Choose Your Words: How to Give Feedback Professionally

The need to give feedback to your people is an important part of a professional’s everyday work.  We give feedback to praise a person’s performance.  Managers also use it to discipline their people. 

Even team members give feedback upward to their managers in the case of delivering project updates, among other scenarios.

To deliver feedback professionally and produce the desired results and action, words need to be planned carefully each time it is given.  It is best to make a script or guide  that will help us to deliver our feedback in an organized manner.

Here are three quick and easy steps:

1. State the Problem: Start your feedback with a clear description of the situation.   The most ideal statement of the problem is one that is based on facts, policies, and specific details.  Use solid facts to show that the message has basis.
2. Probe and Say How You Feel: Ask questions to understand the problem more.  This is also your chance to tell the receiver how you feel about the problem at hand.
3. Confirm Agreements and Move to Action: Specify the specific action you wish to happen and provide a time frame.

For more results, get agreement by communicating the benefits the receiver will get if he or she follows your advice.

Application

1. State the Problem: HR has notified me that you came in late thrice this week.  As you know, the company has a policy on tardiness and suspends employees who are late five times in a month.
2. Probe and Say How You Feel: I am worried about this.  I don’t want you to get suspended.  I also know that ever since you joined the company, punctuality has been one of your strongest points.
3. Confirm Agreements and Move to Action: I trust that starting tomorrow you will come to work on time.  This will ensure that you have a good record with HR.

Giving feedback, communicating professionally, and managing people are skills you can learn with the following programs:

• Communication Assertiveness
• People Handling Skills
• Effective Business Writing
• Managing Work Attitudes