15 Truly impactful feedback methods for your team

July 7, 2024

Feedback is one of the most frustrating elements of being a leader. An effective leader incorporates feedback into their management style. This not only improves performance but enhances employee satisfaction.

The research is clear: employees want feedback. When managers provide valuable feedback, they create a culture where everyone does their best. Plus, it shows staff that their contributions make a real difference, which is key to feeling appreciated.

96% of employees say that getting regular feedback is good, while 41% of people have left a job because they felt they weren’t listened to. Furthermore, 83% of employees say they appreciate getting feedback, whether positive or negative. That’s because generally, people want to do their best. Shaping a culture where everyone works hard and offers unique contributions will make your entire staff more productive, happier, and especially loyal.

10 Effective feedback techniques

1. Sandwich Feedback

This is one of the most common and most impactful forms of feedback. Chances are, you’ve received input at some point in your own life using this method. In these instances, you would sandwich a negative piece of feedback between two positive terms. You start with some form of praise, then focus on areas for improvement, and end with more positive feedback. This is particularly effective for people who have some really strong areas, along with things that need to be improved.

For example: “I want to commend you for the great work you did on the Smith project. Your attention to detail was outstanding there. The only thing that we might want to improve is the timeliness of your deliverables. It seems we missed a few deadlines along the way, so I just wanted to remind you of the importance of meeting those milestones on time. That being said, I’m confident you will improve in that area and overcome any obstacles you might be facing here, because you have a tremendous work ethic. We’ve always been able to count on your skills and dedication.”

2. DESC (Describe, Express, Specify, Consequences)

With this method, the goal is to deliver feedback in the most balanced way. The focus is on providing feedback that is clear and concise, while being constructive. With this tactic, you break down feedback into distinct and understandable parts. That will make it easier for employees to grasp and then act upon. Start by describing the behavior, expressing your feelings about it, laying out clear expectations, and then sharing possible consequences.

For instance, “I’ve noticed you tend to run late to our team meetings. That behavior makes me feel as though you don’t prioritize our time together and it disrupts the flow of our discussions. I’d like to see you arrive on time for our future scheduled meetings. Once we address this issue, we’ll have more productive and efficient meetings and be able to have them less often.”

3. EDGE (Explain, Describe, Give, End Positively)

Ensure feedback flows smoothly with this method. This strategy can serve as a roadmap for your feedback discussions, making sure you have all of the important points covered. As the acronym states, start by explaining the area for improvement, including describing what you noticed. Then give specific feedback and be sure to end on a positive note.

Here’s an example: “I wanted to chat about our recent sales pitch with the client, because having stellar presentations is really important to our future success. I noticed that during the pitch you spoke very quickly and didn’t seem eager to engage with the client in meaningful conversation. To enhance pitches going forward, I suggest slowing down your speech, asking open-ended questions, and then actively listening to the client’s needs. I know those small adjustments will make you an even better communicator and help us to close even more deals.”

4. 360-Degree Feedback

In this comprehensive approach, you’ll gather input from multiple sources, including peers, direct reports, supervisors, and the individual themselves. You’re essentially collecting feedback from everyone around the person to get some different perspectives and views. This is particularly effective for people in middle management who have their own direct reports but also report to you (or someone else). It’s also really helpful for people who work in cross-functional teams, so that you can get a better feel for the way that they are perceived and the way that they interact with others in the company.

Start by collecting feedback and gathering insights from the person’s colleagues, subordinates, boss, and then the person themselves. Once you have all of this information available, spend some time compiling what you found out and analyze it. Look for patterns in strengths as well as areas for improvement. Share the feedback privately and constructively, and make sure to devote time to the strengths you appreciate as well as areas for development. Then, collaborate and make a plan for improving moving forward, including setting clear goals and the actions you want to see. An important part of this process is following up periodically. Check in on progress and make sure to provide ongoing support. For more team-centric approaches, strategies to build team trust, and team building tips, make sure to follow our blog.

5. GROW (Goals, Reality, Options, Wrap-Up) Model

This four-step process is a good way to help others work toward their goals. The four steps consist of goals, reality, options, and wrapping up. Start with a conversation on goals, then tie that into the current realities of the situation. This will help the person to reflect on recent experiences. Then move into a discussion on the various options open to them, and talk about ways to improve. Finally, summarize by highlighting the key takeaways and action steps.

