Cracking the Feedback Code: Neuroscience, Leadership & Culture
44m 58s
This podcast episode features Sandra Machihi and Ken Noak discussing their book, "Performance Feedback Strategies," focusing on improving employee performance and engagement through effective feedback. They define performance feedback as intentional information sharing aimed at helping employees succeed, emphasizing three outcomes: comprehension, acceptance, and commitment to change. They contrast traditional performance management—which relies on reviews and monitoring—with performance coaching, which fosters alignment and buy-in from employees. The conversation highlights a significant gap between what leaders believe they deliver and what employees experience, leading to disengagement and reduced performance. They discuss the neuroscience of feedback, noting that negative feedback can trigger fight-or-flight responses, and stress the importance of psychological safety and trust to mitigate defensiveness. To drive behavior change, they propose a three-stage model: insight, encouragement, and enablement, supported by TD leaders who act as accountability partners. Their practical model categorizes employees into four quadrants based on performance and interpersonal skills, offering tailored strategies for each, while acknowledging these categories are dynamic. Surprising insights include the need for better listening skills, cultural nuances in feedback interpretation, and the ongoing lack of leadership training in many organizations. The episode concludes with actionable advice for listeners to connect with the authors and explore the book’s tools for enhancing feedback practices.
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Sandra Machihi is an organizational psychologist and leadership coach who is more than 20 years of experience coaching and training leaders to improve their behaviors in a way that leads to their team's high performance and effectiveness.
Sandra works on a one-on-one basis as well as facilitating group coaching programs along various topics such as emotional intelligence, performance feedback coaching, and emerging leadership programs.
Sandra runs a boutique consulting firm called Spectra Coaching. She also serves as an adjunct professor at Pepperdine University's Gratziato School of Business and Management and the California School of Professional Psychology among other professional institutions, where she teaches leadership and organizational behavior for MBA and doctoral students.
Ken Noak is a licensed psychologist and the co-founder and senior research officer of Amvisia Learning, a global leader in assessment and technology solutions.
With more than 30 years of experience, Ken has made significant contributions to the fields of habit and behavior change, 360 degree feedback, leadership development, and health psychology in peer-reviewed academic journals, book chapters, and HR, OD, and LND magazines.
He holds a doctorate in counseling psychology from the University of California, Los Angeles.
Recognized for his valuable insights in learning and development, Ken is a fellow of the American Psychological Associations Division 13, Society of Consulting Psychology, and served as the Editor-in-Chief of the Consulting Psychology Journal.
Ken and Sandra just published their latest book, Performance Feedback Strategies by ATD Press in April of 2025.
Hi Sandra and Ken, thank you for joining me. Today we're talking about feedback as it relates to employee performance and engagement, an organizational performance and culture.
So let's start with a basic definition of performance feedback. How do you describe it and why is it such a critical skill for leaders today?
A great question and really the impetus for our book, but we define the term performance feedback, really is information sharing with an employee with a real key intention, and it's really helping them to do their job more effectively based on whatever mutually agreed upon goals and standards exist.
In feedback the word itself as we all know there's a lot of moving parts, whether it's giving or receiving the content, the valence, whether it's positive, negative, a critical, constructive, the purpose of the message, why are we meeting?
Obviously a lot about the feedback recipient, their intersectionality and the culture, a cage, job, a self personality, and obviously a lot about the feedback provider.
But we see performance feedback really is a set of strategic techniques delivered to employees in a fair, consistent, timely, really constructive manner.
So what we call the three really important components, so what performance feedback really is all about is achieving these three things or sort of metrics or standards in any conversation, even what you and I are having today, and the first is whether or not the delivery of feedback enables employees to understand what the heck you're trying to share with them.
So they comprehend, they just get it. We talk on one of our chapters a lot about how cultural differences really change. I may say something in one particular frame, but if you're from a different country, means something really different.
So that first component of performance feedback really is around do you understand the second, which is really critical is do you buy it, do you accept it, however I share feedback with you, you might understand it, but you may get defensive.
You may deflate it, you may feel it's unfair or I'm just incorrect. And finally, we give feedback for performance with one really important terminal hope and prayer, and that is not just the people get it and are motivated to do something with it, but they make a commitment to change.
So performance feedback is very pointed to say, how can we turn the volume up, turn the volume down, help employees do their job, but more effectively.
I love the intentionality of this, and when you think about you mentioned mutually agreed upon, right, many people engage in performance feedback with not so much intention, shall we say, right, so to really think about how you might elevate performance conversations when you approach it with the kind of the constructs you presented here curious how performance coaching and performance feedback differs from traditional performance management.
