Feedback Guide – Feedback Meeting

Objectives of the meetings:

-       Create an open atmosphere to give constructive feedback for each others actions.

-       People will be aware both what they are good at and their personal development points.

-       Personal development comes goal oriented, and it is supported by the team.

-       Team actively creates cohesive way of working together by getting to know everybody’s personalities and development points and taking them into account in every day life.

1. Preparations

• Agree about the meeting, reserve enough time for it and make sure that everybody comes with right expectations: to give and get feedback.
• Make sure that there’s no disturbance during the meeting: it easily breaks the atmosphere.

2. Introduction

• Start with informal discussion by asking how people are doing, what has happened lately etc.
• Explain the purpose and flow of the meeting.

3. Written feedback

• Everybody writes feedback for themselves + for everybody else in the meeting

i.      2 points of positive feedback
ii.      1-3 points of constructive feedback

4. Giving and receiving

• Someone starts giving feedback to himself/herself
• Others give feedback to the person on their turn

i.      The person who feedback is given, can ask clarifying questions but he/she should be encouraged not to start explaining or defending him/herself

• Handle one person at a time and give everybody the opportunity to get and give feedback in turn

5. Short feelings round

• Ask if anyone still has something to ask about the feedback they were given or if there were something they didn’t understand
• It’s important that everything is clear for everybody so that discussions are not continued after the meeting

6. How to improve

• Everybody thinks 1-3 points for what they want to improve in their actions in the future. Participants also mention 1 positive attribute they want to keep.
• Share and think together how you can help and support each other in the development.

7. Ending the meeting

• Reserve some time for chitchat, a cup of coffee or something else not feedback related to the end to finish the meeting in nice way.
• Book next meeting

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