Feedback is necessary to the personal or professional development process. As you progress professionally, you will be placed in more circumstances in which you will need to give feedback to others. Letting your through reports know how well they are doing is generally the pleasing part of feedback loop. It’s when a complicated message has to be given that many managers and leaders stumble. Whether the information needs to be distributed with an individual, a group or an entire organization, these instances can truly become an opportunity for all parties involved. Opportunity arises when the result of the interaction leads to greater motivation, learning, awareness, support and creativity as well as a call to action.

Faced with this dispute-cum-opportunity, how do you really do it?

Be timely – Although it is easy to defer on challenging tasks, this is one that is best done sooner than later for you and the person receiving the message. If the reaction is tied to a detailed incident, it’s best that both parties have it freshly in their mind. If it is more general, the sooner the feedback is given, the faster action can be taken to develop the situation. Never ‘save’ complicated messages for future annual reviews. It will decrease the significance of the original message since it was delayed and a ‘negative’ surprise in a review can significantly impair morale and motivation.

Be ready – Know the message that you want to send and the results you expect. Recognize and accept the painful feelings that you may have in taking on this role. If fear or anxiety is holding you back, change on the reason of this interaction and the value that will be provided to all parties involved, including yourself. For most, this is a chance to widen your communication skills.

Be concise – Once the discussion starts, allow it to finish quickly. If the recipient is having an emotional reaction, he/she may want time to reform as soon as possible. Save other business things for a time when they will be heard.

Be genuine – It’s okay to share how you’re feeling regarding the process and to acknowledge the other party’s feelings. A primary goal of this process is to develop and maintain the working relationship. Considering the whole person allows you to move outside this meeting.

Be compassionate and concerned, but don’t ‘step on eggshells’ – By using compassion and considering how the receiver may feel during this meeting, you can express your message so it will be heard and will uphold the self-respect of the receiver. Make sure the message comes across, though, and is not understood in niceties. And, focus the conversation on the work, not the person.

This process will also allow for faster action and resolution as well as more effective maintenance of the professional relationship. Difficult messages need not end professional relationships. When done with credibility, care and completeness, the outcome can lead to a more engaged colleague who feels supported and valued.

Tags: deliver, messages, Personal Development, Personalities, work

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