Yeah, that's a great question. You know, you just said it, it's about elevating performance feedback conversations, those feedback conversations that we have our purpose is to help leaders elevate those conversations in a traditional performance feedback approach.
It involves a cycle of setting goals, having ongoing feedback conversations toward monitoring progress and performance, you know, this includes standard approaches, documentations, annual performance reviews, checklist, progressive discipline,
and the leader does that to manage and monitor performance. Now, our model and our approach is to monitor performance, but we would like to help leaders become coaches in that process and help them facilitate conversations and feedback in such a way where employees feel aligned, heard, understood, and bought into the process.
Because as we know, there is really a gap between what leaders are doing and what employees are actually experiencing. So traditional performance management is is a great way of monitoring performance.
If you want to just track progress, but we're elevating that to the next level, and we would like to help leaders become coaches in that process.
So much more than a performance review, clearly, that's fantastic. Let's talk about kind of the state of performance feedback in the workplace today. I know as far as performance management goes, performance feedback and coaching, you know, the pendulum can swing from one end of the spectrum to the other, but this is always kind of a hot button topic for our field.
Certainly employee expectations have evolved over the years, but I think especially recently employees want and expect a lot more from their managers and their employers and leaders.
What do those expectations say about performance feedback and kind of the role it has in the employee employer relationship?
Yeah, that's another great question, and I see this all the time with leaders thinking that they're giving feedback, but they're not really understanding what's been taking place lately, you know, with the shifts around work life integration, the expectations of people having that balance between taking time off for parental leave, sick leave, whatever it may be, and the remote life.
So that's a big paradigm shift as well that a lot of leaders are still struggling with tuning into another big paradigm shift is AI and technology taking over this big boom.
So life has shifted for employees and leaders don't only need to tune into them, but they also need to understand the boundaries around well, I need to respect my employee because I'm emailing them off hours because I know they have their mobile phone on them and they're working remote.
So maybe I could just email them all day so leaders need to understand that yeah, they do work remote, but there's a time that you can contact them leaders need to strike that balance between tuning in and understanding and meeting their needs, but also really respecting their boundaries around what they can and can do.
And employees really expect that now employees want to feel like their leaders are taking care of them and understanding, you know, what they're going through and where they're at, that's what we're seeing in paradigms have shifted so much and it's shifting at an accelerated pace, that's why this is so important.
I know we've had a lot of stats in our books and surveys change from year to year, but to really stuck with son and I and I think they're in our book as well, but a recent Forbes article reported that I think it was 65% of employees really are craving more meaningful feedback today, old ages, old tenures, yet less than 60% of managers are convinced they're already doing that.
And if that is enough for one of the more recent Gallup surveys, I think indicated that roughly 80% of employees who share that they do get meaningful and important feedback from their leaders were much more engaged in those that.
not. And I think again, that's the impetus for thinking about our model and helping leaders
do what we really expect them to do, but think a sonar will share more detail with her active
coaching. We're shocked and surprised at how few of the leaders we interact with have had
this structured training and exposure to the model we have in our work.
I like to hear that it's an employee thing. It crosses generations, right? It's not a Gen Z,
you really want some feedback, you know, everybody does. And so to understand how to address people
and employees in your organization kind of cuts across those divides. Sandra mentioned the gap.
And then I want to kind of get back to that. I found it quite interesting actually when reading your
book that this major gap exists between a leader's and employees experience around feedback.
Can you talk more about the biggest disconnects between what leaders believe they are delivering?
And what employees are actually experiencing in that feedback conversation?
Yeah, absolutely. I mean, this is the reason that Ken and I got together to even write this book.
Organizations are spending so much money on leadership training programs.
And there's still this huge disconnects. I coach leaders and yes, they go through leadership
training and they're learning feedback techniques and they're giving feedback. And they're trying
these approaches, but they're still this disconnect. And what we hear leaders saying is that
every time I give feedback, it's presented with some kind of resistance or my employee will say,
okay, and nothing changes. Or I'm scared to give feedback with the way they'll respond.
Or I don't have time to keep giving feedback and nothing changes. Or a lot of leaders say,
I wasn't given any feedback and I'm doing just fine. You know, why should I do it any differently
for them? You know, they should think on their own feet and come up with their own solutions to
things. And that's a big complaint amongst leaders. And then interestingly, if you interview those
employees that work with them, what they're saying is my leader doesn't hear me. My leader doesn't
understand my needs. My leader is not interested in my career development. My leader is not
interested in my team dynamic and the conflict of our team and is not addressing that.
