Give Feedback That Actually Lands
The Insight:
Unstructured, reactive feedback often misses the mark or triggers defensiveness. Many managers avoid giving feedback because they don't know how to structure it well, letting small issues compound.
The key is preparation and intentional structure. The HESTA model helps you deliver feedback that's specific, respectful, and actionable without extensive expertise.
The Tool: HESTA Framework
4 steps to try now
01.
Headline the Issue
Headline
Start with a light but direct statement of what the conversation is about. This reduces anxiety - people imagine worse scenarios when they don't know the topic.
Say: "I'd like to talk about some issues I've noticed around attention to detail in reports" rather than "Can we talk?"
Keep the headline neutral and factual, not judgmental. This gives them a moment to mentally prepare rather than being blindsided.
02.
Share Specific Examples You've Observed
Evidence
Ground feedback in concrete instances you've personally seen. Specificity builds credibility and prevents defensiveness.
Say: "In last week's report, the Q3 figures were transposed and the client name was misspelled - which had knock-on effects."
Use recent examples (within the last month) and describe observed behaviors, not inferred motivations.
03.
Explain the Significance and Impact
Significance
Make the consequences clear - on you, the team, clients, or business outcomes. This helps people understand why it matters.
Say: "Because I had to recheck all the figures, I missed my deadline for the leadership report."
Connect behaviour to impact without catastrophising. This moves feedback from subjective preference to objective outcomes.
04.
Collaborate on Tactics and Agreement
Schedule
Shift from problem identification to solution building together. Ask: "What could you put in place to catch these errors?"
Let them suggest approaches first - this builds ownership and reveals root causes. Then agree on specific next steps.
Be clear about expectations and express confidence in their ability to improve.
Why it works
This structure turns feedback into joint problem-solving rather than criticism. It reduces defensiveness by being specific and collaborative, makes expectations crystal clear, and helps people take ownership of their growth rather than feeling attacked.
Use it when
You need to address a behavior or quality issue, you've been avoiding giving feedback because you're unsure how to say it well, or previous attempts at feedback haven't created the change you needed.
Bonus tip
Write out the HESTA headings in advance with bullet points under each. Even basic preparation makes you feel calmer and more confident, and ensures you don't forget critical points when emotions run high during the conversation.
