Feedback Made Easy for Partners

The objective in giving feedback is to enhance performance by supplying information to guide the individual toward the level and quality of work that is expected. The following are seven steps to effective and useful feedback sessions.

1. Establish rapport. Create a positive climate in which the feedback session is to take place. A neutral locale like a conference room allows both parties to be focused. The partner should make it clear that two-way communication is expected and encouraged.
2. Focus on the behavior or work product, not the person. For feedback to be effective, focus the communication on modifying a situation, correcting a behavior or improving work quality. There should never be statements made that can be interpreted as an attack on character or personality.
3. Specially describe the problem. Describing specific observations or work product helps the individual understand exactly what needs to change. General feedback, such as 'improve your work,' is often confusing, whereas examples of exemplary work clarify what is to be expected.
4. Encourage the individual to respond. To be successful, the feedback must include two-way communication. It is the partner's responsibility to ask specific questions and solicit thoughts and reactions to what is being presented. There might be valid reasons, unknown to you, for the behavior or work product you have criticized.
5. Offer specific suggestions. Because most people are likely to perceive any criticism as negative it is important to show genuine intent to assist the individual. Offering constructive suggestions shows that the partner values and wants to help develop the individual.
6. Listen. Allowing others the opportunity to respond without interruption builds their confidence and shows value in their comments and ideas. Getting the other person's point of view checks for misunderstanding or misinterpretations.
7. Summarize and express support. Use the summary of what has been discussed as an opportunity to clarify one more time the expected behavior or quality improvements. Also use this time to show support and encourage the individual to make the necessary improvements. Be sure the person leaves the session in an optimistic frame of mind so the feelings are positive toward the partner, the communication and toward making the changes.

Guidelines for Giving Feedback