In this example, you can help a staff member who wants to improve their leadership skills. Here is how the conversation might go according to the four steps: “Can you share the specific leadership skills that you want to develop? Maybe share some particular outcomes you’re hoping to achieve? Let’s talk about some of the leadership qualities that I’ve noticed lately, such as when you lead the project meetings on Tuesdays. What’s working well, and what’s challenging in those scenarios?” This will lead to a deeper discussion, where you can encourage the employee to brainstorm ideas with you. “What are some of the approaches you could try? To make those come to fruition, which resources or support do you need?” Ideally the employee will open up about some various ideas as well as what support they need from you. Make sure to wrap up on a positive note that includes concrete action items, for example “Based on this discussion, it seems like the areas for immediate focus are active listening and delegation. Let’s create a plan to delegate certain parts of your project next week, and perhaps sign up for an active listening workshop within this quarter.”

6. Start-Stop-Continue

A lot of valuable feedback involves sharing what someone might start doing, what they should stop doing, and what they can continue for peak performance.

For instance, the next time you need to have a general feedback discussion, you could say something like: “Let’s start thinking about implementing regular status update emails to keep the team in the loop. It’ll improve our overall communication.” For Stop, you could add something like “On the other hand, you might want to stop micromanaging the team in these ways. It can be demotivating, so let’s focus on helping the team to handle their tasks more effectively.” And finally, to continue, “Lastly, please continue to facilitate our weekly team meetings. Your leadership there has been really effective in facilitating great discussions.”

7. SBI (Situation - Behavior - Impact) Model

This process is all about painting a comprehensive picture when you’re giving feedback. It focuses on describing a specific situation, the observed behavior, and the impact of that behavior on the team or work.

For example, if you’re talking to an employee about a recent interaction with a client. Here is how you can start the discussion: “Let’s talk about the client meeting we had yesterday. I noticed that you interrupted the client a few times while they were explaining their requirements. I can imagine this made them feel unheard and maybe even frustrated. That could impact our overall client relationship and the work we get moving forward.” After that, follow up with a discussion on how things can be improved and how you are prepared to help. Sometimes, people need additional resources to improve in the ways that you want to see. You should encourage them to share that with you, and talk about what you’ll do to offer support.

8. STAR (Situation - Task - Action - Result) Tactic

This option not only sounds cool, but can be really effective. It’s all about making feedback specific and relevant to the actual situation. This can be a good way to share negative or positive feedback, but it can be especially useful when you have good news to share. If we want to use another example from an employee during a client pitch, you can start by describing the situation. “Remember that important client meeting last week where we needed to secure a new contract? You were tasked with presenting our products’ features and benefits in a really convincing way. You were well-prepared and did a great job addressing the client's concerns, and offered real solutions. And guess what? You nailed it and we secured a huge contract. Congrats!” This is a powerful way to share great information with your star employee (get it?).

9. BOOST (Balanced, Objective, Observable, Specific, Timely) model

The best feedback is objective and balanced, and includes behavior that is actually observable and relevant. This helps to ensure that feedback is fair, unbiased, and actionable, and also provides an avenue for future conversations.

For example, if you want to give some feedback to a software engineer about coding, you could say: “I wanted to offer some feedback on some strengths and improvement areas. As you know, our objective is to improve coding efficiency and quality. I noticed in your recent code review that you found and fixed critical bugs before they caused problems in production. You showed superior debugging skills and attention to detail.” Share this feedback directly after a project so that the information is timely and specific to something the employee will remember.

10. CAS (Criticize - Ask - Suggest)

This feedback technique combines constructive criticism with open-ended questions and options for improvement. Though you start with criticism, you move into a discussion with questions and then end with actionable suggestions.

Here’s an example you could share with a marketing leader: “I’ve got some concerns about the effectiveness of the most recent campaign. Can you help me to understand how you chose that specific audience? How about for our next round we take a more data-driven approach and refine some of the market research available to target an audience?”

