DELIVERING FEEDBACK: How to Structure Your Conversation

By Liz Baines

People often tell me they find giving feedback to others difficult, no matter how well-intentioned it is.  So here are some tips to help you prepare for and structure a feedback conversation:

1. Consider the outcome.
   Decide what you want the other person to do differently as a result of the feedback you’re about to give. Being able to articulate this will help them to understand the change that’s required.
2. Use facts or examples to give context to your feedback. 
   For instance; telling somebody they’re “always late” is vague and may be interpreted as an attack on their character. Pointing out that they arrived at work late on three occasions last week then asking to talk through the reasons is factual and less judgemental. Plus, it gives them the opportunity to picture themselves back in the situation and account for why.
3. Discuss the implications of their performance or behaviour. 
   Most people will be open to change if they’re made aware of the effect unsatisfactory performance or behaviour is having on their work, their colleagues, their career progression or other peoples’ perceptions of them.
4. Identify the actions they could take to improve. 
   Resist the urge to tell them what to do – what works for you may not work for them. Instead, explore the options and help them to choose the one most likely to lead to success.
   
   And finally…
   
5. Get their commitment to act.
   Confirm the next steps and time scales, agree what support you will provide and how you will monitor progress.
   By structuring your conversation this way, you will increase the chances of your feedback being understood and acted upon.