As a HR professional, you’re no stranger to the delicate art of giving feedback. But let’s be real – feedback can sometimes feel like a high-stakes game of Jenga, where one wrong move could send the whole thing tumbling down.

First things first – Start with empathy. If you walk into a feedback conversation and immediately hit them with a list of what went wrong, you’re setting the stage for a defensive and resistant response or worse, an emotional breakdown. Instead, start by acknowledging their effort, a little recognition goes a long way. You could say something like, “I see you’ve really put a lot of time and energy into this, and I appreciate that. Now, let’s talk about a couple of things we can tweak to make it even better.” Simple, but highlights a shift for workable feedback.

Bee specific. Vague comments are the feedback equivalent of a shrug. When you offer feedback, make sure it’s clear and actionable. If someone’s report is all over the place, don’t just say “The formatting needs work”, give specifics, such as “The headings are inconsistent, and the font size keeps changing.” Give them the road map of actionable achievements.

I am not a fan of the feedback sandwich, the age-old technique where you start with something positive, insert the criticism in the middle, and finish with more positivity. It’s well-intentioned but lacks authenticity. Instead of falling into the trap of playing nice-nice with a vague compliment, go for a more natural, conversational approach. Let them know you’ve got their back but be honest about the areas they need to improve. You’re having a real conversation with a real person.

As frustrated as you get, don’t make it about you – resist the urge to say something like, “I’ve explained this a million times”. It’s natural to feel that frustrated, especially when you’ve have explained it countless times, but you’re the professional and it’s important to keep your emotions in check. Instead, look at it from a perspective of trying to solve a problem, if you have explained it countless times, what could you do to change up you approach that might work for the recipient better? Ask them what you could do to help, work collaboratively – It’s not about blaming them, it’s about finding a solution together.

When it comes to feedback, timing is important Ask them when an appropriate time to meet is. Timing can be the difference between them hearing what you have to say and their mind racing with a million other things.

A follow-up is essential! If you drop feedback and then ghost them, you’re not creating an environment for growth. Instead, offer continued support and schedule a follow-up conversation. Maybe they need additional resources, or maybe you both need to make a plan together to address what was discussed. Regardless, check in regularly to see how they’re doing and offer guidance along the way. It’s like coaching a player through the season rather than just yelling from the sidelines.

Make feedback a two-way street. Invite them to share their thoughts, ask questions, and get involved in the process. Feedback isn’t about you telling them what’s wrong — it’s about you both working together to move forward.