So there's lots of complaints that employees have. And ultimately, they feel like
their leader isn't giving them the feedback that they need and their leader isn't tuning into them.
And so when you look at this gap, it's a frustration on both parts and that ultimately will really
diminish and decrease performance. Our book provides a whole series of practical tips and
suggestions for exactly how to package and frame and deliver the feedback to essentially any type
of employee because there is a variety of employees with different needs, different personalities,
different skill levels, different engagement levels. And then on a personal level, you know,
they come from different generations. They have different cultures. They have different race,
different neurodiversity. We look at every component of what each employee comes with because that
all matters. And in a traditional performance management system, they don't necessarily look at all
that. It's just, did you do your work? Yes or no, you met, you exceeded or you didn't, right?
But this is more, okay, what does this person come with? What's the whole package of this individual?
And so we provide those techniques for leaders to be able to package and deliver feedback in such a way
so that the employees feel heard and they got it. At the end of the day, it's about the employees
feel like they got the feedback and they could actually, like Ken said earlier, commit to some kind
of action. It's great. I hear our audience of talent development leaders say all the time one
size fits one and I appreciate the perspective of approaching performance feedback the same way and
it makes total sense. You know, the person is the whole person and looking at all that makes them
uniquely who they are, including how they want to be spoken to. Again, kind of agreeing mutually
on that. I think a lot of this is about essentially raising self-awareness to for leaders and employees
and to close that gap and just write with opportunity for improvement across the board. Ken mentioned
the impact of poor performance feedback. He mentioned engagement retention, overall business
performance. Certainly this has far exceeding reach beyond just a performance review or even kind
of overall satisfaction from an employee. Could you talk more about that about kind of the effects
of poor performance feedback? Well, just on the effect on the employee level, it impacts morale,
it impacts the morale of a team. For example, you know, you have teams where you have a so-called,
I'm going to use a term, competent jerk on the team. This is an employee that's highly skilled
but has some interpersonal deficits and I didn't make up that word. Some Harvard Business Review
authors actually made up that word in their article, but these kinds of competent jerks that
are on the team are impacting the morale of the team. So you have other employees that have
this expectation that their leader is going to step up for them. So it impacts the morale of the
team. It impacts definitely decreased productivity, lower quality outputs, missed deadlines, you have
dissatisfied customers. Things are not happening and things are falling through the cracks.
Ultimately, it impacts the company's bottom line and reputation. So there's really big,
significant impacts. If leaders aren't willing to constructively confront, you know, poor
performers on the team or those competent jerks, you have a situation where there is this contagion
effect amongst the team and other employees feel dissatisfied and that has so many repercussions.
It's a great business case for it, for sure. Your book contains a lot of interesting
information about the neuroscience behind feedback as well and particularly fascinated by this
to think about how people react to feedback often defensively, right? Even when it's constructive.
So curious for some more information around this. The neuroscience label is really attractive.
If anybody lover obviously is throwing that label into articles and TED Talks and books,
when I served in the last few years as editor for one of the American Psychological Association
journals, we had an entire special issue on the neuroscience of consulting psychology,
coaching training, and I wrote an introductory article four, that's a special issue around what
we call neuro misconceptions. A lot of neuro BS, a lot of neurosur秀 to running around. In L&D,
literally they'll bless you for attending a 12 week program and all of a sudden you're a neuro coach.
But they give our brain, really in the evolution of our brain over the estimated time,
humans are then running around on earth, which is around 300,000 years, that are brain basically
as a cost-benefit calculator. What we seek to do are two things. Our brain really is a survival
organ that seeks pleasure, seeks plain joy, seeks to facilitate flourishing. But more importantly,
the brain's a protective calculator that's weighing every interaction, every situation we perceive
from the lens of business, potentially harmful, is their danger here. And unfortunately,
we refer to this as the negativity bias that we react quite frequently. And because we're
social creatures, that's how we evolve to tribes and clans, and we may look at the world through
a Wednesday and wonder why we haven't evolved further, but that's another podcast, that's
the topic altogether. We immediately within seconds our brain is this cost-benefit calculator,
determines whether we can meet somebody and interact with them and treat them as a friend,
or there's a threat inherent in those individuals as a foe. So this is from an evolutionary
survival perspective, how we're organized, and brain research really suggests we feel a lot more
pain interacting and sensing people that seem different from us, and different can be any aspect
of how we look, how we speak, how we behave. And this is an automatic protecting
calculator that says, "Gosh, the more you seem like me, the more we're like, you seem safer."
