Feedback Process

Introduction

For an organisation, giving and receiving feedback is a crucial function. Ensuring good formal and informal feedback processes can be the most important thing for an organisation as a whole stay responsive to the needs of beneficiaries and stakeholders.

Why

"; This toolkit is useful when:

• You are leading a group of employees or volunteers
• You support leaders to be able to collect, absorb and respond to feedback
• Anyone else who wants to learn from the people around him or her

What you can expect

In 5 steps, we will guide you through a solid step by step feedback process!

Step 1: Understanding feedback systems in your organisation

• Take time to map out the current methods of giving and receiving feedback in your organisation
• Who gives you feedback now? Is it a formal or informal system?
• What are the activities, work areas and skills you need to receive feedback on? Some of these things will be operational, but others will be more personal; your skill sets
• On what timeline do you want to receive feedback in these areas?
• Make a list of things you feel there is a feedback deficit, a list of places you want to ensure to gather feedback.

Feedback systems are very important for a well functioning NGO. Feedback makes employees feel valued. Watch this short video on the importance of feedback for emand tips to give constructive feedback for managers:

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Step 2: Self-Assessment (part 1)

• Start with a self-assessment.
• Self-assessment can be as formal or informal as you wish to make it
• Make sure to take time away from a normal work day to reflect and do your personal assessment.
• Ways to do a personal assessment:
  - Work with a coach to talk through areas you want to work on
  - Doing your reflection with colleagues for a 360 review
  - Formal assessments that can be found online or in books include: Myer-Briggs, or Birkman Attitude assessment
• Make sure you are open to really hear and understand the feedback you receive. People take time and effort to give you information to improve yourself: that is why 'feedback is a gift'. 
• Watch this great storyteller to help you understand the value of truly listening to the feedback you get:

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Step 3: Self-Assessment (part 2)

Questions you can ask yourself in a personal assessment:

• What am I happiest doing?
• What are my core strengths?
• What kind of person do I want to be?
• What do I want to learn to do better?
• What are the issues I see in my organisation?
• What has my team or have my colleagues been telling me I need to work on?

For some more inspiration, watch this video:

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Step 4: Formal systems for feedback

• Formal systems for feedback can be direct (through a 360 review) or indirect (through overall organisational performance).
• Feedback that is reflective and helps an organisation grow, can be done through regular 360 reviews.
• Formal feedback mechanisms for the team include appraisals, performance reviews and exit interviews.

Step 5: Informal systems for feedback

• Informal feedback is everywhere to be found: through conversations, team meetings, and other personal interactions with your team.
• It is important to foster an organisational culture appreciates feedback in every level of the organisation. This will allow you to be responsive to the needs of your colleagues, team and market place.
• Make sure to keep track of this feedback and work it into your own action plan.

Step 6: Giving Feedback

• Giving and receiving feedback can be difficult, but essential for you, your colleagues, team and organisation.
• Be sure to come prepared to give feedback, make your points clear and illustrate them with examples.
• Feedback is best when timely and concrete.
• For some more tips on how to give feedback, watch this video:

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Key To Success

• Creating an open environment for giving feedback.
• Using active listening: making sure to listen and understand while feedback is being given.
• Trust: people need to be able to trust that their feedback is not going to negatively affect their position and be kept confidential if requested. 

Challenges

• Receiving negative feedback in a positive way can be extremely difficult.
• Feedback process can have an element of subjectivity.