FEEDBACK AND DUTY ALLOCATIONPRESENTATION SLIDES

FEEDBACK
 Feedback is the response of the receiver of the communication, to the

message.
 Feedback can be verbal, written, or gestural and comes in various
forms, such as positive, negative, formal, and informal
IMPORTANCE OF FEEDBACK
I. It plays a vital role as it makes communication effective
II. enhance decision-making-it tends to develop an understanding
between the parties concerned
III. It facilitates the evaluation of the effectiveness of the message.
IV. Keeps up the communication process
V. Maintains an open communication climate
CHARACTERISTICS OF EFFECTIVE FEEDBACK
(How to give feedback?)
1.Specific:Effective feedback is always specific and not general.
2. Focus on behavior, not the person: Address the actions or performance
rather than attacking the individual
3. Considers the needs of the feedback receiver:
Feedback should be provided with an intention to help and not to hurt others.
4. Well-timed:
Immediate feedback on any matter is the most useful one
5. Use the "sandwich" approach: Begin with positive feedback or a
compliment, then address areas for improvement, and end with more positive
feedback
6.Be objective and unbiased: Base your feedback on observable facts
and evidence rather than personal opinions or assumptions.
7. Maintain a constructive tone: Use a friendly and professional tone.
Avoid sounding harsh ,it can hinder the effectiveness of your message.
8. Offer suggestions for improvement: Instead of simply pointing out
flaws, provide actionable suggestions on how the individual can
enhance their performance or address the issue at hand.
9. Provide a feedback loop: Encourage the recipient to share their
thoughts, concerns, or questions regarding the feedback
10. Respect confidentiality: If the feedback is sensitive or private,
ensure that you provide it in an appropriate setting and respect the
confidentiality of the conversation.
TYPES OF FEEDBACK
1. Constructive Feedback
-Focuses on providing specific suggestions for improvement while
acknowledging the positive aspects of the individual's performance or
behaviour.
2.Positive Feedback
Highlights the strengths and achievements of an individual or a team.
3. Negative Feedback
Points out the shortcomings or areas where an individual or a team
has not met expectations.
However, it should be delivered carefully and respectfully to avoid
causing resentment or defensiveness.
4. Formal Feedback
Typically occurs within structured settings, such as performance
reviews or evaluations
5. Informal Feedback-
It is more casual and spontaneous during day-to-day interactions
between colleagues or team members
6. Forward Feedback (feedforward)
This focuses on future actions and improvements rather than
dwelling on past mistakes or shortcomings.
Positive Feedforward: An affirmative statement on a person’s
future behavior
Negative Feedforward: A corrective statement on a person’s future
behavior
Points to Remember/Take away
In the case of face-to-face communication, feedback is faster
in comparison to written communication.
It is always directed towards the sender of the message
Feedback could rely upon the exact interpretation of the
message sent or misinterpretation of the message sent.
Non-verbal feedback can be in the form of smiles, sighs,
nods Eetc
verbal feedback takes the form of a reaction to the sender’s
ideas with questions, comments or replies through message
or mail.
ALLOCATION OF WORK(DUTIES IN AN OFFICE)
Work/Duty Allocation
Refers to the process of assigning tasks, responsibilities, and
resources to individuals or teams within an organization
IMPORTANCE OF DUTY OR WORK ALLOCATION
• Optimizes Resources: It ensures that human and other
resources are used efficiently and effectively.
• Improves Productivity: When work is allocated based on
skills and expertise, productivity can be maximized.
• Ensures Timely Completion: Helps in ensuring that
projects and tasks are completed within the stipulated time
frame.
• Employee Satisfaction: Proper allocation can lead to
increased job satisfaction as employees are given tasks that
match their skills and interests.
• Achievement of Goals: Facilitates the achievement of
organizational goals by ensuring that the right people are
working on the right tasks.
• Time management-aids effective time management as
employees know their specific responsibilities
• Accountability-clearly defined duties make it easier to attribute
duties, fostering a sense of accountability among team
members.
• Promotes specialization- allowing employees to focus on
what they do best
What are some common challenges in Work Allocation?
• Resource Constraints: Limited availability of resources to meet the
demands of all tasks.
• Mismatch of Skills: Assigning tasks to individuals who do not have
the appropriate skills or expertise.
• Overallocation: Allocating too many tasks to an individual, leading
to burnout and decreased productivity.
• Poor Communication: Lack of clear communication regarding
expectations and responsibilities.
• Changing Priorities: Shifting organizational priorities that require
reallocation of tasks and resources.
Criteria to consider when allocating duties in an office
1. Employee skills
2. Employee experience
3. Job responsibilities
4. Workload capacity
5. Organizational goals
6. Departmental needs
7. specializations

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FEEDBACK

 Feedback is the response of the receiver of the communication, to the

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