I get it. Although receiving negative feedback, which is a frequent topic of employee-employer discussions, is never something anyone ever really looks forward to, learning how to deal with constructive criticism is a skill that is worth mastering. Gaining awareness of your performance and areas for improvement is crucial for professional development, so it shouldn’t cause you stress.
Although it’s not very helpful, this is possibly the simplest thing to say to a worker who hasn’t done anything particularly wrong but hasn’t necessarily done anything noteworthy either. Do more than simply say “thank you”; gently prod your manager for more information if you want to learn something useful from the meeting. You can find out if he keeps bringing up your current position or starts talking about potential projects you could work on by asking him to take on more tasks. If the former is true, it might indicate that you need more time to complete the tasks you already have before adding anything else to your plate.
When your manager has a large team to manage, she probably isn’t worrying about the little things. Instead of criticizing the 2% of your peers who had less than favorable things to say about your performance, she commends you for outperforming your peers. However, because you should always strive to improve, concentrating on that shortcoming will be more beneficial for you in the long run than accepting your compliment and returning to your desk. Additionally, you’ll demonstrate to her that you care about improving by actively looking for small ways to grow.
You want to gather as much information as you can if your boss is presenting you with a specific area or item that needs improving. Unless you believe the criticism is unfounded, in which case you should politely ask for an example to be clear about prioritizing the issue, acknowledge that you understand what he is saying and why he is saying it.
Set up a follow-up meeting to discuss the plan and assess your improvement and progress before the conversation is over. If you do that, you’ll have succeeded in making this a two-way conversation that most likely wouldn’t have happened if you had simply nodded and said, “OK.” It’s imperative to listen to your manager’s advice without becoming defensive.
She’s given you feedback, but it’s limiting and generic. When you encounter these types of generic comments, there isn’t much you can do, so you should always be ready. Consider the meeting as a once-in-a-lifetime opportunity to talk about bigger-picture issues if you don’t often have one-on-one time. Make it known that you’re willing to assume more responsibility and that you’d welcome the opportunity to simplify her life. Once she begins describing her requirements and objectives, you can fill in the blanks with suggestions for assistance.
Making a list of potential new duties can also assist you in shifting the conversation to your own objectives and aspirations. To get more specific information about your growth trajectory once the conversation has shifted toward ramping up a particular area, you can pose questions like, “Where do you see me fitting into this initiative within the next year?” No matter what your boss says during a performance review, you can influence the direction of the conversation by asking specific questions that center on the how, the why, and the when, ultimately assisting you in excelling in your role. More than 1,000 clients have used Elevated Resumes to get jobs at companies like Google, Oracle, Anthropologie, KPMG, ESPN, and more. The full-service resume company creates individualized, exquisitely designed resumes that creatively highlight your abilities and experience. With the Muse Coach Connect, you can collaborate with one of Elevated Resumes experienced content specialists to make sure that your experience and skills stand out from the competition. The Elevated team works with each client until they’re 100% satisfied—in fact, they’ve never received a rating of less than five stars.
- Respond to an assignment. …
- Respond to acknowledgment or a compliment. …
- Respond to unspecific or generic praise. …
- Respond to general or unspecific criticism. …
- Respond to specific negative feedback.
How to respond to emails from your boss
You might receive an email from your manager or boss for a variety of reasons. They frequently write to give you feedback, thank you or acknowledge something you did, assign you a task, or ask you a question. Make sure to include a professional salutation and sign-off in your response, regardless of the reason for their email, but you don’t have to format it as formal business correspondence. Try to keep the message brief and address your supervisor with a title or name that fits your relationship with them.
To learn how to write your email’s body, take a look at the following guidelines:
1. Respond to an assignment
Your response should serve as an acknowledgement if your boss emails you to let you know about a task. The message can be brief. Start by stating that you understand the message and thank you for the notification. Include an intention to get started on the assignment. Include any queries you may have regarding the assignment in a separate paragraph or as bullet points below the email’s main body.
Example: Ms. Lee: Ive received your email about the database project. I appreciate you giving me such clear instructions and entrusting me with the task. I look forward to getting started as soon as possible. Would it be appropriate to include Francis from the IT department in our upcoming correspondences in relation to a point you made in your instructions?
2. Respond to acknowledgment or a compliment
Effective managers frequently email their staff to express appreciation for a job well done. In your response, begin by expressing your thanks. Your appreciation goes beyond simple politeness to convey your appreciation for the official recognition of your efforts and your belief that it promotes employee morale. The rest of your response should express how you feel about your work and your desire to continue achieving high standards.
Example: Dear Mr. Nolan, thank you for your kind words about my report. I’m relieved that it went well because it was my first time in a formal setting writing a finance report, so I was concerned about getting it right. I hope to maintain the same level of quality in upcoming reports.