Retreats offer an opportunity for feedback

Providing feedback to employees is a crucial part of developing them and improving performance over time. It’s not always easy to find time to have these discussions, but an annual review is a good place to start. Some people find quarterly reviews worthwhile, but really you can have these discussions as often as you (and your employee) would like. If your staff isn’t geographically close or partly remote, it can be harder to schedule these conversations. That’s where an offsite retreat comes into play. You can use that time to pull employees aside and have one on one conversations.

A team-building retreat offers time to learn and train together, as well as time to socialize and provide valuable feedback. A company or team retreat provides quality time between managers and their reports and offers lots of chances for giving feedback using any of the methods we covered here.

Source: https://www.surfoffice.com/blog/team-feedback-methods

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Progressive Discipline: Steps for Creating Discipline in the Workplace

July 7, 2024

When it comes to managing employee behavior and performance issues, the progressive discipline process offers obvious benefits One of the most difficult challenges for many companies is the need to address negative behavior and performance issues in the workplace. Without a concrete plan to manage discipline, decisions may end up being arbitrary, inconsistent, and even open to legal action. That's why it is incumbent upon businesses to develop sound disciplinary policies that clearly outline how these problems are addressed. A progressive discipline process is one commonly used option. In this post, we'll provide a progressive discipline definition and explain its many benefits. We'll also examine the steps that are commonly used in any system of progressive disciplinary action. What is progressive discipline? Progressive discipline is a process that involves a structured approach to correcting employee behaviors. Organizations that adopt the progressive disciplinary process implement a system of corrective actions that escalate in severity with each infraction. This allows management to provide helpful notice to employees that gives them an opportunity to correct their own behaviors or performance issues and avoid any escalation in discipline. Since organizations should use disciplinary processes to correct undesirable behaviors rather than punish offenders, this progressive approach offers one of the best ways to achieve that goal. It ensures that management communicates problems to employees in a clear and timely manner and provides a structured way to encourage improvements in performance and behavior . For managers who may struggle to deal with problem employees, this process can also provide a guided approach to engaging in difficult conversations. What are the benefits associated with progressive discipline? There are many benefits for companies that implement a progressive disciplinary policy for their organizations. We've listed some of the most important benefits below. This type of discipline process can help managers and employees to resolve concerns before bigger issues arise The progressive disciplinary approach can facilitate improved communication between management and their workers, which can help managers to develop more productive and higher-performing teams Implemented properly, this disciplinary approach provides employees with fair notice about expected behavior and results, and promotes accountability By using a progressive series of increasingly severe corrective measures, employees have incentive to self-correct Management can avoid arbitrary decisions that could lead to negative consequences, including legal concerns in some jurisdictions Employee retention and job satisfaction tend to be higher in environments that provide clear expectations and a fair, just, and consistent disciplinary process Because steps in the process are typically well-documented, employers will have an easier time defending difficult decisions about suspensions and terminations What are the typical steps of the progressive disciplinary process? To understand how a progressive disciplinary process works in a real-world company setting, let's examine a typical step-by-step progressive approach. Some of the most common disciplinary policies use a four-step framework that involves increasingly serious consequences for the employee. 1. Verbal warning This is almost always the first disciplinary action in any progressive discipline system. As soon as an issue comes to management's attention, someone is tasked with warning the employee about the problem. This warning can be delivered in either an informal or formal meeting, during which the employee is told about the behavioral or performance problem. In many cases, management also provides the employee with recommended steps that they can take to correct the issue so that further action can be avoided. Even though the warning is delivered verbally, company policies should require that the person issuing the warning document important details. These details include vital information like when the warning was given and the behavior or other issues that prompted the action. The documentation should also list everyone involved in the meeting, the actions the employee agreed to take to correct the problems, and whether any follow-up conversations are scheduled. 