How to Promote Growth and Improvement in Others through Targeted Feedback

I. Topic Description
Targeted feedback is a communication method aimed at facilitating the recipient's progress. It helps clarify improvement directions by objectively describing behaviors, analyzing impacts, and providing suggestions. Unlike mere criticism, targeted feedback requires balancing factual accuracy with empathetic expression. It is commonly used in workplace coaching, team management, and instructional guidance. For example: when a colleague's presentation lacks logical flow, how can you provide feedback that points out the issues without discouraging them?

II. Detailed Steps

1. Prepare Mentally Before Giving Feedback

   • Clarify the purpose: Ensure the feedback is intended to help the other person improve, not to vent emotions. Ask yourself: "What positive change do I hope to achieve through this conversation?"
   • Choose an appropriate time: Avoid moments when the other person is feeling down or in public settings. Allocate sufficient time for discussion, e.g., schedule a 15-minute private meeting rather than mentioning it hastily in the hallway.
   • Anticipate the other person's state: Consider possible reactions (e.g., defensiveness, confusion) and prepare response strategies.

2. Structure Feedback Content (Using the SBIR Model)

   • Situation: Specify the context of the feedback.
     Example: "During the client proposal discussion just now..."
   • Behavior: Objectively describe the specific behavior observed, avoiding judgmental language.
     Poor example: "Your presentation was disorganized" → Better example: "You spent 20 minutes on the background, but only 3 minutes on the cost section, which the client was most concerned about."
   • Impact: Analyze the actual impact of the behavior, considering work outcomes, team collaboration, etc.
     Example: "This might prevent the client from quickly grasping the core advantages, potentially prolonging the decision-making process."
   • Recommendation: Propose actionable improvement suggestions, prioritizing the other person's involvement in the discussion.
     Example: "Next time, could we try listing the client's top three concerns first and allocate about 5 minutes to each?"

3. Use Communication Skills to Deliver Feedback

   • Apply the "Sandwich Method" to balance wording: Start by acknowledging the other person's motivation/strengths, then present areas for improvement, and conclude with expressions of trust.
     Example: "The materials you prepared were very detailed (praise). If the data at the end could be visualized, it would be even clearer (suggestion). I believe the next presentation will be more impactful (encouragement)."
   • Maintain neutral language: Use "I observed" instead of "you always" to reduce defensiveness. For example, instead of saying "You're always late," say "This week, I noticed you were 5 minutes late to three morning meetings."
   • Invite the other person to respond: Use questions to promote two-way communication, such as "What are your thoughts on this issue?" or "Do you need more support from me?"

4. Follow-Up and Reinforce Effectiveness

   • Set checkpoints: After agreeing on improvement measures, schedule a specific time to review progress. For example: "Shall we briefly check in on the revisions at the same time next week?"
   • Acknowledge progress promptly: When the other person demonstrates improvement, provide specific praise immediately to reinforce positive behavior.
   • Reflect on feedback effectiveness: Self-assess whether the feedback achieved its goals and adjust future communication strategies accordingly.

III. Key Points Summary

• The core of targeted feedback is "focus on the issue, not the person," always concentrating on changeable behaviors rather than personal traits.
• Effective feedback = 30% content + 70% delivery method. Adjust communication style based on the recipient's personality (e.g., more concise for direct individuals, more empathetic for sensitive individuals).
• Avoid common pitfalls: bringing up past unrelated mistakes, vague accusations (e.g., "your attitude is problematic"), overemphasizing problems while neglecting resource support.

By following these steps, feedback will no longer be a source of tension but a professional tool for fostering growth.