So because of that, we also find that interpersonal interactions, feedback is a great example.
It lists a heightened fight or flight response. So if I could draw blood, grab saliva, have it
wear a smart watch, and grab some physiological parameters, if you and I are interacting and we
have an argument, if you feel as if there's tension, if I've shared information of feedback that
seems unfair, incorrect, just biased, you will elicit that fight or flight response, cortisol,
the hormone of the stress response, remains elevated, about 50% longer than non-interpersonal
stressors. And finally, kind of from a neuroscience perspective, there's been great plastic
research that I think most listeners will be familiar with. And it's really come out of the lab
of Naomi Eisenberger at UCLA in California, putting people that were playing a social game together
under brain scans using functional MRIs. Her lab was really one of the first to determine that
social rejection, social evaluation,
receiving feedback that seems very unjust, living into a situation environment where we experience
discrimination, we experience being ostracized, being left out, and not only causes a perception
of hurt at an emotional level, but it actually activates the pain matrix in our brain, that network
that's really interconnected. So we treat feedback and so did I have an entire chapter of the book
that really tries to unpack, how can we deliver and receive feedback without that pouch? So the
neuroscience is pretty interesting as a backdrop to why feedback is one that we all know visibly
can hurt, even if our intents to be constructive and supportive, how its experience are perceived
as the other side that we need to be cognizant of. It's helpful to know, Ken, that nothing's wrong
with me then when I'm like, why can't I take constructive feedback better? I need tougher skin,
why doesn't this just roll off me right? So very much how we're just wired. That's a survival
wiring that it's allowed us to wander around earth and hopefully continue to evolve in a way that
we do treat people with civility, empathy, and an inclusive manner, and that feedback is seen as
a positive. In fact, there's a lot of words out there, a martial goldsmiths may not be one that's
pointed to this idea of future oriented feedback. Feed forward is a lot less painful. And the more
you and I get to know each other, we care about each other, I'm interested in you telling me when
we're on a podcast and you can see me that I've got food stock between my teeth. I'm interested
in receiving what can be kind of painful feedback and criticism, but you love me. I love you and
the intent is growth and development. You talk also about psychological safety and culture.
These are important ingredients too when you think about overall a performance feedback,
performance coaching system or environment in an organization. Can you talk more about what role,
particularly psychological safety plays in making feedback more effective? It's pretty intuitive
and let me unpack the label because I think today we read about it, we hear a lot about it.
Psychological safety is again a calculation and prediction. If I behave in a particular way with you,
either interpersonal is part of a team, that your response to the behavior to what I've set or
done will be one that I feel safe around. In other words, I won't be bullied, I won't be made
of fun of, I won't be ignored, so I can take a risk to be authentic. I can share, I can actually
make a mistake. I can be brave and disagree with you. A lot of the research around psychological
safety. In fact, a colleague of mine, Paul Zach and I wrote one of his professional ATD publications
that have unpsychological safety. Anybody that's going to the ATD site can actually purchase that.
So psychological safety again is your prediction of how others are going to treat you,
which either frees you or inhibits you to be yourself, to speak out, to be challenging.
In feedback is always in an environment where I feel comfortable, freely shared.
In fact, there's a lot of cool research that does suggest that a key predictor of high performance
teams is we can in fact constructively disagree and that it's not an evaluation of my intelligence
or my personality or worse. And every one of us can relate to being in a meeting and we've got
a brilliant idea, right? And we throw it out and nobody responds to it. And it seems like 20
minutes later, somebody's gotten virtually the same idea and everyone's now jumping up and down
and cheering. And you kind of want to what the heck? That was my idea. And you feel psychologically
unsafe to reveal too much or share much more. So we know that what leaders and team members can do
to cultivate psychologically safe environments enhances feedback given and feedback received.
It's that simple, but it's an interesting concept that we need to unpack exactly what it is.
Different from interpersonal trust, which is again, a calculation that I'm empowering you to do
things on my behalf. So if you're my plumber, come on in and fix some I broke in garbage disposal.