2. Written warning When verbal warnings don't lead to the necessary positive change, management then typically follows up with the next progressive disciplinary step – the written warning. This is a more formal action designed to signal to the employee that the issue has become a more serious concern. Some companies include the possibility for multiple written warnings within this stage of the progressive discipline process. The written warning should describe the employee's failures, the policies that have been violated, and specific steps that they must take if they want to get back in the company's good graces. It should also provide fair warning about the consequences the employee will experience if those corrective actions are not followed. Employers should allow employees to discuss the document and should inform them that signing it is simply an acknowledgment that they received the warning. Again, everything about this meeting should be documented, and the documentation and written warning should be placed in the employee's employment file. That documentation should include details about the participants in the meeting – all of whom should have signed the warning - as well as the agreed-upon action plan to correct the behavior and other important information that provides an accurate historical record of the meeting. 3. Final warning, including possible suspension period Once the written warning step has been exhausted (again, some companies may provide as many as three written warnings before escalating the process), the next stage of the progressive discipline process is considered the final warning. This is another document-based corrective action that basically puts the employee on notice that any continued failure to correct the problem will result in termination. Sometimes, this final warning can also be accompanied by a period of suspension without compensation. Like the other warnings, this one should be well-documented with details about the policies that have been violated and what the employee was told to do to correct the situation. The documentation should also note that this is the final warning. It must be signed by everyone present at the meeting and stored in the employee's employment file. 4. Termination As you might expect, the most drastic and final step of the progressive discipline process involves the termination of the employee. While the entire process is designed to correct behavior and avoid this step, there are times when there is no other option but to fire an employee who fails to correct behavior or performance issues. This step also requires detailed documentation and careful attention to the details. Larger companies will typically want to handle termination through human resources, and sometimes in consultation with employment lawyers if potential legal issues could arise. Witnesses should always be present whenever possible and the employee should be given a detailed review of the entire process, beginning with the verbal warning. The termination notice itself should be provided in written form, with a copy placed in the employment file. The appeal In addition to that four-step approach to corrective action, effective progressive discipline often includes an opportunity to appeal decisions made in each step of the process. This provides the employee with an opportunity to offer evidence or arguments in opposition to the discipline. Sometimes, employee behaviors involve disabilities or other issues that may require some sort of accommodation. The appeals process can help to promote fairer outcomes based on the best available information. Designing your progressive discipline policy If you're tasked with implementing a progressive disciplinary process in your workplace, it's vital to ensure that you have a well-constructed policy that outlines every key detail. Make sure that yours includes each of the following elements. Details about each step of the progressive disciplinary process This section of your policy should outline each progressive step your company takes to address employee misconduct and performance concerns. You may want to include a brief explanation of each, so that employees know what to expect if they fail to meet expectations. Exceptions that may result in immediate termination Some violations of policy are so serious that they qualify for immediate termination of employment. You should cite specific examples of these actions. For example, criminal activities, physical abuse of co-workers, theft, and similar actions may fall outside of the normal progressive discipline scheme. Any necessary disclaimers Each policy should also include disclaimers that preserve the employer's right to enforce the policy, disregard certain elements when necessary, or make needed changes. Legal issues like at-will employment should also be addressed in this section. Adhering to your company's progressive discipline policy Once you have a policy in place, it's important to make sure that it's followed as rigorously as possible. Employees tend to adapt to the prevailing company culture, and any failure of consistency or fair application of policy will impact their adherence to company rules, productivity goals, and other performance and behavioral metrics. Progressive discipline: a powerful tool to impact employee behavior Without clear disciplinary policies in place, any company will struggle to achieve a fair and balanced application of rules and expectations. Fortunately, the progressive discipline approach offers a clear and understandable approach to managing and correcting negative behaviors and performance issues. By creating and implementing your own progressive disciplinary processes, you can develop a powerful workplace culture that helps employees to overcome their shortcomings and meet your expectations. Source: https://www.topresume.com/career-advice/progressive-discipline-steps-for-creating-discipline-in-the-workplace

