4 key areas to look at before rolling out an employee feedback system

Roshni / 03 Dec 2018

Management measures to improve culture based on the employee feedback needs a deeper analysis of the feedback and a look at some of the key areas as precautionary measures and make the best out of the feedback.

The feedback culture you implement sculpts the development and success of your organization. Feedback is required for every member of the organization to know where each one and the entire organization is heading to. Feedback to an employee will help them analyze their performance efficiency and personal development. To an organization, it helps in modifying strategies for a fruitful development.

Feedback is crucial to an organization; similarly, the way you implement feedback is also vital. As it can have negative impacts too if it’s not implemented correctly.

The feedback culture should enhance an organization and  improve:

  • Communication and engagement
  • The Growth of an employee
  • The working environment in a way they love.
  • The performance of an employee
  • ENPS score
  • Peer relationship
  • Employee Satisfaction
  • Employee Experience

If the feedback culture doesn’t concentrate on improving these factors, it will have side effects. Some precautionary measures for positive outcomes are as follows.      

Attention to detail:

No one is 100% perfect. From the board members, till the last janitor, everyone will have their shortcomings. While no one likes criticism, there is no better way to let them realize their mistakes and increase productivity to help them grow personally and professionally. Unfortunately, negative feedback is not well received in the general context. It will take time for the employees to accept and sometimes, it might not be acknowledged at all. In addition to higher employee turnover and increased employee disengagement, a workplace with negative work culture spends 50% more on the work-related accidents than a workplace with encouraging and positive work culture.

But this can be changed with how the assessments are phrased. While being negative can’t be avoided entirely, it is essential to phrase feedback and reviews constructively and transparently. This feedback should give the employees an idea where they might be going wrong and how they can work on rectifying it, instead of focusing entirely on their shortcomings.    

Over 72% of employees report feeling stressed due to work-related issues and work-life imbalance and over 80% express they need help in learning how to handle stress. If no action is taken on a frontier where employees openly ask for help, it can affect their productivity as well as the quality of the work.

As a manager, we can start by asking the employees about the cause for their stress and ensure that you provide the support to ease the situation. Make sure every employee is comfortable with their workplace and explain about your feedback policies well in advance so that they understand and work towards a healthy feedback culture.

Upgrade employee engagement:

When you give more criticism, employees may feel demotivated and will become disengaged. The pattern you follow for providing feedback is vital to solving it. Provide feedback at least once a week. Continuous feedback system and the respective appreciation are the way to go. When you procrastinate giving feedback for months, it piles up and becomes tough for the managers to convey and for the employees to follow and rectify.

Employees feel low if their legit work is not recognized. Indications of employee disengagements are,

  • A decrease in their work performance
  • being silent
  • Passionless
  • Not getting adapted to the organization’s vision
  • lack learning and work motivation.

So, provide regular positive feedback to keep them consistently engaged. When you see an employee disengaged, spend some time with them to discuss the issues they are facing. This solves unnecessary misunderstandings, misassumptions, and problems.

Follow 360-degree, and 180-degree feedback in the organization will get everyone to know their weakness and strength conclusively. This will provide proper content and actionable insight for employees and employers in the organization which will create a contagious motivation for everyone to be involved with the organization.  

Peer relationship should be encouraged in every workplace so that they get friends and feel happy to work with.  A good peer relationship is a strong reason for success. So, when you master relationships with everyone connected to your organization and business, you can easily learn success. It’s not just the peer-peer relationship, however, every relationship within and outdoors the company ought to be moved forward of being a lot of friendly rather than solely having a formal recognition.

Timely actions:

Implementing feedback culture is a continuous process, it can’t be one time and go. When the management acts on the employees’ concerns and issues after a long time, say a year, the issue will be long gone, and the matter will not be relevant anymore. This does not reflect on the relationship the employees have with the organization increasing their chances of becoming disengaged and discontent.

The managers can’t set aside time to reflect and make employees comfortable every day. It would be convenient and smart to automate the whole process of asking relevant questions on a regular basis and collecting their responses to study later. A well-designed pulse survey might ease the process for managers with automatically processing the answers and highlighting the concerns that needs the manager’s attention and which areas the employees are happy with as well.

The results of a continuous assessment unfold step by progressive step and ensure to stay in sync with the organizational and employee needs.

Factors influencing employee satisfaction:

A healthy organization is defined by more than one factor. Accomplishment, growth, recognition amongst other are some of the top factors that determine how happy and satisfied employees are at their work. Interests change from employee to employee. Like, one may lack growth, another might not be happy with the recognition they receive from the management, and another might be bad at peer relations.

While it is not feasible for a manager to make time for each of these aspects for every employee, every day and practicing one solution for all only helps the manager up to a certain limit. It doesn’t solve deeper problems that the employees might be facing. Personalized feedback system becomes the need of the hour for organizations to identify where the organization needs to make changes, which policies were a great hit amongst the employees and monitor the health of the organization right down to specific information.

Such a system will bring the relevant problems to the management’s notice with little effort on the manager’s side and provide individual attention to every employee in the organization that delivers accurate results.

Poor employee satisfaction results in poor customer service and the overall performance of the organization drops. By asking feedback, Managers ought to enable employees to work in the field where they are strong. Employees should be given the liberty to choose their preferred area of work and shape their career. This way you can align the strength of the employees to strengthen the organization’s growth.

Feedbacks are a great way to monitor the health of an organization and the cure to any fixes will be a hidden answer in the feedback itself.  Implement the method that fits your organization rightly and addresses the concerns from time to time, without fail. The above-said guidelines will help in leading everyone in the organization to succeed personally and professionally which in turn will make the organization reputed and successful.