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How can you give feedback on phone etiquette to a colleague?

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Phone etiquette is an essential skill for working in virtual teams, as it affects how you communicate, collaborate, and build rapport with your colleagues. However, not everyone has the same standards or expectations when it comes to phone manners, and sometimes you may encounter situations where you need to give feedback to a colleague about their phone etiquette. How can you do this in a respectful and constructive way, without hurting their feelings or damaging your relationship? Here are some tips to help you give feedback on phone etiquette to a colleague.

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Kavita Pasricha ?

Storyteller | Simplifying Personal Development via uncovering Life Lessons ??

1 Identify the issue

Before you give feedback, you need to identify what exactly is the issue with your colleague's phone etiquette. Is it something that affects their performance, such as speaking too fast, too quietly, or too loudly? Is it something that annoys or distracts you or others, such as background noise, interruptions, or multitasking? Or is it something that violates the norms or expectations of your team, such as not muting when not speaking, not introducing themselves, or not following the agenda? Be specific and objective about the issue, and avoid making assumptions or judgments about your colleague's intentions or motives.

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Kavita Pasricha ?

Storyteller | Simplifying Personal Development via uncovering Life Lessons ??
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Before any feedback cycle - understand and pin the issue(s) first. Understand the sequence of events that led to the issue - and then go about the next steps.

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2 Choose the right time and mode

The next step is to choose the right time and mode to give feedback. Ideally, you want to give feedback as soon as possible after the issue occurs, so that your colleague can remember the situation and correct it in the future. However, you also want to avoid giving feedback when your colleague is busy, stressed, or emotional, as they may not be receptive or responsive to your feedback. Additionally, you want to choose the mode that best suits the type and severity of the issue, as well as your colleague's preferences and personality. For minor or simple issues, you may use email, chat, or text to give feedback. For more serious or complex issues, you may use phone or video call to give feedback. In any case, you should use a polite and friendly tone, and avoid using sarcasm, criticism, or blame.

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Kavita Pasricha ?

Storyteller | Simplifying Personal Development via uncovering Life Lessons ??
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Choose the right time and mode: - someone maybe gonh through an ill health - someone may have lost their dear one - someone is trying to bounce back from the rough patches of their lives Also on the professional end: - teams may be in the midst of the close - there has been a coincidence of priorities for them Also the mode is super critical - the effectiveness of feedback matters so much on this one. If a critical feedback is given over a chat - will not work as much. Set aside a separate time - be clear precise and neutral in tone.

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3 Use the sandwich method

The sandwich method is a popular technique for giving feedback, as it helps to balance positive and negative comments, and to reduce defensiveness and resistance. The sandwich method consists of three parts: praise, criticism, and encouragement. First, you start by praising your colleague for something they did well or something you appreciate about them. This helps to establish rapport and trust , and to show that you value their contribution and respect their work. Second, you state the issue with their phone etiquette, and explain how it affects you, the team, or the project. This helps to clarify your expectations and standards, and to show that you have a valid reason for giving feedback. Third, you end by encouraging your colleague to improve or change their phone etiquette, and offer your support or suggestions. This helps to motivate your colleague to take action, and to show that you care about their growth and success.

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4 Listen and respond

After you give feedback, you should listen and respond to your colleague's reaction. Your colleague may have questions, comments, or concerns about your feedback, and you should acknowledge and address them in a respectful and empathetic way. Your colleague may also have feedback for you, and you should be open and willing to receive it in a constructive and positive way. Listening and responding to your colleague shows that you are interested in their perspective and feedback, and that you are willing to have a two-way conversation and a collaborative relationship.

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Kavita Pasricha ?

Storyteller | Simplifying Personal Development via uncovering Life Lessons ??
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A feedback is never a one way street - for the feedback to be completed it has to be a dual sided conversation. The very acknowledgement of it being received as intended would be a good start to ensure the same.

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5 Follow up and reinforce

The last step is to follow up and reinforce your feedback. You should check in with your colleague periodically to see how they are doing, and to offer your assistance or guidance if needed. You should also recognize and praise your colleague when they improve or change their phone etiquette, and show your appreciation and gratitude for their efforts. Following up and reinforcing your feedback shows that you are consistent and supportive, and that you are committed to your colleague's development and performance.

Giving feedback on phone etiquette to a colleague can be challenging, but it can also be rewarding. By following these tips, you can give feedback in a respectful and constructive way, and help your colleague improve their phone etiquette and their communication skills.

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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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How can you give feedback on phone etiquette to a colleague?

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3

4

5

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1 Identify the issue

2 Choose the right time and mode

3 Use the sandwich method

4 Listen and respond

5 Follow up and reinforce

6 Here’s what else to consider

Virtual Teams

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How can you give feedback on phone etiquette to a colleague?

1

2

3

4

5

6

1 Identify the issue

2 Choose the right time and mode

3 Use the sandwich method

4 Listen and respond

5 Follow up and reinforce

6 Here’s what else to consider

Virtual Teams

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感谢您的反馈

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