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How can you provide effective feedback for employees with poor written communication skills?

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Providing effective feedback for employees with poor written communication skills is a challenge that many managers face. Written communication is essential for conveying clear and concise messages, avoiding misunderstandings, and creating a positive impression. However, not everyone has the same level of proficiency or confidence in writing. As a manager, you want to help your employees improve their writing skills, but you also want to avoid hurting their morale or motivation. How can you do that? Here are some tips to guide you.

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Mayesha Tafannum

HSBC | IEEE CS 20 in Their 20s Honoree | CSE Grad - NSU | IEEE Young Professional
Areej Naseer

???????? ?????????????????? | Group HR Manager @Cloudgate Technologies | Transforming Workplaces through Strategic HR &…

1 Identify the root cause

Before you give feedback, you need to understand why your employee has poor written communication skills. Is it a lack of knowledge, practice, or attention? Is it a language barrier, a learning disability, or a personal style? Is it related to the context, the audience, or the purpose of the writing? By identifying the root cause, you can tailor your feedback to address the specific issue and offer relevant suggestions.

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Areej Naseer

???????? ?????????????????? | Group HR Manager @Cloudgate Technologies | Transforming Workplaces through Strategic HR & Talent Strategy
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Identifying the root cause of poor written communication skills is crucial before giving feedback. Whether it's lack of knowledge, practice, language barrier, or context-related issues, understanding the cause helps in offering targeted and relevant suggestions for improvement. Addressing the specific issue increases the effectiveness of your feedback and the employee's chances of improvement.

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Muhammad Adeel Shakoor

Strategic People Operations Leader | MBA in Human Resources | Chemical Engineer | Assistant Director at TEVTA Punjab | Driving Excellence in Talent Management and Organizational Development
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Providing effective feedback for employees with poor written communication skills requires a thoughtful and constructive approach. Here are some steps you can take: 1- Choose the Right Time and Place 2-Be Specific and Clear 3-Focus on Concrete Examples 4-Maintain a Constructive Tone 5-Use the "Sandwich" Approach: 6-Offer Solutions and Resources 7-Encourage Practice and Application 8-Set Clear Expectations 9-Provide Constructive Feedback Examples 10-Promote Active Listening 11-Offer Encouragement and Positive Reinforcement 12-Suggest Peer Review or Mentoring 13- Monitor Progress and Follow Up 14-Lead by Example 15-Provide Resources for Improvement

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2 Use the sandwich method

The sandwich method is a popular technique for giving constructive feedback. It involves sandwiching the negative or critical feedback between two positive or supportive comments. For example, you could start by praising your employee for their effort, creativity, or enthusiasm. Then, you could point out the areas that need improvement, such as grammar, spelling, structure, or tone. Finally, you could end by expressing your confidence, appreciation, or encouragement. This way, you can balance the feedback and avoid making your employee feel attacked or discouraged.

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Areej Naseer

???????? ?????????????????? | Group HR Manager @Cloudgate Technologies | Transforming Workplaces through Strategic HR & Talent Strategy
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The sandwich method is a valuable feedback technique. Start with positive remarks, acknowledging their effort and enthusiasm. Then, provide specific areas needing improvement, like grammar or tone. Finally, end on an encouraging note, expressing confidence in their abilities. This approach maintains a balance, ensuring the feedback is constructive and motivating without being demoralizing.

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3 Provide examples and resources

One of the best ways to help your employee improve their written communication skills is to provide them with examples and resources. Examples can show them what good writing looks like and how to apply the feedback. Resources can include tools, guides, courses, or mentors that can help them learn and practice. For example, you could share a template, a checklist, or a sample document that follows the best practices of written communication. You could also recommend a grammar checker, a writing coach, or a peer review system that can support their development.

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4 Set clear expectations and goals

Another important aspect of giving effective feedback is to set clear expectations and goals for your employee. Expectations can define the standards, criteria, or requirements of written communication in your organization or department. Goals can specify the desired outcomes, milestones, or indicators of improvement. For example, you could explain what kind of tone, format, or language is appropriate for different types of documents or audiences. You could also set a timeline, a frequency, or a measure for your employee to demonstrate their progress.

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Mayesha Tafannum

HSBC | IEEE CS 20 in Their 20s Honoree | CSE Grad - NSU | IEEE Young Professional
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Providing effective feedback for employees with poor written communication skills is a delicate balance of constructive criticism and support. Begin by addressing the issue privately, focusing on specific examples, and highlighting any positive aspects of their work to maintain their confidence. Emphasize the importance of clarity, grammar, and organization in written communication. Suggest practical steps like training or resources to help them improve. Encourage revision and proofreading, and set up follow-up meetings to track progress. An open feedback loop and ongoing support will not only help employees develop their skills but also demonstrate your commitment to their professional growth.

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5 Follow up and reinforce

Finally, you need to follow up and reinforce the feedback that you give to your employee. Follow up means checking in with your employee regularly, providing ongoing support, and monitoring their performance. Reinforce means acknowledging their achievements, celebrating their successes, and rewarding their efforts. For example, you could schedule a meeting, a call, or an email to review their work, answer their questions, or offer additional feedback. You could also give them recognition, feedback, or incentives for meeting or exceeding the expectations or goals.

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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 provide effective feedback for employees with poor written communication skills?

1

2

3

4

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1 Identify the root cause

2 Use the sandwich method

3 Provide examples and resources

4 Set clear expectations and goals

5 Follow up and reinforce

6 Here’s what else to consider

Interpersonal Communication

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How can you provide effective feedback for employees with poor written communication skills?

1

2

3

4

5

6

1 Identify the root cause

2 Use the sandwich method

3 Provide examples and resources

4 Set clear expectations and goals

5 Follow up and reinforce

6 Here’s what else to consider

Interpersonal Communication

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