Dietetics:Communication

DISCLAIMER: This resource was developed by students as part of a needs assessment and research process within a pre-internship professional practice course. The information here is not guaranteed to be applicable to all settings. Anyone wishing to cite references on this topic should consult formal sources.

Communicating with your preceptor

Open Communication

"Be honest, trustworthy and transparent when communicating with your preceptor." - Intern

Open communication with preceptors and coordinators will make it easier for you to meet your expectations and overcome challenges throughout internship, while also allowing a trusting relationship to develop. Open communication requires transparency on both sides, by sharing concerns and ensuring that expectations are clearly set and understood by both sides.

Poor communication → unclear expectations and/or perceptions, disconnected preceptor/intern working relationships, and missed learning opportunities

Open communication → defined expectations, clear set boundaries, a basis for feedback, and effective preceptor/intern working relationships

"Placement expectations can cause stress. There are times when interns are unsure what they are expected to achieve during their placement or module (i.e. near the end of NC II, before NC III). If the preceptor and intern don’t have open communication about these issues and aren't familiar with the module forms or reach out to their coordinator when needed, this can impact the interns’ success and sense of accomplishment during that placement." - Intern

If there is anything specific you’re interested in seeing or doing, don’t be afraid to ask and do so early on (e.g. observing a surgery, visiting a community organization, etc.)

Also, it is important to communicate with preceptors about your needs and learning style and learn to go with the flow and adjust to different teaching styles and learning environments. Checking in regularly with preceptors is important to understand whether your performance meets the expectations. At the end of the internship, showing appreciation for preceptors’ time and efforts is a good way to build long term relationship (Danielle Billey, Registered Dietitian).

A Guide to Successful Communication

Content Courtesy of:

• Tiffany Yeung, RD, Sodexo, personal communication, May 2016
• Danielle Sanders, Dietetic Intern, personal communication, May 2016
• Roberta Wozniak, Dietetic Intern, personal communication, May 2016
• Connie Zhou, Dietetic Intern, personal communication, May 2016

Conflict Management & Mitigation

Within any setting working with others, conflict or disagreement will surely occur at one point or another. It is key to be courteous to your fellow colleagues, and work constructively to deal with any road block that you may encounter.

A Conflict Management Technique: Learning Conversations: Learning Conversations

Team Collaboration

In the current health care system, delivery of effective treatment depends on professionals working together towards improving the patient’s health. Inherent differences between professions such as knowledge, experience, values, and perspectives can lead to disagreement, but it is important to show respect even when disagreeing.

When you are in disagreement with a colleague, go through these actions to try and come to a solution:

1. Understand – ask why your colleague thinks their way is better, or why they think your way would not be ideal
2. Explain – provide details about your preferred choice, using evidence to back your argument and validate your suggestion
3. Seek help – If you need advice, find another professional not directly involved in the patient care team to ask for objective input
4. Reach an agreement – after promoting understanding of either side, offer a conclusion that is hopefully acceptable to both you and your colleague

"Be self reflective. Be brutally honest with yourself about what you bring to a situation and take responsibility for that. How did you react? what was your tone of voice? How did you come across to the other person?" - Danielle Sanders, Dietetic Intern

Build Lasting Connections

Another important aspect is building upon connections made with people you have met during internship. Demonstrate your aptitude in the field, or do small things like the ones listed below as steps to showing your sincerity and appreciation for the opportunities you've had:

- Show a strong desire to learn new things
- Develop a strong understanding of the work environment, or "culture" of the workplace
- Write a "thank you" card to preceptors or colleagues for their help (at the end of a learning module, for example), or send a brief "it was nice to meet you" e-mail after making a new connection at a networking event or conference
- Learn more about your colleagues in their personal lives
- Actively participate in events, potlucks, conferences, etc.
- Be positive!

Receiving Feedback

POWTOON -"Receiving Feedback" - Take a look at this short animation to get a better idea of how to effectively receive feedback

Feedback is part of the learning process, and when used constructively, can be extremely valuable and vital to success. Take advantage of any opportunity to receive it! As you are still learning during internship, you should receive feedback frequently.

Feedback can take many different forms. It can be:

• formal or informal
• immediate or scheduled
• specific or general
• reinforcing (“you did ___ well”) or constructive (“you could do ____ this better”), or a combination of both

Ideally feedback is best when immediate, relevant, and provided at regular intervals. Asking for feedback as soon as possible after an event or activity will lead to more clarity and relevance. Both you and your preceptor will have a clear idea of the event the details won't be lost like they might be if discussed further away from the event. (Source)

As you become more familiar with the process of receiving feedback throughout internship, you will learn more about how you prefer to receive it. Remember: Consistency is key! Below are some tips and tricks for how to effectively receive feedback.

How to Effectively Receive Feedback

Receiving feedback isn't always a comfortable situation. The most important thing to remember is that the purpose of feedback is to help you improve and move forward. It is your choice whether you use any piece of feedback that is given to you.

What	When	Who	Details
1. Set Expectations for Feedback	Beginning of a rotation	Preceptor You	see Setting Expectations chart
2. Receive Feedback	Throughout rotation	You	be an active listener (demonstrates appreciation for feedback) have open body language filter criticism that may not be constructive or relevant to your growth as an intern
3. Clarify Feedback	Before leaving the feedback session	Preceptor You	paraphrase or summarize what was said to you (active listening) ask for specific examples/actions for improvement when necessary ask for clarification using open ended questions try to gain understanding of your preceptor's perception when given feedback you don’t agree with: Use open ended questions to clarify rather than defending or justifying your actions
4. Reflect on Feedback	Throughout rotation	You	Take the time to consider the situation from another person's perspective (especially if you do not agree with feedback that has been given to you) Assess your own performance; be honest Consider and reflect on other sources of feedback (past preceptors, coordinators, fellow interns) Look for "trends" or things that have come up in past feedback sessions or with different preceptors to help identify key areas for improvement Keep a record of what you are doing well and what you need to improve on Consider how the feedback you receive relates to your goals and learning outcomes or competencies Questions to Promote Reflection: What worked well? What could work better? How can I improve for next time? What do I need to make the improvement happen? How will I know I have made the improvement? How long will it take to accomplish? How will I remember for next time?
5. Utilize Feedback	Throughout rotation	You	Consider rewriting or developing new goals based on feedback Use suggestions and resources from preceptors to fill your knowledge gaps, meet your goals, and improve your performance Don't be afraid to try out something different to find what works best for you

“Seek out feedback daily or weekly, whichever you decided upon. Ask about things you’re doing well and things you need to improve on” - Dietetic Intern

VIDEO CLIP - "Receiving Feedback" Review this short clip of Jenny receiving feedback from her preceptor. While watching take note of what she did well and what she could have improved on.

Additional Resources

• This module is meant for preceptors, but clearly explains the different aspects of feedback and can be a useful resource for students.
• Receiving and giving feedback effectively.