Best Practices for Giving Effective Feedback to Assistants

Giving feedback is a critical part of any working relationship, but it’s especially important when you’re an executive or business leader working with an assistant. As someone who likely relies heavily on your assistant’s support, giving effective feedback can directly impact their growth, your productivity, and your overall working relationship. In this post, we’ll cover best practices for giving feedback, including how to make your feedback actionable, timely, and clear. Let’s dive into the techniques that will help foster better communication and drive success in your team.

Best Practices for Giving Effective Feedback: Quick, Timely, and Clear

One of the best practices for giving feedback is ensuring it’s timely. Effective feedback is not only about what you say but also when you say it. The sooner you provide feedback after an event or action, the more relevant it will be. Research consistently shows that feedback delivered while things are still fresh leads to better retention and quicker action.

If you wait too long to give feedback, especially for something that is important, the details may become muddled or forgotten. For example, if your assistant misses a deadline or fails to follow a specific instruction, giving feedback within 24 hours of the occurrence ensures that the issue can be addressed quickly and directly.

By providing feedback promptly, you also demonstrate to your assistant that their work matters to you and that you are actively invested in their growth. Timing can make a huge difference in how your feedback is received. In fact, waiting too long to offer feedback can make it feel less relevant, or worse, it could create frustration that builds over time.

Be Specific: The Power of Clear, Actionable Feedback

Another critical element of best practices for giving feedback is specificity. Feedback should always be clear and actionable. General comments such as “You need to work faster” or “Improve your time management” don’t provide much value. Vague feedback can leave your assistant unsure of what exactly they need to work on.

Instead, be specific about what you’d like to see improved and how they can do it. For instance, instead of saying, “Be faster,” try saying, “Next time, when you need to reach out to someone, try to do it within 12 hours of my request.” This type of feedback provides your assistant with a clear, measurable goal.

Moreover, specificity helps you avoid misunderstandings. What you may think of as “quick” might not align with your assistant’s understanding of what’s quick. By being detailed in your expectations, you avoid leaving room for assumptions and ensure that both of you are on the same page.

Regular Feedback: Don’t Wait for the Annual Review

Timely feedback is important, but consistency is essential. Giving feedback regularly—whether weekly or daily—builds a feedback culture that feels approachable and constructive. Feedback that only surfaces once a year during performance reviews can feel overwhelming and out of the blue.

Consistent feedback boosts your assistant’s confidence by making feedback part of their routine. It shifts their mindset from fearing mistakes to viewing feedback as a tool for growth rather than a punishment.

Check-in with your assistant regularly, not just when issues arise. Balance your feedback by affirming their strengths and highlighting positive contributions while addressing areas for improvement. This approach fosters a supportive and productive relationship.

Checking for Clarity: Have Your Assistant Repeat It Back

One of the best practices for giving effective feedback that we cannot emphasize enough is having your assistant repeat the feedback back to you. This ensures that they’ve understood what you’ve said and allows you both to align on expectations. In many situations, assistants are caretakers, and caretakers often internalize feedback differently. They might take something personally or think the feedback reflects their abilities as a whole rather than just specific actions.

By having your assistant repeat back what they’ve heard, you’re verifying that the message was received accurately and giving them an opportunity to ask questions or seek clarification if needed. If there’s any confusion or hesitation, this allows you to address it on the spot, ensuring you’re both aligned before moving forward.

Be Direct: Setting Clear Expectations When Giving Effective Feedback

Setting clear expectations is essential when it comes to best practices for giving effective feedback. Don’t assume your assistant knows exactly what you want or how you want it done. It’s easy to think that “everyone knows how to manage their time,” for example, but what does that really mean in terms of your expectations?

Providing clear, specific, and direct expectations removes any ambiguity. Instead of vaguely saying, “I need things done faster,” say, “I expect that all emails to clients should be sent within 24 hours of receiving them.” Be as direct and specific as possible. This clarity not only helps your assistant know what is expected of them, but it also makes it easier to identify when something isn’t working.

Discussing expectations helps your assistant succeed and gives you a framework to measure progress and evaluate performance. Clear expectations align everyone’s goals and support a strong working relationship.

Handling Difficult Feedback: Be Constructive, Not Personal

It’s inevitable that you’ll need to provide critical feedback sometimes, and this is where the best practices for giving valuable feedback come into play. When addressing areas where your assistant falls short, focus on framing your critique constructively.

Direct your feedback toward the work, not the person. Even when discussing mistakes or shortcomings, ensure your assistant understands the feedback is about their performance—not their worth as a person or professional.

For example, instead of saying, “You messed up on this project,” try, “I noticed this project didn’t meet expectations. Let’s discuss what went wrong and how we can approach it differently next time.” This approach removes emotional tension and turns the conversation into a collaborative effort to improve.

Checking Readiness Before Giving Critical Feedback

Before diving into critical feedback, it’s important to check if your assistant is in the right mindset to receive it. One of the best practices for giving feedback is asking, “Are you open to feedback?” or “Do you want to hear what could be improved?” By checking in, you show respect for their emotional state and give them the opportunity to be receptive to your suggestions.

This simple step can make the difference between productive feedback and a defensive reaction. By asking this question first, you create an environment of mutual respect and show that you value your assistant’s growth.

Keeping Feedback Conversations Short and Focused

While it’s important to give feedback, it’s equally important not to overwhelm your assistant with lengthy discussions. Feedback doesn’t need to be a drawn-out conversation; the best feedback sessions are often brief, direct, and to the point.

One of the best practices for giving feedback is to keep the conversation focused on the specific issue at hand. Avoid dragging on about unrelated matters, and instead, concentrate on providing clear, actionable suggestions for improvement. A 5-minute feedback conversation is often more effective than a lengthy 30-minute discussion.

Consistent Feedback Drives Success

Effective feedback is essential for helping your assistant grow, improve, and thrive in their role. By following best practices for giving feedback, you not only help your assistant develop their skills but also foster a more efficient, collaborative working environment. Whether it’s giving feedback quickly, being specific, or having your assistant repeat it back, these strategies will ensure that everyone is on the same page and working toward shared goals.

Remember, feedback is not a one-time event but a continual process that helps both you and your assistant succeed. By making feedback a regular, constructive part of your routine, you will see improved performance, stronger communication, and a more productive relationship overall.