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What do you do if you need to provide effective feedback in virtual meetings?

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Providing feedback is a critical part of executive management, and with the shift towards remote work, virtual meetings have become a common platform for these exchanges. When you're tasked with giving feedback virtually, it's essential to adapt your approach to maintain clarity, empathy, and effectiveness. The nuances of digital communication require a different set of skills to ensure your message is received as intended and fosters positive outcomes.

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Thorough preparation is key:

Gather all relevant documents and data before the meeting to ensure you have a solid foundation for your feedback. This preparation allows you to provide specific, actionable insights that the recipient can easily understand and implement.### *Create a positive feedback environment:Start by acknowledging the individual's efforts to set a constructive tone. This approach reduces defensiveness and fosters openness, making it easier for them to accept and act on your feedback.

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1 Prepare Thoroughly

Before diving into a virtual meeting, preparation is key. Ensure you have all the facts about the work or behavior you're addressing. This involves reviewing relevant documents, project outcomes, or performance metrics. Enter the meeting with clear objectives and a structured outline of the points you need to cover. Remember, feedback should be specific, actionable, and focused on behavior rather than personality traits. By being well-prepared, you can provide feedback that is both constructive and insightful.

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Sherbaz Muhammad

Executive Leader: Public Administration, Municipal Management & Community Development ???? Local Government Evangelist ?? Doctorate Scholar ?? championing resilience, social justice & data-driven decision-making
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When offering comments in online meetings, think about utilizing the "sandwich" technique. Get things off to a good start by praising the person or mentioning something good they've done. The next step is to fix or enhance the particular problem areas. To wrap up, offer one more word of encouragement or positive reinforcement. A good starting point would be to acknowledge the team member's hard work on a recent project, and then you could offer suggestions for how they may improve, such sticking to their deadlines more often. Lastly, communicate your faith in their capacity to execute the recommended adjustments and make future achievements their own.

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2 Set the Tone

At the start of the meeting, set a positive tone to create a conducive environment for feedback. Acknowledge the individual's efforts and contributions before delving into areas for improvement. This approach helps in reducing defensiveness and encourages openness to your insights. Emphasize the purpose of the feedback as a means to support growth and development, not as criticism. A respectful and supportive tone is crucial for effective virtual communication.

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Amy Packard Berry

Executive VP MarCom Sparkpr | Forbes Agency Council | 3 LinkedIn Top Voices | AI Enthusiast |Transformational Leader | Growth Marketer
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Begin the feedback session by highlighting the employee's strengths, achievements, or areas where they have shown improvement. This creates a more receptive environment and reinforces that your feedback is balanced. Use a conversational and friendly tone, similar to how you would provide feedback in person. Avoid sounding overly formal or scripted, as this can come across as inauthentic. The goal is to create a supportive and authentic environment for growth, even in a virtual setting. By combining effective communication techniques with genuine care for the employee's development, you can deliver constructive feedback that resonates and drives positive change.

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3 Be Clear and Concise

In a virtual setting, it's easy for messages to be misinterpreted. Strive for clarity and conciseness in your feedback. Use simple language and avoid jargon that might confuse the recipient. Be direct but not harsh; state what needs to be improved and why it matters. Ensure your points are well-structured so that the recipient can easily follow your reasoning and understand the expected outcomes.

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4 Encourage Dialogue

Feedback should be a two-way conversation, not a monologue. After presenting your points, invite the recipient to share their perspective. Ask open-ended questions to encourage them to reflect and respond. This not only helps them feel heard but also provides you with insights into their thought process. A dialogue fosters a collaborative atmosphere where feedback is used as a tool for mutual improvement.

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5 Utilize Technology

Make the most of the technology at your disposal to enhance the feedback process. Use screen sharing to reference specific examples or documents that relate to your feedback. Visual aids can help illustrate your points more effectively than words alone. Additionally, consider recording the session (with permission) so that the recipient can revisit the discussion later, which can be especially helpful for complex or detailed feedback.

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Melody B.

Global Cybersecurity & Risk Management Executive | Author | LinkedIn Top Voice for Cybersecurity, Information Security & Executive Management | Award-Winning Risk Manager | Speaker | Past-President, ISACA GWDC
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If possible, utilize the video/camera so you can get real-time feedback via facial cues. This will help you respond accordingly when providing the feedback and be more effective in gauging whether the feedback is already known by the recipient, a complete blindsight, or possibly triggering some frustration. Moving forward will depend on which of these is the case. In absense of a camera, asking questions to ascertain the above works too.

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6 Follow Up

Finally, after the meeting, follow up with a summary of the discussion and agreed-upon action items. This can be done via email or a shared document. The follow-up serves as a reference point and demonstrates your commitment to the recipient's development. It also provides an opportunity to set deadlines for improvement and schedule future check-ins to discuss progress.

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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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What do you do if you need to provide effective feedback in virtual meetings?

1

2

3

4

5

6

7

1 Prepare Thoroughly

2 Set the Tone

3 Be Clear and Concise

4 Encourage Dialogue

5 Utilize Technology

6 Follow Up

7 Here’s what else to consider

Executive Management

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What do you do if you need to provide effective feedback in virtual meetings?

1

2

3

4

5

6

7

1 Prepare Thoroughly

2 Set the Tone

3 Be Clear and Concise

4 Encourage Dialogue

5 Utilize Technology

6 Follow Up

7 Here’s what else to consider

Executive Management

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