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Here's how you can navigate the potential pitfalls of giving feedback in the import/export industry.

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Navigating the complex world of import/export operations requires more than just understanding tariffs and trade agreements. It also involves the nuanced human element of communication, particularly when it comes to giving feedback. Whether you're dealing with suppliers, customers, or internal team members, providing constructive criticism is essential for maintaining quality and efficiency. However, feedback can be a double-edged sword; delivered incorrectly, it can lead to misunderstandings or strained relationships. This article explores how you can give feedback effectively in the import/export industry, avoiding potential pitfalls and fostering a culture of continuous improvement.

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Komal Sharma

Dispatch Executive|| Supply Chain || Logistics|| Inventory Management
Shammika Ayeshmantha

Import Export Executive at Wacoal Lanka (Pvt) Ltd
Joao Mendes

C-Level / Operations / Logistics / Board Member / Consultant

1 Understand Context

Before diving into feedback, it's crucial to understand the context of the import/export operations you're dealing with. This industry relies heavily on international relationships and diverse cultural norms, which can influence how feedback is received. Take the time to consider the cultural background, business practices, and individual personality of the person you're addressing. Tailoring your approach to these factors can make your feedback more palatable and effective, ensuring that your message is understood as constructive rather than critical.

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Komal Sharma

Dispatch Executive|| Supply Chain || Logistics|| Inventory Management
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Giving feedback in the import/export industry requires finesse to avoid misunderstandings. Focus on specific issues with factual examples, offer constructive solutions instead of criticism, and maintain a diplomatic approach to preserve relationships and foster improvement effectively.

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Joao Mendes

C-Level / Operations / Logistics / Board Member / Consultant
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Antes de fornecer feedback, é essencial entender o contexto completo da situa??o. No setor de importa??o/exporta??o, isso pode envolver considerar fatores como regulamenta??es internacionais, desafios logísticos, e diferen?as culturais. Minha experiência pessoal: Trabalhei em uma empresa de importa??o de eletr?nicos, onde enfrentamos problemas com a alfandega em um novo mercado. Antes de dar feedback à equipe responsável, eu me informei sobre as especificidades das regulamenta??es locais e as dificuldades enfrentadas. Isso me permitiu fornecer um feedback mais preciso e relevante.

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María de Los Angeles G.

Magister en Escuela Superior Politécnica del Litoral
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Comprender el contexto implica reconocer las limitaciones y conocer los procesos externos que afectan la operatividad de tu trabajo. Muchas veces, políticas y "burocracias" te impiden dar respuestas, por muy acertadas que sean; se puede perder tiempo y mal gastar recursos en buscar soluciones que al final no podrían ser aplicables. Por lo tanto, involucrar a todas las partes, hará eficiente tu respuesta y la del equipo.

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2 Be Specific

In the import/export industry, clarity is key when giving feedback. Instead of making broad statements that can be interpreted in various ways, focus on specific issues. For example, if a shipment is consistently late, address the particular processes that are causing delays. Provide clear examples and actionable suggestions. This approach not only makes your feedback more useful but also demonstrates that you have a thorough understanding of the operations involved, which can help build respect and credibility.

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Joao Mendes

C-Level / Operations / Logistics / Board Member / Consultant
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Feedback genérico pode ser confuso e ineficaz. Seja claro e específico sobre o que está indo bem e o que precisa ser melhorado. Minha experiência pessoal: Durante uma auditoria de desempenho, observei que o tempo de processamento de pedidos estava aumentando. Em vez de dizer apenas "Precisamos ser mais rápidos", forneci dados específicos sobre tempos de processamento e identifiquei etapas específicas no processo onde ocorriam atrasos, sugerindo melhorias específicas.

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3 Timing Matters

Timing can significantly affect how your feedback is received in the import/export sector. It's best to provide feedback as close to the event in question as possible. If there's an issue with documentation accuracy, for instance, address it promptly rather than waiting for the problem to recur. Immediate feedback can prevent small issues from becoming entrenched problems, and it shows that you're actively engaged in the process and committed to excellence.

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Shammika Ayeshmantha

Import Export Executive at Wacoal Lanka (Pvt) Ltd
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I have seen people awaiting for problem to surface even after they have identified it in advance, most of the time it will make things worsen and even create more problems. So it’s better to address promptly. Also I would like to highlight that the feedback which provides long time after a particular event does not have any value, because it will be too late to address the problem. Especially in this industry it’s so important give timely updates.

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Joao Mendes

C-Level / Operations / Logistics / Board Member / Consultant
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Dar feedback no momento certo é crucial. Esperar muito tempo pode fazer com que o feedback perca relevancia, enquanto feedback dado muito rapidamente pode ser visto como precipitado. Minha experiência pessoal: Certa vez, notei um erro no preenchimento de documentos de exporta??o. Decidi esperar até o final do dia para discutir o problema em uma reuni?o agendada, para n?o interromper o fluxo de trabalho imediato. Isso permitiu uma discuss?o mais calma e focada sobre como evitar erros semelhantes no futuro.

