What are some best practices for giving constructive feedback and coaching remotely?

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Giving constructive feedback and coaching is an essential skill for any leader, manager, or mentor. It can help your team members improve their performance, learn new skills, and achieve their goals. However, when you are working remotely, it can be challenging to communicate effectively, build trust, and avoid misunderstandings. In this article, we will share some best practices for giving constructive feedback and coaching remotely, based on the principles of the SBI model, the GROW model, and the feedback sandwich technique.

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Deepak Bhandari

Recruitment & Staffing | Sharing Trusted Perspectives

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Muhammad Irtaza Tafheem

Job Search Strategist and Professional Narrator ?? | An 'Experimental' Mindset ?? | A Sustainable Gardener ??| A Lab…

1 What is the SBI model?

The SBI model is a simple framework for delivering constructive feedback, based on three elements: Situation, Behavior, and Impact. The Situation describes the specific context and time when the feedback occurred. The Behavior describes the observable actions or words of the person receiving the feedback. The Impact describes the positive or negative consequences of the behavior on yourself, others, or the project. Using the SBI model can help you focus on facts, not opinions, and avoid vague or general statements.

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Muhammad Irtaza Tafheem

Job Search Strategist and Professional Narrator ?? | An 'Experimental' Mindset ?? | A Sustainable Gardener ??| A Lab Automation Explorer ?? | An Authentic Content Generator ?? --> Just a DM Away
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When providing constructive feedback to someone, make sure it's relevant to your expertise and the receiver should be aware of your expertise. Furthermore, the frequency and context of conveying relevant messages are important to effectively communicate the message. By consistently communicating your expertise, without knowing the context, you lose your authority.

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Deepak Bhandari

Recruitment & Staffing | Sharing Trusted Perspectives
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One thing I have found helpful when using the SBI model is being mindful of the "Situation" context. External factors like stress can influence behavior. When using the SBI model, explaining the "Situation" clearly helps the receiver understand the context of the feedback. Instead of saying, “You missed the deadline,” I’d say, “During the meeting last Tuesday, you seemed distracted about the deadline.” This approach makes feedback less about the person and more about a specific moment, allowing space for understanding and improvement.

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2 What is the GROW model?

The GROW model is a popular coaching tool, based on four steps: Goal, Reality, Options, and Will. The Goal defines the desired outcome or objective of the coaching session. The Reality assesses the current situation and the gap between where the person is and where they want to be. The Options explores the possible actions, strategies, or resources that the person can use to achieve their goal. The Will identifies the specific steps, commitments, and support that the person needs to take action. Using the GROW model can help you structure your coaching conversations, ask open-ended questions, and empower your team members to find their own solutions.

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Deepak Bhandari

Recruitment & Staffing | Sharing Trusted Perspectives
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One thing I have found helpful is asking "What could go wrong?" during the "Options" step. When brainstorming solutions or actions in the GROW model, it's easy to focus only on the positives—what could work. However, by flipping the script and asking what could potentially hinder success, you uncover potential roadblocks early on. This approach ensures that the person is not blindsided by challenges later. It encourages proactive problem-solving and helps individuals feel more in control. It’s not about fostering negativity, but about preparing for setbacks so they aren’t discouraging. This perspective brings a layer of realism and resilience to the coaching process, which leads to better long-term success.

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Muhammad Irtaza Tafheem

Job Search Strategist and Professional Narrator ?? | An 'Experimental' Mindset ?? | A Sustainable Gardener ??| A Lab Automation Explorer ?? | An Authentic Content Generator ?? --> Just a DM Away
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The method reminds me of my consultation with my clients. When approached by my clients for my resume and LinkedIn profile service, I ask them about the issues they face with their job search. So, based on their problems, question them with a few more questions to see any red flags. Most of the time, they don't require writing services. They just require restructuring of their strategy.

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3 What is the feedback sandwich technique?

The feedback sandwich technique is a method of delivering constructive feedback, based on three layers: Praise, Criticism, and Praise. The first layer of Praise acknowledges the strengths, achievements, or efforts of the person receiving the feedback. The second layer of Criticism provides the constructive feedback, using the SBI model or a similar approach. The third layer of Praise reinforces the positive aspects of the person's work, expresses confidence in their potential, and encourages them to keep improving. Using the feedback sandwich technique can help you balance your feedback, reduce defensiveness, and motivate your team members.

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Deepak Bhandari

Recruitment & Staffing | Sharing Trusted Perspectives
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One thing I have found helpful when using the feedback sandwich is keeping it specific. Specificity makes feedback more actionable. Instead of vague praise like “Great job!” say, “Your report was well-structured with strong insights.” Instead of general criticism like “Do better next time,” offer clear guidance such as, “Please double-check the data for accuracy.” Being specific ensures the recipient understands exactly what they’re doing right and what needs improvement, making the feedback more effective and less confusing.

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4 How to communicate effectively when giving feedback and coaching remotely?

Communication is essential when providing feedback and coaching remotely, as it can be more challenging to convey your tone or build rapport without face-to-face interactions. To communicate effectively in this situation, you should choose the right channel for the urgency, sensitivity, and complexity of your feedback or coaching. Generally, phone or video calls are best for more personal and detailed feedback or coaching, while email or chat is suitable for more routine or follow-up messages. Additionally, it is important to set a clear agenda and expectations before starting the session. Use active listening and empathy to show that you are paying attention and understanding what the person is saying. Ask open-ended questions to clarify any doubts, and express empathy by validating their perspective or offering encouragement.

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5 How to build trust and rapport when giving feedback and coaching remotely?

Trust and rapport are essential for effective feedback and coaching, especially when working remotely. To build trust and rapport, you should be consistent and transparent in your actions, words, and expectations. Show appreciation and recognition for your team members' work, contributions, or achievements. Additionally, seek feedback and coaching from your team members, peers, or superiors. Be open to constructive feedback or coaching, and act on it accordingly. This will help create a positive and collaborative relationship with your team members while fostering a human and friendly connection.

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What are some best practices for giving constructive feedback and coaching remotely?

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1 What is the SBI model?

2 What is the GROW model?

3 What is the feedback sandwich technique?

4 How to communicate effectively when giving feedback and coaching remotely?

5 How to build trust and rapport when giving feedback and coaching remotely?

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