Methods and techniques on how to set team goals

July 2, 2024

When carried out effectively, setting goals for your teams can be the guiding light they need when the going gets tough. They provide a clear direction and plan-of-action to follow, and offer opportunities to build trust and collaboration with eachother, and just as importantly, with you! Today we're going to look at why team goals matter and the ways to whip up team goals that'll develop your teams into superstar units. What exactly are ‘team goals’? Team goals are objectives and milestones that a group of individuals work towards together to hit. They are generally used to align the effort of a team with the larger objectives of the company and are a great way to amplify team productivity . Team goals function like a race finishing-line that all members strive to reach together. So how do they differ from those personal goals we all have? Well comparing them would be like comparing a solo trek to a group trek through a dense forest. On a solo outing you only need to consider number one, bringing supplies and equipment to look after yourself. A group trek opens the door to more factors that must be considered. The heaviest bag to carry wouldn’t be given to the smallest hiker in the group, would it? There's this beautiful concept that perfectly sums up the spirit of setting team goals, and that is a “ symbiotic relationship ”. Symbiosis is a term usually used to describe, in the natural world, a win/win exchange, where both parties benefit from an event. Understanding and applying this basic concept to team goal setting creates an atmosphere where everyone's growth contributes to the team's success, and in turn, the success of the company. By helping your teams to understand this concept and communicating its value to them while team goals are being set, the foundation of mutual benefit is created. Your teams better understand the value of aligned goals for the individual, group and company. The best methods you can use to set team goals Now that we better understand the meaning and significance of team goals, let’s break down our list of methods you can use when next setting out those golden targets for your teams to hit. SWOT analysis Here’s a great method to help establish some new, powerful team goals. A SWOT analysis, standing for Strengths, Weaknesses, Opportunities and Threats) is a fantastic goal-setting activity that analyzes with purpose, bringing clarity and focus to goals. Here’s a way to organize one: Define the objectives: Take moment of clarity and explain why you’re doing this with your teams. Let them know the aim for the end is to set new team goals, using the information from the analysis. Draw up your SWOT matrix: Draw a big grid with four sections labeled Strengths, Weaknesses, Opportunities, and Threats. Brainstorm and fill in the quadrant: Your S and W squares are internal, so look inwards at company strengths and weaknesses. O and T are external factors, so analyse your market to see where opportunities lie. Develop team-goal action plans: Based on this list, create your team goals. For instance, if a weakness is a skill gap, your team goal could be to get through some targeted training. By bringing SWOT analysis into your goal-setting process, your teams naturally get onto the same page to reach their objectives. This method not only clears up what needs to be done but also helps teams to prepare for challenges in the surrounding market. Hackathons and innovation challenges Hackathons and innovation challenges are a fantastic way to set team goals. These events offer a relaxed setting where staff can socialize and bond in a competitive but fun way. You can inspire creativity while setting team goals by carrying out a hackathon or innovation activity. Here's how to make it happen. Define the mission: Start off by defining the problem your teams should tackle. What's the big dream at the end of the rainbow? Having a clear target gives everyone a common purpose to aim for. Choose location of challenge: The best challenges are carried out off-site, so make your choice of location specified to the challenge. If you’re running a business-game simulation, choose a place with an optimized I.T. setup. Carry it out with stakeholders: Involve key stakeholders to provide feedback and support throughout the event. Their insights can be valuable for refining ideas. Celebrate your winners!: Recognize the hard work of all participants. Offer rewards for the winning teams and celebrate the innovative solutions they come up with. Prizes, public recognition, or opportunities to implement the winning ideas are great options. Use hackathons and innovation challenges to get your teams working together as powerful units, setting goals and objectives to tackle unique challenges. Agile goal setting Keep your goals light on their feet and adaptable to change by using ‘ agile ’ methods. This is a practical way for teams to stay nimble and on track. Borrowing from the principles of agile project management, ‘agile’ keeps teams focused while allowing them to pivot when needed. Lay out your goals: Nothing out of the ordinary here. Just start by outlining your objectives and break them down into actionable tasks or milestones. Prioritize tasks: From your list, create a backlog of tasks, prioritizing them based on importance and urgency. Plan your agile sprints: Here’s the key moment of play. Divide your work into short, focused sprints, typically lasting a few weeks each. This helps maintain momentum and accountability. Stay Connected: Organize daily stand-up meetings to keep everyone on the same page and informed about obstacles and