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4 Positive Reinforcement

Incorporating positive reinforcement with your feedback can be a powerful tool in the import/export industry. Recognize what is working well alongside areas needing improvement. This balanced approach can motivate your team or partners to maintain high standards and feel valued for their efforts. For instance, if a logistics partner has improved their processing time, acknowledge this progress before discussing any ongoing issues. Positive feedback encourages a collaborative atmosphere and can make it easier for others to accept and act on criticism.

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Joao Mendes

C-Level / Operations / Logistics / Board Member / Consultant
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Enfatizar os aspectos positivos junto com as áreas de melhoria pode motivar a equipe e aumentar a aceita??o do feedback. Minha experiência pessoal: Quando nossa equipe conseguiu reduzir os custos de transporte, elogiei o esfor?o coletivo e a inova??o usada para alcan?ar esse resultado. Ao mesmo tempo, mencionei algumas áreas adicionais onde poderíamos buscar eficiências, mantendo o tom positivo.

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María de Los Angeles G.

Magister en Escuela Superior Politécnica del Litoral
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El refuerzo positivo mantiene conectado al recurso humano. Preocúpate de conocer cómo los miembros del equipo de trabajo han logrado una mejora en el proceso, especialmente, cuando no se la haya pedido. El refuerzo oportuno hará que mejora entre rápidamente a la metodología del trabajo, al sistema, a las políticas, generando un ambiente más colaborador.

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5 Two-Way Dialogue

Feedback should not be a one-way street, especially in the import/export industry where collaboration is essential. Encourage a two-way dialogue by asking for input and being open to suggestions from the other party. This can lead to a more comprehensive understanding of any issues and foster a sense of joint problem-solving. For example, if you're providing feedback about packaging quality, ask for the supplier's perspective on challenges they may be facing. Engaging in a dialogue can uncover solutions that unilateral feedback might not achieve.

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Joao Mendes

C-Level / Operations / Logistics / Board Member / Consultant
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Feedback deve ser uma via de m?o dupla. Encoraje a equipe a compartilhar suas perspectivas e ideias. Minha experiência pessoal: Em reuni?es de feedback, sempre abro espa?o para perguntas e sugest?es. Uma vez, durante uma discuss?o sobre novos procedimentos de seguran?a, a equipe sugeriu melhorias que n?o tinham sido consideradas pela gerência, resultando em um processo mais seguro e eficiente.

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6 Follow Up

Finally, follow-up is an integral part of providing feedback in import/export operations. After addressing an issue and discussing potential solutions, check back to see if improvements have been made. This shows that you take the feedback process seriously and are invested in seeing positive changes. It also provides an opportunity to offer further assistance or adjust strategies if necessary. Consistent follow-up reinforces the importance of the feedback and helps build a culture of accountability and continuous improvement.

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Joao Mendes

C-Level / Operations / Logistics / Board Member / Consultant
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N?o basta dar feedback e seguir em frente. é importante acompanhar as mudan?as e progressos. Minha experiência pessoal: Após implementar um novo sistema de rastreamento de carga, agendei reuni?es quinzenais para revisar o desempenho do sistema e coletar feedback da equipe sobre sua eficácia. Isso ajudou a ajustar o sistema conforme necessário e garantir sua aceita??o e sucesso.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Joao Mendes

C-Level / Operations / Logistics / Board Member / Consultant
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Considere fatores adicionais que possam impactar a recep??o e eficácia do feedback, como a cultura organizacional e individualidades dos membros da equipe. Minha experiência pessoal: Trabalhando com equipes multinacionais, aprendi a adaptar meu estilo de feedback para alinhar com as culturas locais. Em alguns países, feedback direto é apreciado, enquanto em outros, uma abordagem mais indireta é preferível. Adaptar-me a essas nuances culturais melhorou significativamente a eficácia do meu feedback.

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María de Los Angeles G.

Magister en Escuela Superior Politécnica del Litoral
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Muchas veces la retroalimentación puede transformarse en una queja y siempre hay que estar preparados para tomarla con formalidad y direccionarnos hacia la toma de medidas para subsanar y evitarlas nuevamente. De allí que la herramienta más tradicionalmente usada sea: las NORMAS ISO para esta gestión.

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Here's how you can navigate the potential pitfalls of giving feedback in the import/export industry.

1

2

3

4

5

6

7

1 Understand Context

2 Be Specific

3 Timing Matters

4 Positive Reinforcement

5 Two-Way Dialogue

6 Follow Up

7 Here’s what else to consider

Import/Export Operations

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Here's how you can navigate the potential pitfalls of giving feedback in the import/export industry.

1

2

3

4

5

6

7

1 Understand Context

2 Be Specific

3 Timing Matters

4 Positive Reinforcement

5 Two-Way Dialogue

6 Follow Up

7 Here’s what else to consider

Import/Export Operations

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