1 Choose the right tool

When giving feedback, the first step is to choose the right online tool. Depending on the type and purpose of your feedback, you may use email, chat, video call, document sharing, or feedback software. Consider the urgency and importance of your feedback when deciding which tool to use: for immediate and critical feedback, a synchronous tool such as a video call or chat may be necessary; for less urgent feedback, an asynchronous tool such as email or document sharing might suffice. Additionally, consider the tone and clarity of your feedback: voice or video can convey emotions and nuances better than text; text, images, or annotations can help you highlight specific points and examples. Finally, respect and engage your feedback recipient by asking them what tool they prefer and when they are available. A tool that allows you to schedule your feedback delivery or request a response can also be helpful.

2 Prepare your feedback

The second step is to prepare your feedback before you use the online tool in order to save time and avoid mistakes. When preparing your feedback, review the work or performance that you are evaluating and make sure you understand the goals, expectations, and criteria. Identify both the strengths and areas for improvement, providing specific examples and evidence to support your feedback. Additionally, use a feedback model to structure your feedback logically and coherently. There are many models to choose from, such as the STAR model, the Sandwich model, or the COIN model. When delivering your feedback, use clear and respectful language that avoids jargon, ambiguity, or criticism. Focus on the work or performance rather than the person; for instance, instead of saying "You did a bad job", say "Your work did not meet the quality standards".

3 Deliver your feedback

Delivering your feedback using an online tool is the most important and challenging step, as you need to communicate your feedback effectively and respectfully. To ensure a successful feedback delivery, you should check the timing and setting of your feedback delivery. Make sure that you and your feedback recipient are in a suitable time and place, free of distractions and stress. Additionally, ensure that you have a stable internet connection, clear sound, and a professional background. When starting your feedback session, begin with a positive and friendly introduction that acknowledges their efforts and achievements. Then follow your chosen feedback model and use the prepared feedback that you have prepared. Be concise, specific, avoid repeating or contradicting yourself, while taking advantage of the features of the online tool. Finally, end with a positive conclusion that summarizes your main points, expresses your appreciation and confidence, and invites them to respond or take action.

4 Follow up on your feedback

The fourth step in the feedback process is to follow up after delivery. This will help ensure that your feedback was received and understood, as well as that the recipient is taking action or making progress. To do this, you should confirm the receipt and understanding of your feedback by asking for a reply or clarification. Additionally, you should monitor the action and progress of the recipient by setting deadlines, requesting updates, or reviewing their work or performance. Finally, if needed, provide additional or ongoing feedback using the same or a different online tool depending on the situation and type of feedback.

5 Evaluate your feedback

Evaluating your feedback after you have followed up on it using an online tool is the fifth step to giving effective feedback. This will help you assess the effectiveness and impact of your feedback, and identify areas for improvement. To evaluate your feedback, ask for feedback on your feedback from a third party, such as a peer or mentor. Reflect on your feedback process and outcome by asking yourself questions about what went well and what could be improved. Finally, learn from your feedback experience and apply the lessons and best practices you have learned to improve your feedback skills. By following these five steps, you can use online tools to give constructive feedback that helps your colleagues, clients, or partners improve their work or performance, and that strengthens your relationship and collaboration with them.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?