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Last updated on 2024年9月11日

Here's how you can make feedback specific and actionable for the recipient.

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In quality management, feedback is a vital tool for continuous improvement. It can help pinpoint areas needing attention and reinforce positive behaviors. However, feedback must be specific and actionable to be effective. You don't want recipients scratching their heads, wondering what to do next. Instead, you want to give them clear, precise guidance that they can act upon to improve their performance. By following these steps, you can ensure that your feedback is not only heard but also implemented, leading to better outcomes and a stronger, more capable team.

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Arkady Gizunterman

Operations & Quality professional | Operations & Quality as a Service. GOAL: Consistent Process improvement, Cost…
Stéfani Correia Mascarenhas

Coordenadora de Qualidade | Melhoria Contínua | Processos | Governan?a | Garantia da Qualidade | Excelência Operacional…
Franciele B.

Process Improvement Execution | Quality | Master Black Belt Lean Six Sigma | Fullfilment | WCM | Mentora

1 Understand Needs

Before you provide feedback, it's crucial to understand the recipient's needs and the context of their work. To make your feedback specific and actionable, you must consider what they're trying to achieve and the obstacles they face. This means taking the time to observe their work, ask questions, and genuinely listen to their responses. By doing so, you'll be able to tailor your feedback to their unique situation, which increases the likelihood that they'll be able to use it effectively.

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Arkady Gizunterman

Operations & Quality professional | Operations & Quality as a Service. GOAL: Consistent Process improvement, Cost Reduction, DfX, VSM, Lean Six Sigma, Automotive and Mentoring to Excel
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You can make feedback specific and actionable for the recipient if You clearly understand the recipient needs and expectations. Based on this, by using well known quality tools and methodology You can prepare specific action plan contains short-term and long-term actions, relevant KPIs and follow up plan.

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Stéfani Correia Mascarenhas

Coordenadora de Qualidade | Melhoria Contínua | Processos | Governan?a | Garantia da Qualidade | Excelência Operacional | Gest?o de Resultados | Projetos
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Entender as necessidades do destinatário é fundamental para que o feedback tenha impacto real. O agente de qualidade pode contribuir ao identificar as lacunas de desempenho por meio de dados precisos e observa??es objetivas, garantindo que o feedback seja alinhado proporcionalmente aos desafios enfrentados. Esse processo permite que as orienta??es sejam claras e focadas em a??es práticas, facilitando a implementa??o de melhorias, potencializando a compreens?o do destinatário, e aumentando o vínculo de confian?a entre ambos.

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Franciele B.

Process Improvement Execution | Quality | Master Black Belt Lean Six Sigma | Fullfilment | WCM | Mentora
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Para tornar o feedback específico e acionável, baseie-se em exemplos concretos de comportamento ou desempenho, destacando o impacto nas metas ou no time. Ao invés de generaliza??es, ofere?a sugest?es práticas e direcionadas, indicando áreas de melhoria e maneiras claras de implementar mudan?as. Estabele?a um plano com etapas tangíveis para facilitar o progresso e possibilitar o acompanhamento eficaz.

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2 Be Precise

When giving feedback, vagueness is your enemy. Saying "good job" or "needs improvement" doesn't give the recipient anything to work with. Instead, pinpoint exactly what was done well or what specifically needs to change. For example, instead of saying "Your report was well-written," you could say, "Your executive summary clearly outlined the project's objectives, which made the report compelling." This level of detail helps the recipient understand what behaviors to continue or adjust.

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3 Focus on Behavior

It's important to focus on behaviors rather than personal attributes when giving feedback. This means commenting on what someone did, not who they are as a person. For example, instead of saying "You're disorganized," say "Your desk's layout makes it difficult to find important documents quickly." By focusing on behaviors, you make it easier for the recipient to see what actions they can take without feeling personally attacked.

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Alessandro Romei

Global Executive Leader | Strategic CEO | Board Member | Champion of Sustainable Growth & CSR | Business Development & International Expansion Pioneer | Expert in Leading Diverse, Multicultural Teams
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To make feedback specific and actionable, focusing on behavior is essential. Instead of making general statements, pinpoint the exact actions or behaviors that need attention. Describe what the person did, how it impacted the situation, and why it matters. This helps the recipient clearly understand what they need to improve or continue doing. By focusing on observable behaviors rather than personal traits, the feedback becomes more objective, constructive, and easier to act upon. It also encourages a growth mindset, making it clear that the behavior can be changed or enhanced through effort.

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4 Offer Solutions

After identifying areas for improvement, it's not enough to just point them out. You need to offer solutions or suggestions on how to address the issues. This could involve recommending resources, suggesting alternative approaches, or providing examples of desired outcomes. By offering solutions, you help transform criticism into a constructive pathway for development.

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Stéfani Correia Mascarenhas

Coordenadora de Qualidade | Melhoria Contínua | Processos | Governan?a | Garantia da Qualidade | Excelência Operacional | Gest?o de Resultados | Projetos
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Seja claro, realista e objetivo nas solu??es. Imagine qual seria o cenário futuro ideal par aos pontos que ser?o abordados no feedback. Ao transformar o feedback em um conjunto de solu??es práticas, ele deixa de ser apenas uma crítica e se torna uma ferramenta para o crescimento. Dessa forma, o destinatário tem clareza sobre o que precisa ser ajustado e como pode atuar para gerar resultados mais consistentes.

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5 Encourage Dialogue

Feedback should not be a one-way street. Encourage the recipient to share their thoughts and engage in a dialogue about the feedback provided. This can lead to a better understanding of their perspective and may even uncover additional insights that can refine your feedback further. A conversation also helps establish a sense of collaboration, which can be motivating and empowering for the recipient.

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6 Follow Up

Lastly, feedback is not a one-time event but an ongoing process. To ensure that it's specific and actionable, follow up with the recipient after some time has passed. Check in to see if they've been able to implement the feedback and what results they've observed. This not only shows that you care about their progress but also provides an opportunity to offer additional guidance if needed.

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Menna Arafat

Corporate Quality Team Lead | ISO certified | BRCGS certified
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Perform one-on-one meetings or perofrmance review meetings. By incorporating these follow-up methods into the feedback cycle, it can create a more dynamic and effective process that not only enhances individual performance and engagement but also contributes to a culture of continuous improvement within the team.

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Here's how you can make feedback specific and actionable for the recipient.

1

2

3

4

5

6

1 Understand Needs

2 Be Precise

3 Focus on Behavior

4 Offer Solutions

5 Encourage Dialogue

6 Follow Up

Quality Management

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Here's how you can make feedback specific and actionable for the recipient.

1

2

3

4

5

6

1 Understand Needs

2 Be Precise

3 Focus on Behavior

4 Offer Solutions

5 Encourage Dialogue

6 Follow Up

Quality Management

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