How can you effectively give feedback to a colleague who is not meeting expectations?

1 Prepare yourself

Before you give feedback, make sure you have a clear and specific idea of what you want to say and why. Think about the purpose, the goal, and the outcome of your feedback. What is the issue that needs to be improved? How does it affect the team or the project? What are the standards or expectations that are not being met? What are the possible solutions or actions that can be taken? Write down your main points and examples to support them. Also, prepare yourself emotionally and mentally. Avoid giving feedback when you are angry, frustrated, or impatient. Choose a calm and neutral tone, and focus on the facts, not the feelings.

4 Invite dialogue and feedback

Feedback should not be a one-way communication, but a two-way conversation. After you share your feedback, invite your colleague to respond and share their perspective. Listen actively and empathetically to their thoughts, feelings, and explanations. Try to understand their point of view, and acknowledge any valid points or concerns they have. Ask open-ended questions to clarify any misunderstandings, and to explore the reasons behind the performance issue. Also, ask for feedback on your own performance, and how you can support your colleague better.

5 Agree on action and follow-up

The last step of giving feedback is to agree on action and follow-up. Together with your colleague, discuss and decide on the specific steps or changes that need to be made to improve the performance issue. Set realistic and measurable goals, and agree on a timeline and a method of evaluation. Also, agree on how and when you will follow up on the progress and the results. Express your confidence and appreciation for your colleague's willingness to receive feedback and to improve. End the conversation on a positive and supportive note.