If you're my car repair person, I'll just bring my car to you and come back and pick it up later
and trust you know what you're doing. If you're my surgeon or my banker, we think you've got the
right skill set and you have our backs to do things on our behalf. And interestingly, I won't go
in any more detail. Both psychological safety and interpersonal trust are mediated by a pro-social
peptide called oxytocin. So when you and I interact and there's a level of trust that's there,
we find an oxytocin lowers the threshold for me believing you're a threat. And in a feedback
interaction where I might feel defensive, there's less trust for me to respond in a way that's
truthfully going to say to somebody outside the meeting, oh my gosh, can you believe what Kay said
to me? Let me say in my perspective, because I didn't feel comfortable to let her know. So it's
an interesting concept that plays a big role on the quality, the quantity, and certainly the
authenticity of feedback that shared in a partnership or a team. So the point of all of this, I think,
when we talk about performance feedback is to drive behavior change, right? We want to share
with folks, deliver feedback and the intent is that they receive it in such a way that behavior
is changed, that a change ultimately is made. So what are the key ingredients of feedback that do
drive such change? Yeah, this is a big topic that Sunder and I have written about and we speak
at ATD and other conferences as well. I mean, terminally, we're praying and hoping that what you
hear and receive will translate into doing something more or less or differently. Otherwise,
why share? Why share now? And is it me that should be shared? So we have an entire chapter
in our book devoted to a framework that we have curated from a lot of research that's out there
on habit and behavior change over many years and we basically see three very important dimensions
or factors that are critical for individuals to begin something, it's a stated Friday length
of time and then make that part of their DNA. So the silly exercise for listeners to do right now,
but we often in our workshops or presentations have people actually write their name, sign an
autograph for us with their non-dominant hand. And it's a great visceral exercise because we can
actually watch people struggle, we see their non-verbals of why do I do this. But at the end of
the day, if you unpack again the experience, it's really fascinating because most people take a lot
longer to write their name with their non-dominant hand, obviously. They have to focus and really
think about it, which if I just ask you to sign your name now in a credit card or what not, you can
do it pretty unconsciously. And finally, the quality of what we do is probably, unless you have
a dexterous pretty different. So we really believe that the elements of habit and behavior change
are seeped in a lot of research models around getting people to start, getting people to stay
in things, keep it up over time. And we have what we refer to as this three E model that we again
talk about in one of the chapters of our book. But nobody spontaneously wakes up and just decides
to be different. Whether it's our body, when blood pressure goes up or heart rate goes up,
we have corrective mechanisms in our body to correct that, to change that. And that's the
purpose of feedback interpersonally used to share information that has an intention. We hope
of modifying behavior. So this stage of the first stage is really are you in tune? Do you see yourself
in a way that others will align? And we actually have had an article in training development
this last March, 2025 issue in which Sunder and I unpack and talk about the next evolution of the
Jahari window and the alignment between how I see myself, my identity, and how others uniquely
may be writing things that Mathram wall about us or speaking outside of a meeting, which is our
reputation. So without insight and awareness, we just don't find people doing anything any
differently. It feels pretty comfortable to stick with habits that we've developed. So that's our
first stage we call it the enlightened stage. It's again thinking about feedback as a frame to
help people see the world were clearly and the impact they have in what they do. And of course,
the second stage really is do you care? Do you want to do something with it? Are you motivated?
In the book we talk about the second necessary conditioner stage we call it encourage
of what feedback delivers and systems around them can do to support acceptance, buy-in,
moving it to a readiness and think of it as a stairway of I think I want to do that to know I
really need to work on this and enhancing that motivational level. So it becomes more intrinsic.
And finally, the last stage is now I got started think of New Year's resolutions and most people
that have created wonderful ideas of starting the New Year have now abandoned them. They're no longer
practicing what they set out to do. So we think the last stage we call enable is putting into place
systems and processes and recognition rewards in our peer and support network including our bosses
of how to reinforce how to catch us doing things right and have a game plan for the possibility of
relapse. So that's a three model that's really spoken about a much more detail in a book but
get it's nothing brand new but it does curate
everything that's out there in a literature on best practices for habit behavior change,
learning, transfer that thick readers will find pretty provocative.
I love how practical your book is when you talk about that model. I know you have another one
we'll get into in a minute here, but you really helped to distill all of this research and these
insights into some approaches that are super actionable for readers and for our listeners,
talent development leaders. And speaking of our listeners, curious for you to talk a bit more
about the role of TD in all of this, how can they support training and development efforts
around performance coaching? Great question Ann, and I alluded to this earlier.
