Set the Scene.

Before diving into the feedback, objectively define the situation, task, or goal. Stick strictly to the facts without adding assumptions, judgment, or prejudice.

The Goal: Establish a shared understanding of where and when this happened.

Potential Questions to Answer:

• What was the specific situation?
• What was the objective or challenge being faced?
• What relevant external factors were present?

Describe the behavior.

Describe the exact action or behavior you want to address. Remember: clarity is a gift. Focus only on what are observable actions (what you can see or hear), not on who the person is as an individual. Use statements such as “I noticed…” instead of accusatory statements such as “You did…”

The Goal: Clearly define (without criticism) what actions/behaviors were observed.

Potential questions to answer:

• What specific, observable behavior or words did you see or hear?

• When and how did this action take place?

• What specific actions were taken – or not taken – in relation to the agreed-upon plan?

State the impact.

Explain the direct outcome of those actions. This is the measurable impact -positive or negative - that resulted from the behavior. Connect the result directly back to the action so they understand the cause and effect. 

The Goal: Explain the direct and indirect effects of their actions. 

Potential questions to answer:

• What happened as a direct result of the behavior?

• What was the ripple effect of this behavior on the team, client, project, or others? 

• What changed because of those actions? 

Establish future growth and collaboration.

This is where the magic happens. Transform your feedback into future growth by collaborating on next steps. Instead of dictating what to do, ask open-ended questions to get an agreement on future strategies.

The Goal: Build a safe, mutual plan for moving forward.

Potential questions to answer:

• What can be done differently going forward?

• What support, resources, or changes do you need to be successful (or to continue success) next time?

• What are potential roadblocks, and how can we prevent them?