Make it timely

• Once you have got your feedback report, ensure that you share that information in a timely manner. The sooner you do it, the more impact and relevance it will have.

Prepare

• Plan the meeting – what is the best forum to share the results for your team? Face to face is always best. If you manage a remote team, use the best communication method you’ve got.
• Make sure you know your story.
• Ensure you can tell it simply.
• Let your team know this information is coming so they can come with an open mind to discuss and debate.

Set the context

• Be clear on why your organisation has asked for feedback this way and explain the aim of the programme. Remind your team of the context; such as what was going on at the time the feedback was asked for.

Give thanks

• Explain that we can only make this a better place to work with your feedback. Remind people that this is anonymous. Thank them for their openness and honesty. Reinforce the importance of giving feedback – this programme is just one way to get it. Encourage people to use all avenues such as 121s, appraisals, daily feedback, team meetings etc.

Be honest

• Tell people the truth and use the facts and examples. Focus on what the results are telling you, and take your personal perspective out. You can discuss the reality of the situation in the meeting. This programme is to help make your place of work a thriving culture. Explain your results simply and clearly – ask for help from your programme manager / HR lead if you need.

Keep it conversational

• This is another opportunity to build trust and openness. Ask people to contribute their perspective in the meeting. Check whether the results are consistent with what people think and feel. It is a good opportunity to sense check and create ongoing dialogue which builds trust.

Focus

• Be wary of spending too much time comparing results to other areas of your organisation. This is an opportunity to focus on how your team feel and making the environment better for them.

Action Plan

• Ensure your action plan aligns with the work taking place to address feedback for the business as a whole. Make sure actions are realistic and avoid a long list of tasks. Create a specific action plan with your team that build on strengths and address areas of concern. You can use the template provided. Attribute jobs / timings / commitments to individuals or groups.

Follow Up

• Book in time to follow-up on actions. You’ll need to decide whether that is weekly / monthly / quarterly. Everyone should be kept up to date on progress and feel the importance of contributing to improving the culture.

Share

• Share your experience with other managers / your programme lead and help improve the impact feedback has on your culture and to improve this programme.