#COACHING: You are coaching an executive on feedback. How can you help them communicate constructively with their team?

Coaching an executive on giving constructive feedback focuses on helping them foster a culture of growth and open communication. Here are key strategies I would emphasize to help them communicate effectively:

1. Frame Feedback as a Partnership

• Shift from Critique to Collaboration: Encourage the executive to frame feedback as a shared journey toward improvement, not just an evaluation.

• Use Inclusive Language: Using phrases like “let’s work together on…” or “how can we approach this differently?” creates a sense of team problem-solving.

2. Be Specific and Actionable

• Describe Observations, Not Judgments: Replace subjective terms like “unprofessional” with specific observations like “in meetings, I noticed interruptions…” to make feedback concrete.

• Provide Clear Next Steps: Offer one or two specific actions that can improve performance, which also shows the executive has thought through how the team member can succeed.

3. Use the SBI Model (Situation, Behavior, Impact)

• Situation: Start by setting the context (e.g., “During last week’s team meeting…”).

• Behavior: Describe the specific behavior observed (e.g., “I noticed you cut off a colleague mid-sentence…”).

• Impact: Explain the impact of that behavior (e.g., “It disrupted the flow, and others may feel hesitant to contribute”).

4. Balance Constructive and Positive Feedback

• Highlight Strengths: Acknowledge what the team member is doing well before discussing areas of improvement. This shows respect for their contributions and reinforces positive behavior.

• Use a Growth-Oriented Approach: Phrase feedback in a way that recognizes effort and potential rather than focusing solely on outcomes (e.g., “I appreciate the effort you put into…”).

5. Encourage a Dialogue, Not a Monologue

• Ask Open-Ended Questions: Use questions like “What support do you need to meet this goal?” or “How did you feel the meeting went?” This invites the team member to share their perspective and encourages self-reflection.

• Listen Actively: Remind the executive that listening and giving space for responses can lead to better insights and a sense of mutual respect.

6. Time Feedback Strategically

• Immediate, But Mindful Timing: Feedback should be given close to the event but avoid moments when emotions are high.

• Scheduled Check-Ins: If feedback is part of a regular rhythm (e.g., weekly one-on-ones), it normalizes the process and reduces stress, as team members know they have ongoing opportunities to improve.

7. Lead with Empathy and Authenticity

• Express Empathy: Encourage the executive to show they understand the team member’s experience. For example, acknowledging that receiving feedback isn’t easy can make the conversation feel more supportive.

• Be Genuine and Transparent: Feedback should feel genuine and reflect the executive’s authentic observations. This builds trust and respect.

Here are some detailed examples and role-play scenarios for practicing these feedback techniques:

Scenario 1: Delivering Constructive Feedback After a Missed Deadline

Context: A team member recently missed an important deadline, and the executive needs to address this.

1. Using the SBI Model:

• Situation: “In the recent project update meeting on Friday…”

• Behavior: “…I noticed that your report wasn’t completed by the deadline, which surprised me since we had discussed the importance of timeliness for this deliverable.”

• Impact: “This meant we couldn’t make data-driven decisions at that meeting, and some decisions had to be postponed.”

2. Encouraging Self-Reflection:

• Open-Ended Question: “Can you walk me through what happened and if there were any obstacles? I’d like to understand so we can address them together.”

3. Offering Specific Actionable Steps:

• “For the next deliverable, how about we set a mid-week check-in? This could give us both a chance to catch any potential blockers early. How does that sound?”

Scenario 2: Providing Positive Feedback with Growth Orientation

Context: A team member successfully led a presentation, but there were a few missed opportunities to engage the audience further.

1. Acknowledging Strengths:

• “Your presentation yesterday was very thorough. I could see you put in a lot of effort to address all the key points, and the visuals were particularly effective.”

2. Identifying a Growth Opportunity:

• “One thing I noticed was that the Q&A section had only a few questions. I wonder if we could work on increasing engagement, maybe by pausing during key points to invite input. You’ve got great ideas, and I think the team would benefit from hearing them interactively.”

3. Encouraging Dialogue:

• “How do you feel about this suggestion? Do you have any ideas on how we can make presentations more interactive?”

Scenario 3: Addressing Interruptions in Meetings

Context: The executive notices that one team member frequently interrupts others during discussions, affecting team dynamics.

1. Describing the Observed Behavior and Impact:

• Situation: “In yesterday’s meeting, I noticed there were a few times when discussions were interrupted…”

• Behavior: “…and a few team members seemed hesitant to complete their thoughts.”

• Impact: “This can make it hard for everyone to share ideas and feel heard, and it could slow down our decision-making.”

2. Suggesting an Actionable Step:

• “It might help if we all work on giving each speaker a chance to finish. Maybe we can use hand-raising or a pause to help us follow that.”

3. Encouraging Reflection and Input:

• “How do you feel about this approach? Is there anything you’d like to add, or any support you’d need to help create a more balanced discussion?”

Practice Tips for the Executive

To help the executive get comfortable, here’s a structured way they can practice these scenarios:

1. Rehearse with Specific Language: Encourage them to try phrasing the feedback out loud or writing it down to ensure it’s respectful, specific, and clear.

