In any workplace, giving negative feedback is something we all have to face eventually. It can be especially tricky when the colleague in question is on the same level—or even higher—in the company hierarchy. So how do you share your concerns constructively, without ruining the relationship or creating tension?

Here are practical strategies to help you speak up effectively and drive positive change.

1. Separate the Personal From the Professional

The golden rule: criticize the process or result, not the person.
Focus on work outcomes rather than personal traits.

✅ Instead of saying: “Victor always forgets to send files to the managers,”
try: “Maybe we could set up a shared Figma dashboard, so managers can access the files as soon as they’re ready?”

2. Frame It Around Shared Goals

Discuss your concerns in the context of team or company-wide objectives. This shifts the focus from personal mistakes to opportunities for process improvement.

Examples:

  • “I think we might have different understandings of the project’s priorities. Let’s align on what the ideal result would look like from the client’s point of view.”
  • “How can we sync up more effectively to avoid misalignment and make our process more transparent?”

3. Shift the Focus to Objective Issues

As communication expert Maksim Ilyakhov suggests, shift the spotlight from personal blame to specific, objective problems. Here’s how:

  • Back your points with data and examples of when a certain approach caused issues.
  • Collect client or team feedback to support your case.
  • Avoid accusations—suggest experiments instead:
    “Let’s test my method for two weeks and compare the results?”

4. Adapt to Your Colleague’s Personality Type

Different people react to feedback in different ways. Understanding someone’s mindset can help you tailor your message:

  • Rule-Oriented: Value standards and procedures—highlight how changes will improve quality and compliance.
  • Results-Driven: Focus on outcomes—explain how your suggestions will boost efficiency or metrics.
  • Emotionally Sensitive: Emphasize team harmony and how the issue affects overall morale.
  • Ego-Focused: Avoid language that suggests blame. Use neutral, team-focused phrasing and offer collaborative solutions.

5. Back Up Suggestions With Metrics

To ensure your feedback leads to action, offer clear and measurable outcomes.

Examples:

  • “Let’s try this method for a month and compare task completion times before and after.”
  • “We could track KPIs to see how the new process impacts productivity.”

6. End on a Positive, Actionable Note

Wrap up the conversation by summarizing the discussion and suggesting next steps.

Example:
“I really appreciate us having this talk. Let’s see how the changes work out and check in again in two weeks to evaluate the results.”

✅ Final Thoughts

Effective feedback is a skill—one that takes tact, clear reasoning, and emotional intelligence. When feedback is backed by facts, framed positively, and paired with solutions, it’s far more likely to be accepted—and can lead to meaningful improvements.

Use these methods to strengthen your communication and build a more collaborative team environment.