next steps. With clear objectives, open communication, and a knack for adapting, your team is unstoppable. Here's to embracing agility and reaching new heights together, one sprint at a time! Backward goal setting When developing plans for team-goal setting, there's a strategy known as backwards goal setting or reverse engineering goals. Instead of the usual approach where you start from where you are and plan forward, this method runs in reverse. Define the end goal: With this method, you have to begin at the finish line and run the other way. Picture what that end goal looks like. The goal has to be SMART (specific, measurable, achievable, relevant, and time-bound). Break It Down: Once you've got your big goal in mind, break it down into smaller milestones. These mini-goals are stepping stones over the river to the success waiting on the other side. Create Key Actions: Here you have to knuckle-down and figure out what needs to happen to reach each milestone. Be clear about who's responsible for what. With backwards goal setting, the end is used to justify the means, and teams can navigate their way to success with confidence, staying united every step of the way. BHAGs (big hairy audacious goals) These goals are supposed to be bold and often seem slightly out of reach. That's exactly what makes them catalysts for team motivation and achievement. Think in terms of the first moon landing, or the invention of the internet. What must they have been thinking while setting those goals? Define Your BHAG: Get your foot in the door by thinking without fear. Find your BHAG. It should be ambitious yet achievable, compelling enough to excite your team but not so far-fetched that it feels unreachable. Spread the Word: Once you've got your BHAG, you have to shout it from the rooftops. Everyone in each team needs to know what they’re aiming for and why it matters. The more excitement you can drum up, the more momentum you'll build. Break it Down: A big goal can feel overwhelming, so break it down into smaller, bite-sized pieces. Set milestones along the way to keep your team on track and motivated. And don't forget to celebrate each little win. Your teams are one step closer to their BHAG! With BHAGs leading the way, your teams can gain a greater sense of achievement when they conquer a mammoth task. So go ahead, dream big, aim high, and watch as your teams reach new heights together! Gamification Gamification isn’t just for video games anymore. Many of the Fortune 500 companies are taking gamification very seriously now, so it’s a great time for you to use it in your team goal-setting sessions. Identify Goals: Start by defining clear team objectives that you want to achieve through gamification. That might be hitting sales targets or meeting project deadlines. Get these goals set up with your teams. Choose game elements: Pick game elements that resonate with your team, like points for progress, badges for brilliance, or leaderboards that add a touch of friendly rivalry. Design Challenges: Break those big goals into bite-sized missions. Make them fun and make them doable. There are tons of websites like trackabi and habitica that have great game and work systems already set up. Iterate and Improve: Stay nimble, stay flexible. Tweak your game plan based on feedback and keep everyone engaged. Because when work feels like play, everyone's a winner! Turn those workdays into something everyone looks forward to, where every challenge is a chance to level up and every win brings the chance of a new high score. Vision boarding A great tool used to improve collaboration and develop team empowerment is vision boarding. The aim of the activity is to create a collage of pictures, texts and art that represents and affirms the goals of the team. It’s a strong visualisation technique that cements an image in the mind of the viewer. So here’s how to set one up. Supply stock: Vision boards rely on all things crafty. The aim is to get out of the mindframe of text and into the mode of an artist. You’re going to need magazines, markers, and poster boards. The more colorful and eclectic, the better! Dream Big: Before your teams dive in, get them to define what they want to achieve. From landing a big new sales client to new office sports teams, let them lay it all out on the table. Let Creativity Flow: Encourage your teams to let their imaginations run wild. They can cut out whatever speaks to them, from inspiring quotes to hilarious memes. Piece it all together on your vision board. Show and Tell: Once the boards are ready, teams take turns sharing their creations. It's a chance to see where their visions overlap, spark new ideas, and cheer each other on with new team goals. The ingredients for setting team goals just got a whole lot more colorful and fun! Whether it’s to focus on work performance or to help visualise why alignment matters , vision boarding offers a playful yet powerful way to bring your team together around a shared vision. Set team goals at your next retreat with Surf Office! Here at Surf Office, we know that getting your teams aligned with goals can be a difficult business. One of the best ways teams can reach their peak is with a team-building retreat. So why not try one of these fabulous retreats with us? Imagine the usual confines of your office settings melting away on a sandy beach or taking the time to appreciate nature on a countryside retreat. A quick change of environment can be as revitalizing as a complete office overhaul. Your team will have one another’s backs and be working in complete harmony, motivated to tackle any challenge together. Source: https://www.surfoffice.com/blog/set-team-goals