trust and showing genuine empathy. Make it clear that their thoughts and feelings matter, creating a space where they feel safe to share without fear of being judged. When it’s time to give feedback, strike the right balance between constructive suggestions and positive reinforcement. Recognising their strengths alongside areas that need attention keeps the conversation uplifting and motivating.
Consistency plays a big role, too. Providing feedback regularly helps normalise the process and builds a culture of continuous learning. By keeping this approach steady, you'll help your mentee view feedback as a powerful tool for their growth and success.
To capture feedback effectively, organise the main points from your discussions in a clear, structured format. Using bullet points or a checklist works well. Be sure to include specific feedback, agreed-upon actions, and any deadlines. This approach provides both you and your mentee with a solid reference point for future conversations.
Equally important is the follow-up. Touch base with your mentee within a few days to reinforce the feedback and check on their progress. Encourage them to share updates on their actions, and make it a habit to schedule regular catch-ups to review their development. This steady communication not only builds accountability but also demonstrates your commitment to supporting their growth.
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