How successful PMs give constructive criticism

Tim Gouw

It comes as no surprise that offering constructive criticism is on the A — Z List of Interpersonal Skills of every job search website out there. There is a real, meaningful result attached to criticism and when it comes to project management, constructive criticism is one of the many tools to help the progress on a project.

Constructive criticism is a process to help improve something through a valid and well-reasoned opinion.

Constructive criticism identifies ways in which the recipient can make changes that improve matters. It builds up the other person, and helps them to make positive changes to their behaviour in order to avoid future problems.

Some situations which require giving constructive feedback include:

• Ongoing performance discussions
• Providing specific performance pointers
• Following up on coaching discussions
• Giving corrective guidance

Apparently, there is a model for giving and receiving constructive criticism: It’s called the FIRE Model and it is a four-step process that we humans use to evaluate our surrounding world.

1. First, we notice some Facts.
2. Second, we make Interpretations about those facts.
3. Third, based on our Interpretations, we experience emotional Reactions.
4. Fourth, once we experience those emotions we have some desired Ends.

Facts, Interpretations, Reactions, and Ends collectively are the four steps that form the FIRE Model.

When you prepare for giving or getting feedback, it is useful to literally write down the Facts, Interpretations, Reactions and Ends by drawing a 4-box grid, labeling each box with an element of the FIRE model, and then slotting each bit of feedback into the appropriate box.

Finally, based on your model, try to have a successful conversation. Here is a summary of the steps you can follow:

Step 1 — State the facts

• State the facts and provide your interpretation. State the impact that the situation is having on the project.

Step 2 — Listen and question

• Put aside your view and let the other person explain their side of the story and interpretation.
• Try to understand their reaction and point of view.

Step 3 — Acknowledge

• Acknowledge the other person’s reaction and view of the situation.
• Confirm and clarify your understanding of what they have said and validate them where appropriate.

Step 4 — Reassess your position

• Clarify your position without minimising theirs.
• What can you see from your perspective that they’ve missed?
• Has your position changed based on the information they provided?

Step 5 — Look for solutions

• Work with the eother person to develop solutions.
• Agree on a way forward.

Step 6 — Close the conversation

• Clarify and document the agreed actions and next steps.
• Thank the other person.

Was that helpful? If you want to find out more about constructive criticism, visit the following pages:

Constructive Criticism: A Powerful Tool for Managers

Leadership Communication: 6 Steps to Handling Tough Conversations

Top Examples of Constructive Criticism: How to Handle it Like a Pro