You’re working remotely and need to give feedback. How can you ensure your message is heard?

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Feedback is essential for any team, especially in the financial services sector, where accuracy, compliance, and customer satisfaction are paramount. However, giving feedback remotely can be challenging, as you may lose some of the visual and verbal cues that help you communicate effectively. How can you ensure your message is heard and understood by your remote colleagues? Here are some tips to help you deliver constructive and actionable feedback in a virtual setting.

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Shruthi Lokapur

Senior Engineering Manager | Marketing Tech | AI | FinTech | Agile Practitioner | SAFe Agilist | Mentor
Ana Lucrecia Chinchilla Sanou

Gerente Guías Académicos Latam AMCO…

1 Choose the right channel

Before you give feedback, think about the best way to convey it. Depending on the urgency, complexity, and sensitivity of the feedback, you may want to use different channels, such as email, phone, video call, or chat. For example, email can be good for simple and positive feedback, but it may not be suitable for more nuanced or critical feedback, as it can be easily misinterpreted or ignored. Phone or video call can be better for more in-depth or difficult feedback, as they allow you to hear the tone of voice, see the facial expressions, and clarify any questions or concerns.

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Maria Jucilene Canuto

Analista de Crédito e Cobran?a | Assistente de Cobran?a | Financeiro | Contas a receber | Cobran?a | Negocia??o | Atendimento ao cliente | Concilia??o bancária |
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No meu ponto de vista a chamada de vídeo em grupo é a melhor ferramenta, pois todos podem participar e trocar informa??es em tempo real.

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kiran shivappa

Innovative methods for consolidating package deliveries from various carriers.
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any channel should be fine if one can express using that medium, this means know yourself and use the best media suits you to convey any feedback.

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2 Be clear and specific

When you give feedback remotely, you need to be as clear and specific as possible, to avoid confusion and ambiguity. Use concrete examples and data to support your feedback, and avoid vague or general statements. For example, instead of saying "You need to improve your report writing skills", say "Your report had some spelling and formatting errors, and it lacked some key information, such as the risk analysis and the recommendations. Here are some examples of what you can do to improve your report writing skills". Also, make sure you focus on the behavior or the outcome, not the person or their intentions.

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Ana Lucrecia Chinchilla Sanou

Gerente Guías Académicos Latam AMCO /Psicóloga/ MSc Estimulación Temprana / Coach Personal
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Muchas veces solo se piensa en el “mensaje” a transmitir, cuando en realidad el c?mo y para qué tienen la misma relevancia. Hay que ser muy conscientes de las palabras que se utilizan, pero además, la entonación, gestos y todo el lenguaje no verbal, para que sea coherente con lo que se está transmitiendo. Sin dejar de lado que es un diálogo, por lo que el espacio de escucha y conversación son también parte de este proceso. Somos personas interactuando con personas, por lo que se trata de considerar todo lo que la persona con quien estamos interactuando, nos genera, para reconocer y gestionar emociones, sensaciones.. para que se mantenga claro el mensaje, el objetivo y la mejor manera de emitir eso que se tiene que transmitir.

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Shruthi Lokapur

Senior Engineering Manager | Marketing Tech | AI | FinTech | Agile Practitioner | SAFe Agilist | Mentor
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It's crucial to separate person from the problem/behavior. Equally important is to make the intention of the feedback give known. It's towards the improvement of the other party and not just criticism. When the intentions are clear, back it up with data and provide specific examples of what was lacking and how that can be improvised.

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3 Be timely and consistent

Feedback is most effective when it is given close to the time when the behavior or the outcome occurred, so that the recipient can remember and act on it. Don't wait too long to give feedback, or it may lose its relevance and impact. Also, don't give feedback only when something goes wrong, or it may seem like you are only looking for faults. Give feedback regularly and consistently, and balance the positive and the negative feedback, so that the recipient can see their strengths and areas for improvement.

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kiran shivappa

Innovative methods for consolidating package deliveries from various carriers.
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Feedback should ignite their thoughts, meaning feedback should not conclude and end it right there, it should make them open up and give it a second thought. They should be able to find alternative ways rather take a feedback and follow your thoughts.

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4 Be respectful and supportive

Feedback can be hard to receive, especially remotely, where the recipient may feel isolated or defensive. Therefore, you need to be respectful and supportive when you give feedback, and show that you care about the recipient's growth and success. Use a positive and constructive tone, and avoid harsh or sarcastic language. Acknowledge the recipient's efforts and achievements, and express your appreciation and confidence. Also, invite the recipient to share their perspective and feedback, and listen actively and empathetically.

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Shruthi Lokapur

Senior Engineering Manager | Marketing Tech | AI | FinTech | Agile Practitioner | SAFe Agilist | Mentor
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One thing I have always found useful is to let the other person speak and share their side of story while you give constructive feedback. Ensure the small wins celebrated, efforts acknowledged and appreciated! Empathy is the key when dealing with such a situation, but yet convey the hard feedback firmly backed by data. Remember, the end goal is for the person to get better, contribute better and feel more confident.

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5 Be collaborative and follow up

Feedback is not a one-way communication, but a dialogue that requires collaboration and follow-up. When you give feedback remotely, you need to make sure that the recipient understands your message, agrees with your expectations, and commits to your action plan. Ask open-ended questions to check for understanding, agreement, and commitment, and summarize the key points and next steps. Also, offer your support and resources to help the recipient implement the feedback, and follow up regularly to monitor the progress and provide additional feedback if needed.

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6 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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Shruthi Lokapur

Senior Engineering Manager | Marketing Tech | AI | FinTech | Agile Practitioner | SAFe Agilist | Mentor
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It is said, "Clear is kind" and " Unclear is Unkind". This holds true when it comes to sharing feedback too. In addition, also consider Feed Forward that can help the individual preempt a few things and fast track their growth.

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You’re working remotely and need to give feedback. How can you ensure your message is heard?

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3

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1 Choose the right channel

2 Be clear and specific

3 Be timely and consistent

4 Be respectful and supportive

5 Be collaborative and follow up

6 Here’s what else to consider

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