Just like your body, your communication skills need exercise too. How easy it is to think that you’ll “take care of it later”. Next thing you know, you’re onto something totally different and your chance to strengthen is gone.

It is imperative that you provide “constructive” feedback as you navigate important projects and issues. If feedback is not provided quickly and concisely, you are missing many opportunities to “stretch your communications muscle” and that of the people you are leading.

Meanwhile, if your feedback is given without much thinking or planning, it may “shut down” the lines of communication and cause possible injury.

Here’s a checklist for providing feedback that will support and guide you as you do this tough work. When done properly it will lead to greater trust, loyalty and productivity. Plus, you will feel a great deal better and energized, when it is complete!

1. Envision Your “best-case” outcome.

Example: At the end of the conversation, the person you are speaking with will learn and grow, your department/company will never have to deal with this issue again and you will have communicated effectively.

2. Start with a positive comment then commend the person you’re speaking with for some action taken or mention a project that’s going well.

3. Get to the point and define the issue. Establish agreement that there is indeed a problem.

4. Remind them that getting past challenges is NORMAL…AND needs to be fixed.

5. Ask what they see as a remedy to their problem.

6. Then ask, “Is there anything I can do?” and/or “may I show you something that I’m confident will help”? (Depending on their response. Asking is a sign of respect)

7. Reiterate the steps that, together, you’ve decided should be taken to fix the problem. (This ensures understanding is taking place and follow-through will happen)

8. Share a personal story of how you overcame a similar issue (mistakes are necessary in life!). This helps you end this “uncomfortable conversation” on a positive note. This an opportunity for you to be honest and even a bit vulnerable (human!) which opens the lines of communication and allows trust to continue to flow.
 

When you provide feedback or engage in any uncomfortable conversation, remember, you are seeking win/win/wins but NOT seeking perfection because when it comes to communicating effectively, there is no such thing. Instead of trying to be perfect, it’s your job to be “present” and to relay the sense that, while you are the boss/manager and parameters are necessary, you have each others’ backs.

The best time to broach the subject of giving/receiving feedback is at the job interview. All parties should agree that mistakes are made and conflicts will occur and the most succinct way to overcome and get back to work (with more muscle) is through honest, swift and challenging but very valuable feedback. So “bring it on”!

 
 

Donna Mac is a corporate communications trainer who helps companies become more productive, profitable and desirable places to work. She’s the Author of Guide To A Richer Life, Know Your Worth, Find Your Voice & Speak Your Mind and The Six Pillars of Effective Communication.

 
 
Questions or comments, anytime. Contact Donna (link above)
 
 

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