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How can you give feedback to a coworker who is not following procedures?

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As an administrative assistant, you may encounter situations where a coworker is not following the established procedures for your tasks. This can create confusion, errors, and delays in your work. How can you give feedback to a coworker who is not following procedures without causing conflict or resentment? Here are some tips to help you communicate effectively and respectfully.

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Precious Akor

I help small product-based business owners build systems and optimize workflows that allow them to focus on…

1 Identify the problem

Before you approach your coworker, make sure you have a clear understanding of what the problem is and how it affects your work. Is the coworker skipping steps, using outdated information, or ignoring instructions? How does this impact the quality, accuracy, or timeliness of your deliverables? Gather some examples or evidence to support your feedback and avoid vague or general statements.

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2 Choose the right time and place

Timing and setting are important factors for giving feedback. You want to avoid interrupting your coworker when they are busy, stressed, or distracted. You also want to avoid giving feedback in front of others, as this can be embarrassing or defensive. Instead, find a private and quiet place where you can talk without distractions or interruptions. You can also ask your coworker if they have a few minutes to chat and schedule a meeting if necessary.

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3 Use a positive and constructive tone

The way you deliver your feedback can make a big difference in how your coworker receives it. You want to use a positive and constructive tone that shows respect and appreciation for your coworker. Start by acknowledging their strengths and contributions, and express your intention to help them improve their performance. Avoid using harsh, accusatory, or sarcastic language that can damage your relationship or trigger a negative reaction. Use "I" statements instead of "you" statements to describe how you feel and what you need, rather than blaming or criticizing your coworker.

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4 Be specific and solution-oriented

When you give feedback, be specific and solution-oriented. Explain what the procedure is and why it is important to follow it. Provide concrete examples of how your coworker is not following the procedure and how it affects your work. Then, suggest some ways to correct the problem and prevent it from happening again. For example, you can offer to share a checklist, a template, or a reference guide that can help your coworker follow the procedure. You can also ask your coworker if they have any questions, concerns, or suggestions about the procedure.

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Precious Akor

I help small product-based business owners build systems and optimize workflows that allow them to focus on revenue-generating aspects of their business to scale it faster.
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When dealing with a problem that involves a coworker, it is important to be specific. Firstly, you need to understand the problem and how it is affecting your workflow and the company as a whole. This will enable you to choose the right words and suggest possible solutions to resolve the problem. Keep in mind that your tone plays a critical role in the conversation and can significantly affect its outcome. Therefore, be mindful of your tone and remain calm and composed throughout the discussion.

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5 Listen and respond

Giving feedback is not a one-way conversation. You also need to listen and respond to your coworker's perspective and feedback. Be open and attentive to what they have to say, and avoid interrupting or arguing with them. Try to understand their point of view and the reasons behind their actions. You may discover that they are unaware of the procedure, have a different understanding of it, or face some challenges or barriers to follow it. You can also ask for their feedback on your work and how you can improve it.

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Precious Akor

I help small product-based business owners build systems and optimize workflows that allow them to focus on revenue-generating aspects of their business to scale it faster.
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I agree that giving feedback should not be a one-way conversation. It is important to listen carefully to what your co-workers have to say and pay attention to their body language. Instead of arguing or being defensive, try to look at the situation from their point of view as well as a neutral third-party perspective. This approach can help you discover important insights that will enable you to address the problem effectively.

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6 Follow up and appreciate

After you give feedback, follow up and appreciate your coworker's efforts to follow the procedure. Monitor their progress and provide positive reinforcement when you notice improvements. You can also check in with them regularly and offer your support or assistance if needed. Thank your coworker for listening to your feedback and for working with you to achieve your goals. By following up and appreciating, you can build trust and rapport with your coworker and foster a collaborative and productive work environment.

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Evelyn Damtse

Experienced Administrative Professional | Virtual Assistant| Expertise in Cocoa Sustainability Activities | 7+ Years of Administrative Excellence | ALX Alumni
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Keep the feedback focused on the behavior and actions, rather than making it personal. It is better to be objective than sounding accusatory. When providing feedback, describe the specific behaviors or actions that are not aligned with the established procedures. For example, instead of saying, "You're always disorganized," you might say, "I noticed that the reports were submitted after the deadline." This will go a long way to correct the problem and still maintain a good working relationship.

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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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Precious Akor

I help small product-based business owners build systems and optimize workflows that allow them to focus on revenue-generating aspects of their business to scale it faster.
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When it comes to addressing a problem, one should be very conscious of their words. After addressing the problem, it is important to follow up with the co-worker to ensure that you are both on the same page and that they now have a better understanding of what was discussed.

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How can you give feedback to a coworker who is not following procedures?

1

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3

4

5

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1 Identify the problem

2 Choose the right time and place

3 Use a positive and constructive tone

4 Be specific and solution-oriented

5 Listen and respond

6 Follow up and appreciate

7 Here’s what else to consider

Administrative Assistance

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How can you give feedback to a coworker who is not following procedures?

1

2

3

4

5

6

7

1 Identify the problem

2 Choose the right time and place

3 Use a positive and constructive tone

4 Be specific and solution-oriented

5 Listen and respond

6 Follow up and appreciate

7 Here’s what else to consider

Administrative Assistance

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