In order to ensure this process isn't just leaders are going through the motions,
through the checklist, I've done my annual performance review, I've given feedback,
I've done everything I needed through it in a systematic way. TD leaders are really important
change agents in the process to help them think bigger than that, to hold them accountable to be
mentors in the process, to hold discussions with them to ensure that their understanding their
employees needs as well. This is a process, it's not one size fits all, so to have that accountability
partner in the process will really help them translate those new skills into action. And that's
what we want for these leaders to become expert performance feedback coaches with the help of
the support network around them. And what we know is that when you have a network of individuals
that can periodically nudge you, remind you, help you think of what's important because
sometimes it is a shift in mindset. It's coming out of thinking of yourself or thinking of feedback
as a one way approach to thinking of it as a two way approach. Sometimes we need those reminders,
we need that guidance and we need that support. So TD leaders play such an important role in this
process to get them to the point where they could become expert feedback coaches. These skills
are so relevant for the rest of our lives, right? But even think about training and developing
managers, employees to be expert feedback coaches. It's not just about their role currently, it's just
kind of infiltrates every part of your life and feedback arenas, which is really exciting.
Want to spend some time talking about your performance feedback coaching model in the book.
You spend quite a bit of time on this particular model in the book. So I think it's important
to mention it a bit. And of course, I encourage listeners to check out Ken and Sandra's book
performance feedback strategies so they can really dig into this model themselves. But can you
give us a little teaser? So we look at two broad dimensions that are rooted in social psychology
and organizational psychology. And we suggest that employees should be evaluated based on two
main dimensions. One is competence or the perception or appraisal of one's competence,
which is their knowledge, skills and abilities, how they get things done, and basically performance
against a certain standard or expectation. And then the other dimension is their interpersonal
skills, how they play well with others, how they get along with others, how they tune into others,
are they likable? And so amongst those two dimensions, we now have four different quadrants.
And those four different quadrants are categorized from anywhere from high performers
with high interpersonal skills to low performers with low interpersonal skills. And ultimately,
our goal is to get people to be in the high performer high interpersonal skills quadrant and
keep them thriving. So you have the first quadrant I'll talk about, which is the employees with
high interpersonal skills and high performance. And this is a quadrant that is so important. And
leaders often ignore so much because they assume if they have employees that are high potentials
and they're doing great on the job, then they don't need feedback. They're doing great,
they can take care of the other employees that aren't doing as well. And that's actually a
misconception and it's a flawed approach because those high performers need to be challenged.
They need to be heard. They need to be tuned into and sought out because they're going to leave.
And they need to be groomed so much and they're not. They're actually just kind of if you're
doing well, then I'm just going to, you know, attend to the other employees. So we have a whole
series of techniques, feedback approaches, approaches to understanding career drivers,
how to conduct interviews to understand the needs of those high potentials and how to really
leverage their strengths so that they could excel to the next level in their careers.
And then you have the next quadrant, which is, you know, the so-called competent jerks.
These are individuals with high performance but low interpersonal skills. We call this the
performance management quadrant. And these are the individuals that are great at what they do,
but they don't get along well with others. I've coached many surgeons, leaders. In fact,
I would say a vast, a vast majority amount of my clients have been competent jerks.
They have interpersonal deficits. They don't know how to get along with people. And some of them
aren't aware of their interpersonal deficits and some of them don't even want to be aware of their
deficits. So there are some liabilities involved with the ones that don't even want to be aware of
their deficits. But there's some really big repercussions there. And organizations make the
assumptions that these individuals, if they're performing well, then we got to invest in them and
keep them. But the impact of their interpersonal deficits and the way they're treating other people
really has tremendous impacts, which I've spoken about earlier. And so we have, you know,
a whole series of approaches. What do we do with those competent jerks? How do we talk to them?
How do we make them aware of their behavioral issues? The goal there is to really help those
individuals change their behaviors. And then we talk about can they change? What can we do to get
them to see the impact of their behaviors and strategies within that quadrant? And then we have
the other quadrant, which is the individuals that have low performance, but they have great
interpersonal skills. They're very likable. Team players engaged want to get along with people
can connect well with others, but they have some performance deficits. We take those individuals,
we teach leaders how to troubleshoot. What are the performance deficits? Is it their knowledge
skills and abilities? Is it something personal, you know, that's going on with them? Within this
quadrant, we help leaders really assess and understand the performance deficit to really get
them to the next level. Sometimes we feel like if they're not performing, then, you know, maybe
they're not the right fit. Maybe they're not performing, but they have great interpersonal
skills and they have the potential. So we talk about all the strategies and feedback approaches
and different techniques you can use with guiding these people to excel in their career.
Then finally, you have the last quadrant, which is the low performers and the individuals
low interpersonal skills and every company has their own progressive discipline process. So we
respect that and we intertwine that within our approaches in this quadrant. So that's something
that we embed every company's approach, but basically we talk about strategies for dealing with
them, you know, and what are ways that we can give feedback so that they understand what they
need to improve and what their consequences are if they don't improve. We talk about that as well.