2. Role-Playing with You or a Peer: They can practice with a colleague or with you, acting as the team member. They could focus on observing your reactions to adjust their tone or choice of words if needed.

3. Focus on Active Listening: During practice, have them ask open-ended questions and practice pausing to let the “team member” respond fully. Encourage them to rephrase what they hear to show understanding (e.g., “So, what I’m hearing is…”).

4. Get Comfortable with Pauses: Encourage the executive to be comfortable with moments of silence after they ask a question, allowing time for the other person to reflect and respond.

These exercises can build confidence, making feedback conversations feel more natural and effective for both the executive and their team members.

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Anda sedang melatih seorang eksekutif mengenai umpan balik. Bagaimana Anda dapat membantu mereka berkomunikasi secara konstruktif dengan timnya?

Melatih seorang eksekutif dalam memberikan umpan balik yang konstruktif berfokus pada membantu mereka menumbuhkan budaya pertumbuhan dan komunikasi terbuka. Berikut adalah strategi utama yang ingin saya tekankan untuk membantu mereka berkomunikasi secara efektif:

1. Bingkai Umpan Balik sebagai Kemitraan

• Beralihlah dari Kritik ke Kolaborasi: Mendorong para eksekutif untuk membingkai masukan sebagai perjalanan bersama menuju perbaikan, bukan sekedar evaluasi.

• Gunakan Bahasa Inklusif: Menggunakan frasa seperti “mari kita bekerja sama dalam…” atau “bagaimana kita dapat melakukan pendekatan ini secara berbeda?” menciptakan rasa pemecahan masalah tim.

2. Bersikap Spesifik dan Dapat Ditindaklanjuti

• Jelaskan Pengamatan, Bukan Penilaian: Gantikan istilah subjektif seperti “tidak profesional” dengan pengamatan spesifik seperti “dalam rapat, saya melihat adanya interupsi…” untuk membuat masukan menjadi konkret.

• Berikan Langkah Berikutnya yang Jelas: Tawarkan satu atau dua tindakan spesifik yang dapat meningkatkan kinerja, yang juga menunjukkan bahwa Anda telah memikirkan bagaimana anggota tim dapat sukses.

3. Gunakan Model SPD (Situasi, Perilaku, Dampak)

• Situasi: Mulailah dengan menetapkan konteksnya (misalnya, “Selama rapat tim minggu lalu…”).

• Perilaku: Jelaskan perilaku spesifik yang diamati (misalnya, “Saya perhatikan Anda memotong kata-kata rekan kerja di tengah kalimat…”).

• Dampak: Jelaskan dampak dari perilaku tersebut (misalnya, “Hal ini mengganggu alur, dan orang lain mungkin merasa ragu untuk berkontribusi”).

4. Seimbangkan Umpan Balik Konstruktif dan Positif

• Soroti Kekuatan: Akui apa yang dilakukan dengan baik oleh anggota tim sebelum mendiskusikan area perbaikan (area for improvement). Hal ini menunjukkan rasa hormat atas kontribusi mereka dan memperkuat perilaku positif.

• Gunakan Pendekatan Berorientasi Pertumbuhan: Ungkapkan umpan balik dengan cara yang mengakui upaya dan potensi, bukan hanya berfokus pada hasil (misalnya, “Saya menghargai upaya yang Anda lakukan…”).

5. Dorong Dialog, Bukan Monolog

• Ajukan Pertanyaan Terbuka: Gunakan pertanyaan seperti “Dukungan apa yang Anda perlukan untuk mencapai tujuan ini?” atau “Bagaimana perasaan Anda tentang pertemuan tersebut?” Hal ini mengundang anggota tim untuk berbagi perspektif mereka dan mendorong refleksi diri.

• Mendengarkan Secara Aktif: Ingatkan eksekutif bahwa mendengarkan dan memberikan ruang untuk memberikan tanggapan dapat menghasilkan wawasan yang lebih baik dan rasa saling menghormati.

6. Umpan Balik Waktu Secara Strategis

• Segera, Namun Penuh Perhatian: Umpan balik harus diberikan sesegera mungkin setelah kejadian tetapi hindari saat-saat ketika emosi sedang tinggi.

• Check-In Terjadwal: Jika umpan balik merupakan bagian dari ritme yang teratur (misalnya, pertemuan tatap muka mingguan), hal ini akan menormalkan proses dan mengurangi stres, karena anggota tim tahu bahwa mereka memiliki peluang berkelanjutan untuk berkembang.

7. Memimpin dengan Empati dan Tulus

• Ekspresikan Empati: Mendorong eksekutif untuk menunjukkan bahwa mereka memahami pengalaman anggota tim. Misalnya, mengakui bahwa menerima masukan itu tidak mudah dapat membuat percakapan terasa lebih mendukung.

• Bersikap Tulus dan Transparan: Umpan balik harus terasa tulus dan mencerminkan pengamatan autentik eksekutif. Ini membangun kepercayaan dan rasa hormat.

#coaching