In my practice, I use several approaches to reduce employees' defensive reactions. Building trust is key to making them feel comfortable. I recommend starting with the "sandwich" method: highlight strengths first, then discuss areas for improvement, and end on a positive note. Letting the employee share their perspective is crucial—active listening helps ease tension. Finally, I always align on the next steps so they know how to move forward. This approach makes feedback more productive and motivating.

When dealing with a defensive employee, approach feedback with empathy and tact. Start by establishing trust — acknowledge their strengths before addressing areas of improvement. Use "I" statements instead of "you" to avoid sounding accusatory (e.g., “I noticed…” rather than “You always…”). Focus on facts and specific behaviors rather than personal traits. Ask for their perspective to make it a two-way conversation. Keep your tone neutral and frame feedback as a growth opportunity, not criticism. Offer solutions and support instead of just pointing out problems. Lastly, follow up with encouragement to reinforce progress. A defensive employee is often protecting their self-esteem — make them feel valued while guiding them toward improvement.

Approach a defensive employee with empathy and clarity. Start with positive reinforcement, then frame feedback as a collaborative improvement opportunity. Use specific, objective examples and focus on solutions rather than blame. Ask for their perspective to encourage openness, and ensure a two-way dialogue. Keep a calm, respectful tone and highlight how the feedback benefits their growth.

Approach the conversation with empathy and a growth mindset. Begin by highlighting their strengths and contributions before addressing areas for improvement. Use objective, fact-based observations rather than personal judgments. Frame feedback as an opportunity for development rather than criticism. Ask for their perspective and actively listen to their concerns. Use "I" statements to express your observations instead of "you" statements that may feel accusatory. Offer clear, actionable steps for improvement and reinforce your support in their success. Follow up to ensure they feel valued and understood.

To ensure feedback is well-received by a defensive employee, create a safe space by using a calm and non-judgmental tone. Focus on specific behaviors, not personality, and frame feedback as an opportunity for growth. Use "I" statements to express observations, and encourage dialogue by asking for their perspective. Show empathy, acknowledge their strengths, and reinforce trust. Follow up with support.