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Author: Rachele de Felice

Shared documents and constructive collaboration

Updated Thursday, 22 May 2025

Giving feedback on shared documents can be tricky, especially when you’re trying to balance clarity with kindness. In this article, we explore how to collaborate constructively, choose the right tone, and avoid the common pitfalls of remote teamwork.

Does this sound familiar? You’re working on a shared document with colleagues, exchanging feedback and suggestions as the content takes shape. The end goal is clear: produce a high-quality document within the given time frame. But unless everyone is on the same page about what needs to be done, there’s a real risk of wasted time when edits are incomplete, misdirected, or just not quite what was intended.

But people can be very protective of their work and sensitive to criticism, so you probably also have your own priorities in mind – how to point out errors or suggest improvements in a way that doesn’t undermine their self-image and preserves your relationship. 

Remote and hybrid working complicate things

Hybrid and remote working have aggravated what was already a delicate balance. When we see colleagues regularly in person, we have a better sense of their personalities, how well they react to criticism, and how defensive they are of their work and ideas. We can then calibrate better the tone to use with them in making suggestions. When this interpersonal element is diluted through online collaboration, it can take longer to work out how best to interact with each other. 

Try it yourself: Clarity or Indirectness?

Below are six real-life examples of feedback drawn from collaborative documents in a large UK-based workplace. All the writers are of similar seniority, working in the same team.

For each one, decide whether it prioritises clarity (direct, specific, action-focused) or indirectness (tentative, relationship-focused). As you read, ask yourself:

  • Would I be annoyed if I received feedback this direct?

  • Would I be frustrated if I got unclear feedback and didn’t know what to do next?

Activity


The examples in this activity show some of the many ways colleagues make suggestions to improve shared documents. Often they opt for clarity and brevity, using forms that leave no doubt about what to do such as direct orders, or giving very precise instructions about what to change. Other times, they are more circumspect – this could be because they are choosing to prioritise their relationship with the other person, or perhaps because they are genuinely unsure that their suggestion is the best course of action. You can see this in the use of questions, and of hedges – words indicating possibility rather than certainty – like maybe, I assume, would it be worth. Note that, in all cases, the tone is respectful and professional: there is no criticism of a person’s skills or ideas, only constructive suggestions tightly focused on the document itself!  

Key takeaways: how to collaborate constructively

When you're giving feedback on a shared document, you’re doing more than just editing. You’re managing a professional relationship. Here's a quick guide to the two main approaches:

Feedback that prioritises clarity:

  • Uses direct statements or commands (e.g., “Add an example,” “Reword this sentence”)

  • Avoids hedging language

  • Gives specific suggestions or examples

  • Clearly explains why the change is necessary

Feedback that prioritises indirectness (relationship-focused):

  • Often framed as a question (e.g., “Would it be worth…?” or “Have you thought about…?”)

  • Uses hedges (e.g., maybe, possibly, I think)

  • Suggests edits as optional

  • Leaves more room for interpretation

Putting it into practice

Next time you give feedback on a document, think about the context:

  • Is speed and accuracy the priority? Then clarity may be more useful.

  • Are you building trust or managing a sensitive relationship? Then a more indirect approach might be better.

Working on shared documents isn’t easy, and the fallout from something going wrong can be long-lasting. Using the right language can help you find the right balance between clarity and relationships, so it goes right instead.   

Short courses on communication and languages

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You may also like to explore our range of Short Courses on Languages at The Open University

 

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