What are the best ways to provide feedback to a team member who is struggling with deadlines?

1 Identify the problem

Before you approach your team member with feedback, you need to identify the problem clearly and objectively. What are the specific deadlines that they missed or are at risk of missing? How does that affect the team's goals and deliverables? What are the possible reasons for their delay? Are they facing any personal or professional challenges that interfere with their work? By gathering the facts and understanding the context, you can prepare yourself for a productive and empathetic conversation.

2 Choose the right time and place

Timing and setting are crucial factors for feedback delivery. You want to avoid giving feedback when you or your team member are stressed, angry, or distracted. Instead, choose a time when you both have enough space and calmness to focus on the issue. Also, avoid giving feedback in public or in front of other team members, as that can be humiliating and discouraging. Instead, find a private and comfortable place where you can have an honest and respectful dialogue.

3 Use the SBI model

The SBI model is a widely used and effective feedback model that stands for Situation, Behavior, and Impact. This model helps you structure your feedback in a clear and specific way, without making assumptions or judgments. When utilizing this model, you should describe the situation where the behavior occurred, such as the date, time, project, or task. Additionally, you should explain the observable behavior that you want to address, such as missing a deadline or not communicating progress. Finally, you should describe the impact of the behavior on the team, project, or organization. With this approach, you can give feedback that is factual, relevant, and actionable without blaming or criticizing your team member.

5 Collaborate on solutions

The final step of giving feedback is to collaborate on solutions that can help your team member improve their performance and meet their deadlines. Instead of imposing your ideas or solutions, ask your team member to share their own suggestions and input. For instance, you can inquire about what actions they can take to overcome their challenges and achieve their goals, how you can work together to monitor progress and adjust the plan if needed, and what resources or tools they can use to improve their skills or efficiency. Through collaboration on solutions, you can empower your team member to take ownership and responsibility for their improvement, while also demonstrating your support and commitment. Giving feedback to a team member who is struggling with deadlines can be a difficult yet rewarding experience. By following these best practices and models, you can provide feedback that is constructive, supportive, and effective, thus helping your team member grow and succeed.

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?