The setting in which you provide your feedback is as important as what you say and how you say it. Your employee's success in improving his or her performance - not to mention your continued working relationship with one another - can be greatly influenced by the framework within which your feedback is given.
Provide feedback in a disruption-free environment in which there is no risk of being overheard. Make it clear that the purpose of the feedback session is to assist your employee in achieving success (not to punish or embarrass him or her), and that you are addressing a specific behavior (not the manner in which your employee performs all of his or her duties).
Allow your employee the opportunity to explain why performance has been below expectations; perhaps he or she lacks the skills or motivation to perform the job properly, or there are other factors - beyond his or her control - preventing successful goal attainment. As a supervisor or manager, it may be within your power to address some of these issues. Otherwise, it may be necessary to re-evaluate and modify your employee's existing set of goals accordingly.
Offer your help and support. Identify additional resources, such as training, books, or experienced co-workers, from which your employee can also learn.
While it is very easy to tell an employee what he or she is doing wrong, don't forget to tell him or her what he is doing right! Even star performers need to be told they are doing a good job.
Followed-Up with an Action Plan
Together with your employee, formulate a strategy for improving his or her performance. This may include skill-building activities, practicing in a dummy environment (in which errors are not as detrimental), and/or using an entirely different method of performing his or her duties. Agree upon deadlines and measures, and schedule a follow-up meeting to review progress.
Final Thought
While it may seem like an added responsibility to your already "full plate," you are actually making your job easier by providing feedback to your staff on a consistent basis: Your employees will always know what is expected of them, they will appreciate your interest in their success, and your work group will have a greater likelihood of meeting and exceeding its business goals.