So categorizing these individuals like this really kind of captures all types of employees
on your team and the strategies that we give help these employees excel at the level. They're
supposed to excel. So we're addressing performance and then we're addressing interpersonal skills
because at the end of the day, it's not just about how you perform, but it's also about your team
and how you get along with others and how you communicate and how you're working across departments
and with team members. So that's a really, really important aspect of working in an organization at
the job. It's not just what you did, but how you did it. They both matter very much. I love the
quadrant. It's a super helpful way to just a construct to categorize. And then again, just how
actionable and practical your book is to provide strategies and tools for each of those quadrants
and how to approach them. It's fantastic. There's a sidebar on this that we don't see it as fixed
as dynamic. So obviously, you may have somebody that's really talented. They're performing at a
high level interpersonally. They get along with everyone. They've got high emotional intelligence,
but something changes in their life or their situation where they go from an outstanding performer
and now they're struggling. Could be a new role. Could be things outside of work. So again,
I think our book is helpful to say we're evaluating and categorizing employees along a
continual load of high performance and lower high emotional intelligence or social competence,
but that can change. I think you
Again, the strategies, tips and techniques, worksheets we have are adaptable in a dynamic
sense.
People are fixed that they fit into one of those quadrants and that's all we deal with
this all later.
So I just wanted to highlight that to dynamic nature of the model we're writing about
as well.
Thanks, Ken.
That's helpful.
So as we wrap up today, one more question for you.
And I like to ask this question of all of my podcast guests.
What in your recent research writing or work has surprised you lately?
Perhaps something that has caused you to pause and think, huh?
Or a ha?
We'd love to hear any insights or epiphanies you have.
Maybe I'll kick in first and suddenly you can jump in second.
Actually, a two.
And one comes from my clinical background as a licensed psychologist that we have an
entire book around giving and a little less about receiving feedback.
And it's all about speaking to keep reflecting on the idea that we need to also acknowledge
being better listeners.
This cubby used to say listening for understanding.
So that's one aha that as much as our book is around that, the micro skills of leaders
as performance coaches shouldn't be neglected.
We want to teach people to be better listeners, ask and open any questions, listening for
empathy, etc.
And the other one I have that comes from my own company that's global.
And we have offices, we use to break more offices, but we have a large crew in the UK.
Even though the language is the same understanding cultural differences, it's a real big aha for
me in traveling and teaching and working around the world.
And even in the UK hearing a phrase like, that's interesting here in the US, we might reflect
and think that's really positive.
And as my managing director in the UK pointed out a long time ago, sometimes when the
Brits say that, they don't necessarily mean they're enamored with what you have to say.
It's a very indirect and plight way of disagreeing.
Show intelligence for leaders today, managing international teams and remote teams.
It's so easy to say something and be misunderstood or to misinterpret our direct manner with someone
in France or in Asia, having different norms around eye contact and what it's like to be
indirect and be more subtle. So that's been a really big aha for me of why I need my knowledge
and awareness and just how small the world is and how sometimes my style of preference
just isn't heard and understood in the same way.
Sandra, any thoughts?
I think it's so interesting how it's great.
The world's organizations are embracing the whole concept of leadership training, but
still there is just such a disconnect amongst a lot of leaders and a lot of leaders still
don't have the necessary training and skills to lead.
And there's still so many employees and if you look at survey after survey, you still
see this big need for employees, you know, for leaders to lead them the right way and tune
into them.
I'm currently working within a nonprofit organization.
Leaders have been there, tenure, been working there 30 years, never have leadership training.
It's just a lot of organizations are investing and they're still disconnect and then there's
some that still haven't even introduced leadership training yet.
So I think they're just still so much room for growth and I'm really excited about the
opportunity to contribute to that cause.
So much opportunity here and I know your book again called Performance Feedback Strategies
really presents a case for how so many talent development leaders, managers can provide
effective performance feedback and coaching and super practical tools as we've mentioned
to do so.
So I encourage listeners to get your hands on a copy of Ken and Sandra's book.
And Ken and Sandra, please tell listeners how they might connect with you if they have
any additional questions they want to ask or conversation they'd like to take up.
Sure.
Contact me at Sandra S-A-N-D-R-A SpectraCoaching.com, that's S-P-E-C-T-R-A Coaching.com.
And yeah, email me with any questions and I'm really happy to connect.
