How to Ask For—And Respond To—Feedback at Work
Last month, we published Six Self-Advocacy Steps for Sonographers, and step #3 was to seek feedback and act on it. That is easier said than done, so this month, we’re going to take a deep dive into how to ask for on-the-job feedback—and how to respond to it.
Tell me again, why should I bother asking for feedback?
We know, the word “feedback” can bring on performance review butterflies, but you can mitigate that fear response by remembering all the good things that can happen when you ask for feedback regularly:
Increase your chances for promotion: As we discussed in our previous post, by requesting and working to incorporate feedback, you involve your peers and supervisor in your growth. That gives them a front-row seat to your achievements and makes them more likely to listen to you when you advocate for that promotion you’ve been eyeing.
Improve your performance: Nobody is perfect, which means everyone has room to improve. Gathering feedback presents you with the opportunity to grow while also increasing your confidence.
Gain clarity: Feedback can help you zero in on top priorities and help you understand how your work is connected to larger goals. Bonus: clarity can help you be more productive.
Create transparency: Healthy dialogue impacts the whole company, not just you or your team. By engaging in open conversations, you can help build a culture where honest feedback is considered constructive, not threatening.
Embrace problem-solving: You might not be the first person to ask this question. The answer may be some tips just for you, or it could lead to identifying and solving an organizational challenge. Either way, by asking the question, you’ve created an environment where critical thinking and innovation are possible.
Okay, I see the benefits of asking for feedback, but... what do I actually say?
We’re glad you asked! Before questioning anyone else, though, you should know two things:
What you hope to gain out of this conversation (refer to the benefits above).
Who you should reach out to for feedback.
For example, if you’re hoping to gain clarity about your role or responsibilities, your supervisor is probably your best bet. If you’re looking for scanning tips to help you perform a specific exam, a charge sonographer with several years of experience might be a better choice.
Once you know what you’re looking for, and who to ask, it’s time to prep your questions. There are two ways to ask for feedback: close-ended questions and open-ended questions.
Close-ended questions provide both prompt and response options. Examples of this kind of question include yes/no questions or requesting a rating. Close-ended questions are generally easier to answer because you’re giving the respondent choices. For example, if you’re working on mastering a certain type of scan and you’re paired with a mentor, you can make a habit of asking them to rate your images on a scale. That number can help you track your progress and provides the opportunity to celebrate small wins along the way. A big benefit of close-ended questions is that they can provide “hard data.” Here’s a list of ideas to help you generate your own close-ended questions:
How clear are these images, on a scale of 1 to 10?
True or false: I’ve been a helpful mentor to my teammates this month?
I feel like I’ve taken on more responsibility this year—do you agree or disagree?
On the other hand, open-ended questions provide a prompt but leave the respondent room to construct their own response. Examples of this kind of question include, “What can I do to be a better teammate?” or “Can you provide a couple of tips for performing fetal echo exams?” Open-ended questions are generally more difficult to answer because the response is left completely up to the respondent. However, that openness also provides space for deeper insights, spontaneous kudos, and valuable critique. The big benefit of open-ended questions is that you can glean information you didn’t specifically ask for. Here are some examples to help you form your own open-ended questions:
What do you think I’m currently doing well? Not so well?
Who should I be working more closely with to grow this skill?
What steps can I take to set myself up for a charge role?
Depending on what your goal is, and who you’re talking to, you may find more success with one or the other of these types of questions—or a good mix of both. Don’t be afraid to mix up how you ask for information and make sure to make a mental note of which kinds of questions work best for different people.
It’s also a good idea to have some follow-up questions in your back pocket so that you can draw out additional information during the flow of conversation. Here are some examples:
You mentioned [fill in the blank], can you tell me more about that?
You said I should work on [fill in the blank], can you give me an example?
I don’t understand what you mean by [fill in the blank], can you clarify?
We briefly discussed [fill in the blank], do you have any other thoughts to share?
Okay, I think I can prep good questions now, but... what if I get an answer I don’t like?
We won’t lie, it’s entirely possible—even likely—that you will hear something you don’t like when you ask for honest feedback. Critique can make us feel defensive, upset, or even angry. But remember, you’re doing this for the growth it can bring you, and you won’t get anywhere if people aren’t willing to be honest with you. So, no matter how much you like or dislike their response, here are some guidelines for how to respond to feedback:
Don’t get defensive: Ironically, it can be just as flustering to give feedback as it is to ask for it, and people will shut down if you respond defensively.
Don’t argue: You’re asking for their perspective, so listen to it without judgment or argument.
Show you’re listening: Use body language like leaning forward, maintaining eye contact, and nodding to demonstrate that you’re listening.
Say thank you: Even if you disagree or are hurt by what someone said, thank them for their honesty and for taking the time to speak with you.
Indicate how you’ll follow up: If your conversation results in action steps, communicate what you’ll do or work on next. If it doesn’t, you can simply say you’ll spend time reflecting on what they’ve said.
That makes sense, but I’m still nervous to start the conversation.
We’ve been there! Just remember that this will get easier with practice and that others’ feedback probably isn’t going to be as painful as you think it might be.
When you’ve completed the thought work above, you might start the conversation by asking for some time to meet face-to-face. Tell them the topics you’d like to discuss and give them a little time to think about their responses. When the time to meet comes, you’ll both be ready to have a productive conversation. If you know the person well, or perhaps as you become more comfortable with them, feedback could take the form of a more spontaneous dialogue.
Embrace this process as a great opportunity to learn and grow. And remember, you’ve got this!