Giving Constructive Feedback

Dear Debbie,

I am a relatively new manager and have little experience in giving feedback, especially when it involves difficult issues or performance deficiencies. How do you prepare for and deliver constructive feedback without hurting the relationship?

When you prepare for such a discussion, start by clearly defining the issue. Separate your emotions from the facts that you need to review and discuss. Emotions such as fear, anger, stress, and anxiety are a few that can be attached to difficult situations. While these emotions may be understandable and even justified, they won’t help you in solving the issues at hand.
Next, detail any and all performance deficiency specifics that are related to the issue. Look at this challenge in an objective, professional manner, focusing on the facts alone. Anticipate what the employee’s reaction may be and prepare your responses accordingly to keep the meeting on topic and on track. Have a written outline in front of you with the points you need to make and the goals for the meeting.
By preparing with meeting objectives and a clear agenda, you will be able to better control the discussion and accomplish what you had planned. Even though you may be dealing with negative behavior, it’s important to keep your tone and demeanor as positive as possible. Let the employee know that improvement is possible and what he or she must do to achieve it.