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You have to deliver feedback to a colleague. What’s the best way to do it?

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Feedback is an essential part of any workplace, especially in facilities engineering, where you need to collaborate with different teams, clients, and stakeholders. Giving and receiving feedback can help you improve your skills, solve problems, and build trust. However, feedback can also be challenging, especially if it is negative, unclear, or poorly delivered. How can you give feedback to a colleague in a way that is constructive, respectful, and effective? Here are some tips to follow.

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Grace K.

Learning & Development

1 Prepare your feedback

Before you approach your colleague, think about what you want to say and why. What is the purpose of your feedback? What are the specific behaviors or outcomes that you want to address? How can you frame your feedback in a positive and supportive way? Write down your main points and examples, and avoid vague or personal judgments. Also, consider the timing and setting of your feedback. Choose a moment when your colleague is not too busy, stressed, or distracted, and find a private and comfortable place to talk.

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Grace K.

Learning & Development
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Prepare and give appropriate feedback by thinking about: - Set clear and concise objectives: establish clear goals, objectives, and performance expectations - Observe colleague's performance: carefully note what the colleague is doing well and what does not meet expectations - Provide immediate feedback: timing can diminish the effectiveness of praise or criticism - Recognize positive performance: recognize colleague who performs as per expectations, yet avoid focusing on outstanding or poor performance

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2 Use the SBI model

A useful tool for delivering feedback is the SBI model, which stands for Situation, Behavior, and Impact. This model helps you structure your feedback in a clear and objective way, focusing on the facts and the consequences. Start by describing the situation where the behavior occurred, such as a project, a meeting, or a task. Then, explain the behavior that you observed or experienced, using specific and observable examples. Finally, describe the impact that the behavior had on you, the team, or the project, such as the results, the feelings, or the implications.

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Grace K.

Learning & Development
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Give constructive feedback, some tips to consider: -Be specific: provide specific details about the colleague's behaviour and the impact it may have on the team -Speak from your own experience or point of view & Use the "I" technique: provide comments from the "I observed that..... ", and "I experienced ....." - Emphasize how actions impact the team: Explain to the colleague the impact of the other colleague's actions or inaction on others.

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3 Listen and empathize

Feedback is not a one-way communication. You also need to listen to your colleague's perspective and feelings, and show empathy and understanding. Ask open-ended questions to invite your colleague to share their thoughts and opinions, such as "How do you see this situation?" or "What challenges did you face?" Acknowledge their emotions and concerns, and validate their efforts and achievements. Avoid interrupting, arguing, or blaming your colleague, and try to find common ground and mutual respect.

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4 Offer suggestions and support

Feedback should not only point out the problems, but also offer solutions and support. After you have discussed the situation, behavior, and impact, ask your colleague what they think they can do to improve or change their behavior. Help them brainstorm ideas and alternatives, and offer your suggestions and advice. Be specific and realistic about what you expect from them, and agree on some action steps and goals. Also, express your confidence and encouragement, and let them know that you are available to help them if they need it.

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5 Follow up and appreciate

Feedback is not a one-time event, but an ongoing process. You need to follow up with your colleague to check their progress, provide additional feedback, and celebrate their improvements. Schedule regular meetings or conversations to review their action steps and goals, and give them positive and constructive feedback along the way. Recognize their efforts and achievements, and appreciate their willingness to learn and grow. By following up and appreciating your colleague, you can strengthen your relationship and foster a culture of feedback in your workplace.

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Grace K.

Learning & Development
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Recognize positive performance by recognizing colleagues for their accomplishments and promote continuous improvement. Positive feedback can motivate people to perform better. Some tips: Express your appreciation, encourage your colleague to do more of the same, and state what the colleague did to deserve praise.

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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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Grace K.

Learning & Development
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Always address issues in private. Addressing the issue in front of others is embarrassing or humiliating for that colleague and may make others feel uncomfortable.

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You have to deliver feedback to a colleague. What’s the best way to do it?

1

2

3

4

5

6

1 Prepare your feedback

2 Use the SBI model

3 Listen and empathize

4 Offer suggestions and support

5 Follow up and appreciate

6 Here’s what else to consider

Facilities Engineering

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You have to deliver feedback to a colleague. What’s the best way to do it?

1

2

3

4

5

6

1 Prepare your feedback

2 Use the SBI model

3 Listen and empathize

4 Offer suggestions and support

5 Follow up and appreciate

6 Here’s what else to consider

Facilities Engineering

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