Reviewing a document and providing feedback is part and parcel of a medical writer’s job. It is often challenging to understand the author’s intent. Reviewing and giving feedback is an important part of working with others. It helps you clarify your thoughts, improve your work, and assist others in doing the same. We all want to be helpful when we read another person’s work, but often we aren’t sure how to do that without hurting someone’s feelings or coming off as condescending.
That’s why many people find it difficult to give helpful feedback and provide constructive criticism. Giving feedback may feel unnatural at first, so practice makes perfect. Here are some tips for providing helpful feedback to others as they share their documents with you.
In This Article – Reviewing A Document
- Be Clear About Your Intentions
- Understand the Context
- Ask Questions
- Point Out What Was Done Well
- Suggest Changes You Believe Will Help
- Summarize Your Thoughts
- Conclusion
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Be Clear About Your Intentions
When you’re thinking about giving feedback, it’s important to be clear about your intentions. Are you trying to be helpful or is your intention to be critical? Be aware of the difference between the two. If you approach the situation with the goal of being critical, it will show in your feedback.
When you’re critical, you’re more likely to be judgmental, and your feedback may come across as though you are criticizing the author. If you’re critical, it may make the author feel like their work isn’t good enough and their self-esteem might suffer as a result. If on the other hand, you approach the situation with the goal of being helpful, you are more likely to be constructive with your feedback. When you’re constructive, you’re more likely to approach the situation as though you are “teaching” the author how to improve their work.
Understand the Context
When you’re reviewing a document, it’s important to understand the context of the document. This includes the purpose of the document, as well as the audience(s) for whom it is written.
You’ll want to ask yourself questions like: What is the purpose of this document? Who is the document written for? Did the author mention anything that might provide insight into their thinking? How you respond to the document will vary based on the answers to these questions. For example, if the document is a cover letter, you might want to focus on the introduction and conclusion more than the body.
Ask Questions When Reviewing a Document
If you aren’t sure what was intended, it can be helpful to ask questions. When reviewing a document, ask yourself: What do I think the author was trying to convey? What was the author’s purpose for writing this? What are some ways I think the author could have improved this?
These questions provide insight into your thinking and can help you identify areas worth mentioning when you provide feedback. Asking questions is a great way to identify your thoughts and provide feedback that is helpful. It allows you to put yourself in the author’s shoes and see the document from their perspective. When you ask questions, you also show the author that you are interested in their thoughts, and you are genuinely trying to improve their work. This can be helpful for building trust between the two of you.
Point Out What Was Done Well
When you provide feedback, it’s important to note what was done well. If nothing stands out as being done well, your feedback may come across as though you are criticizing everything. This can make the author feel like their work is inadequate and they’ll end up feeling defeated as a result. Instead, be sure to note what you think was done well. This will help the author feel reassured and provide insight into what you think could be improved.
If you aren’t sure what the author did well, ask yourself the following questions: What do I like about the document? What does the document do well? What stands out as being done well? Letting the author know what you like about their work can help them feel positive about the experience and boost their self-esteem. It can also demonstrate that you are genuine in your desire to help and that you appreciate the effort put into the document.
Suggest Changes You Believe Will Help
After noting what you think was done well, suggest changes you believe will help. When you suggest changes, it’s important to do so constructively. Your goal is to improve the document, not to tear it down. You want to be sure your suggestions are based on what’s in the document and why you think they will improve the document.
If you aren’t sure how to approach suggestions, you can follow the “sandwich” technique. This involves first noting what you think should be changed, followed by why you think it should be changed, and then concluding with what you think the benefits are of making that change. Following this format will make it easier for the author to digest your feedback and it can help put the author at ease.
Summarize Your Thoughts When Reviewing a Document
After you’ve noted what you think was done well and suggested changes you believe will help, summarize your thoughts. This will help the author understand your feedback, and it can also help you clarify your thoughts.
When you’re reviewing a document, the author likely wants your feedback. However, they may not know how to approach you with your feedback. Be sure to let them know how you would prefer to receive feedback.
Conclusion
Reviewing a document and giving feedback is a two-way conversation, and it can be an uncomfortable experience for both parties. It can also be challenging to know when and how to provide feedback, especially when you aren’t sure what feedback is wanted. It’s important to remember that providing feedback isn’t about finding mistakes or criticizing the author. It’s about being constructive and helping the author improve their work.
The author is more likely to respond positively to your feedback if you approach it as though you are “teaching” them something. If you’re genuine with your feedback, it can be a positive experience for everyone involved.