And for me, my first name Ken and then the name of our company, a little bit long-winded
@invigialearningalloneword.com, E-N-V-I-S-I-A, at the word learning.com.
Both of us you can fight also on LinkedIn.
We'd love to connect with you as well.
Thank you both so much for spending time with us today.
And thank you.
Thank you, Ann.
Thank you for listening to this podcast by the Association for Talent Development.
If you found this show insightful or useful, please be sure to like, subscribe, and share
it with a colleague.
Podcast Summary
Key Points:
Performance feedback is defined as strategic, intentional information sharing aimed at helping employees improve job effectiveness based on mutually agreed goals, with three key components: comprehension, acceptance, and commitment to change.
Traditional performance management focuses on monitoring via reviews and checklists, while performance coaching elevates conversations to make employees feel aligned, heard, and bought into the process.
Employee expectations have shifted due to work-life integration, remote work, and AI, requiring leaders to respect boundaries and tune into individual needs, with stats showing 65% of employees crave more meaningful feedback.
A major gap exists between leaders’ perceptions of their feedback delivery and employees’ actual experiences, often leading to frustration, disengagement, and decreased performance.
Poor feedback negatively impacts morale, productivity, quality, customer satisfaction, and company reputation, especially when leaders fail to address "competent jerks" or low performers.
Neuroscience shows feedback can trigger fight-or-flight responses due to negativity bias, with social rejection activating pain pathways; psychological safety and trust mitigate these reactions.
Behavior change requires a three-stage model
TD leaders play a crucial role as accountability partners and change agents, helping managers become expert feedback coaches through ongoing support and nudges.
The book’s model categorizes employees into four quadrants based on performance and interpersonal skills, offering tailored strategies for each, recognizing the dynamic nature of these categories.
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Surprising insights include the importance of listening skills in feedback, cultural differences in communication (e.g., indirect disagreement in UK), and the persistent lack of leadership training in many organizations.
Summary:
This podcast episode features Sandra Machihi and Ken Noak discussing their book, "Performance Feedback Strategies," focusing on improving employee performance and engagement through effective feedback. They define performance feedback as intentional information sharing aimed at helping employees succeed, emphasizing three outcomes: comprehension, acceptance, and commitment to change. They contrast traditional performance management—which relies on reviews and monitoring—with performance coaching, which fosters alignment and buy-in from employees.
The conversation highlights a significant gap between what leaders believe they deliver and what employees experience, leading to disengagement and reduced performance. They discuss the neuroscience of feedback, noting that negative feedback can trigger fight-or-flight responses, and stress the importance of psychological safety and trust to mitigate defensiveness. To drive behavior change, they propose a three-stage model: insight, encouragement, and enablement, supported by TD leaders who act as accountability partners.
Their practical model categorizes employees into four quadrants based on performance and interpersonal skills, offering tailored strategies for each, while acknowledging these categories are dynamic. Surprising insights include the need for better listening skills, cultural nuances in feedback interpretation, and the ongoing lack of leadership training in many organizations. The episode concludes with actionable advice for listeners to connect with the authors and explore the book’s tools for enhancing feedback practices.
FAQs
Performance feedback is information sharing with an employee to help them do their job more effectively based on mutually agreed-upon goals and standards. It's critical because it ensures employees understand, accept, and commit to changing their behavior, which drives performance and engagement.
Traditional performance management focuses on monitoring performance through cycles, documentation, and annual reviews. Performance coaching elevates this by helping leaders act as coaches, facilitating conversations where employees feel aligned, heard, and bought into the process, rather than just tracking progress.
Leaders often believe they give feedback effectively, but employees feel unheard, misunderstood, and not supported in their development. This gap stems from leaders not tuning into individual needs, leading to frustration on both sides and decreased performance.
Our brain acts as a cost-benefit calculator, prioritizing survival and threat detection. Feedback perceived as unfair or critical triggers a fight-or-flight response, with cortisol levels staying elevated longer than non-interpersonal stressors, and social rejection activates the brain's pain matrix, making feedback feel physically painful.
Psychological safety is the prediction that you won't be bullied or ignored, allowing authentic risk-taking and open communication. It enhances feedback quality and authenticity, as employees feel safe to share, disagree, and accept feedback without fear, which is key for high-performing teams.
Feedback drives change through a three-stage model: 'Enlighten' (gaining self-awareness), 'Encourage' (building motivation), and 'Enable' (creating support systems and reinforcement). This ensures employees not only understand feedback but also commit to and sustain behavior changes over time.
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