3. Respond to unspecific or generic praise
Praise that is not specific or general refers to statements like “good job” or “you’re doing well.” They are generally encouraging, but they don’t detail exactly what you are doing well, so you can’t maintain or improve Thank your supervisor for the thoughtful review in your response, but concentrate on posing specific queries to elicit responses that can be put into practice. Before responding, think about your accomplishments and any potential areas for improvement. Reiterate your gratitude and try to include any necessary follow-up questions in subsequent emails.
Example: Ms. Kline: I appreciate your kind words about how I’ve been doing so far. I appreciate the feedback and hope to continue doing well. However, I had some concerns regarding the length of some of the reports I had written. Sometimes I feel Im under- or over-explaining certain topics. What do you think?.
4. Respond to general or unspecific criticism
Similar to the aforementioned, general or unspecific criticism describes suggestions for improvement without outlining your flaws or how you can improve. It can be difficult to respond to criticism of any kind, and asking your supervisor to be more specific about their criticism might make you appear defensive. Be grateful for the feedback, try to identify your shortcomings, and make sure to make them clear in your message to avoid misunderstandings. Send off the email by expressing a desire to collaborate with the manager to establish benchmarks and solve the problem.
Example: Dear Mr. Marvin, I appreciate your comments on my work for this company. Despite being disappointed in myself for my shortcomings, I value the chance to improve. I am aware that I need to improve my ability to work with others on a team because both my communication and teamwork abilities need improvement. If it’s okay with you, I’d like to discuss a strategy for improving these qualities as well as others, such as coming up with KPIs for my upcoming evaluation.
5. Respond to specific negative feedback
You might occasionally hear direct criticism from your manager. The criticism may be in reference to a particular mistake you made or to your overall performance. If this occurs, it’s critical to keep a positive outlook and see the criticism as a chance to improve. Begin your response email by expressing thanks for their honesty. Indicate that you are aware of the criticism and that you want to make changes. Inquire about scheduling a meeting to discuss a plan for improvement and a follow-up to evaluate your progress. Remember to include potential dates and times for the meeting.
Example: Dear Ms. Gilbert, thank you for your honest assessment of my performance. I am aware that there are a number of things I could improve, especially in the areas of teamwork and punctuality. I want to take actions to improve my approachability and dependability as a team player. I would greatly appreciate your opinion on whether it would be possible to create and discuss a plan in person. Im available at your earliest convenience.
Why is it important to respond to your supervisor’s emails?
It’s crucial to reply to emails from your supervisor for a number of reasons, including:
Courtesy
It’s generally a good idea to reply in writing out of deference to the sender of the email, unless they specifically state that a response is not required. They receive a response email letting them know you’ve received and comprehended their message. If the message contains instructions or operational changes, such as new specifications for the project you’re working on, acknowledging it can be especially crucial.
Request
In some emails, your supervisor may request a response. For instance, they might have a query or require clarification on a subject. Try to respond as soon as you can in these situations, especially if the situation is urgent. Because of this, your manager might appreciate your promptness and professionalism, which could help you advance in your career.
Expectation
Other emails might imply that you need to respond without specifically requesting it in writing Such emails include those that contain compliments, criticisms, or recommendations. An appropriate response from you could include your appreciation for the input or advice as well as your intention to act on it, such as by following their advice or making improvements to yourself.
Tips for responding to emails from your supervisor
Here are some pointers for answering emails from your boss:
Respond promptly
Generally speaking, it’s best to reply to work emails the same day you receive them or no later than 24 hours after receiving them. With some emails, a faster response time may be advisable. For instance, emails with criticism typically have a higher priority than emails with praise. Emails that detail important assignments may be even more so. Try to reply to these urgent messages as soon as you can.
Avoid justification
Try to refrain from providing justifications for any actions or behaviors that may have prompted criticism when responding to it. Justification attempts may harm your working relationship with your supervisor, so it’s crucial to concentrate on how you can improve your performance the following time. Instead of responding to criticism, try to understand it, and collaborate with your manager to create a plan for improvement.
Be brief
Your supervisor should receive a response email primarily to let them know that you have received and comprehended their message. It’s frequently best to have in-person discussions about the topic for comprehensive ones. In light of this, try to limit your response to one or two short or medium-length paragraphs. Your message should be longer if you have any questions.
How to Ask Your Boss for Anything (+ the Email Templates You’ll Need to Ask)
FAQ
How do you politely respond to your boss?
- I really appreciate you noticing; it makes me so happy to hear!
- I appreciate you noticing that I put a lot of thought and time into that project.
- I appreciate you taking the time to let me know how you feel.
- It means a lot to me to know you’ve noticed me, so thank you for the positive feedback.
How do you respond to an email professionally?
- Keep it quick, simple, and focused. …
- Format for clarity. …
- Avoid jargon, buzzwords, all caps, all lowercase, emoticons, and textspeak.
- Don’t keep them waiting for a reply. …
- Read and respond to the whole email. …
- Never hit “Send” when you’re angry.
