Here's how you can make your feedback specific and actionable.

Be Clear and Direct: Avoid vague statements. Clearly state what you are addressing and why it is important. Use Specific Examples: Reference particular incidents or behaviors. For example, instead of saying, "You need to improve your presentations," say, "In your last presentation, the data slides were hard to read and some points were unclear."

Being specific when giving feedback helps the recipients to be me more open to the feedback, instead of being defensive, they will open up about what makes them repeat the same issue and they will contribute in suggesting solutions and action plans.

Focus on Behavior, Not Personality: Address actions and outcomes rather than personal traits. For instance, "When you interrupted during the meeting, it disrupted the flow of conversation," rather than, "You are always interrupting people."

Explain the Impact: Describe the effects of the behavior on the team, project, or organization. This helps the recipient understand the importance of the feedback. For example, "Because the report was submitted late, the team had to rush to meet the deadline, which affected the quality."

Totally agree! Showing them how to solve the situation and ask them questions to know what is holding them from being more productive or from meeting the deadline, and then support them with the solutions and how will you act in the same situation will make them trust the advice.

Follow-Up: Arrange a follow-up meeting to discuss progress and provide additional guidance if needed. This shows that you are committed to their improvement and supports ongoing development.

Following up on the progress makes them feel appreciated and trust the fact that the feedback is for their development and growth which will reflect on the whole team and organization.

Encouraging dialogue is a win-win for both parties. The employees know they have a voice, get to speak openly to contribute and build a meaningful trust in your work relationship. As a leader, you gain insight into what another perspective is and potential new areas of opportunity or challenges to consider.

Follow up with the individual after delivering feedback to check on their progress and offer ongoing support and guidance as needed. Be available to answer questions, provide additional resources, and offer encouragement along the way.

Use the "SBI" Model (Situation-Behavior-Impact): Situation: Describe the context. Behavior: Detail the specific behavior. Impact: Explain the outcome or effect of the behavior. Example: "In yesterday’s team meeting (Situation), you provided detailed and helpful insights on the project plan (Behavior), which helped us identify key areas to focus on (Impact). However, there were a few instances where you interrupted others while they were speaking, which caused some confusion (Behavior and Impact). In the future, waiting until others have finished speaking will ensure clearer communication (Action). Check for Understanding: Ensure that the recipient understands the feedback. Ask questions like, "Does that make sense?"