Describe the deficiency briefly in specific terms.
Feedback is more effective if it involves specific behavior or specific examples of performance
deficiencies. Vague, general criticism (“Your work is sloppy”) may not communicate what
the person is doing wrong and is easier for the person to deny. Provide specific examples of what
was done, where it occurred, and when it occurred. For example, instead of saying a person is
rude, point out that he interrupted you twice this week with trivial questions when you were talking
to other people (describe when the incident happened and give examples). When criticizing
performance, cite specific examples of unsatisfactory performance. For example, point out that
two customers complained about slow service by the person’s department. Avoid exaggeration
such as “You are always late.” Keep the description of ineffective behavior brief. The longer the person
has to listen to criticism, even when constructive, the more defensive the person is likely to get.