Making feedback easy for leaders with the Feedback Frame tool
Summary
TLDRThe speaker introduces a structured four-step feedback process to prevent the 'machine gun effect' in communication. It starts by acknowledging what the employee is doing well, moves to identifying areas for development with a focus on improvement, then seeks to understand their decision-making process, and concludes with a discussion on potential improvements. The method is illustrated using a humorous Scooby-Doo example, emphasizing the importance of preparation and clarity in feedback to foster growth and avoid defensive reactions.
Takeaways
- 📋 The speaker introduces a four-step feedback process to prevent the 'machine gun effect' where feedback becomes overwhelming.
- 👍 Step one focuses on acknowledging what the employee is doing well to set a positive tone for the feedback session.
- 🔍 Step two involves identifying developmental needs, which are areas that are not yet working effectively, with an emphasis on the word 'yet' to indicate potential for improvement.
- 🤔 Step three asks for clarification on the employee's decision-making process, aiming to understand the reasoning behind their actions.
- 🚀 Step four discusses potential improvements and what could be possible with different actions, promoting a forward-looking perspective.
- 🍔 The 'sandwich effect' is mentioned as a contrast, where feedback is traditionally given between two positives, but the speaker advocates for a more direct approach.
- 🧠 The importance of structuring feedback is emphasized to soothe the ego and make the recipient more receptive to the message.
- 🎭 An example using the character Velma from Scooby-Doo is given to illustrate how to apply the four-step process in a humorous way.
- 🛠 The speaker suggests practicing the feedback process with public figures or characters to get comfortable with the method before using it in real-life situations.
- 📝 The speaker recommends writing down the feedback points or keeping the four-step template in front of you to stay focused during the conversation.
- 🤝 The overall goal of the feedback process is to improve communication and foster growth, making it a valuable tool for both managers and employees.
Q & A
What is the 'machine gun effect' mentioned in the transcript?
-The 'machine gun effect' refers to the situation where someone starts giving feedback on one issue and then, without structure, starts bringing up multiple other issues one after another, overwhelming the recipient and potentially triggering a defensive reaction.
What is the purpose of the four-step box method for giving feedback?
-The four-step box method is designed to provide a structured approach to giving feedback that soothes the ego by letting the recipient know what's coming, thus reducing defensiveness and increasing the likelihood of constructive dialogue.
What does the first step of the four-step box method involve?
-The first step involves acknowledging what the employee is doing well, focusing on what is working or helping, without using the 'sandwich effect' of positive-negative-positive feedback.
What is the 'sandwich effect' in feedback?
-The 'sandwich effect' is a feedback technique where positive feedback is given first, followed by the negative points, and then ending with another positive point, which can sometimes come across as insincere or manipulative.
What is the significance of using the word 'yet' in step two of the feedback process?
-Using 'yet' implies that the issue being addressed is not a permanent state but something that can be improved upon, indicating progress and potential for change.
What is the purpose of step three in the feedback process?
-Step three, 'Help me understand,' is about asking questions to gain insight into the employee's decision-making process, choices, or business discipline that led to the situation being discussed.
How does step four of the feedback process differ from the previous steps?
-Step four, 'Discuss what's possible,' shifts the focus from the problem to potential solutions, discussing how taking different actions could lead to better outcomes and what fluency in the desired behavior looks like.
What is an example given in the transcript to illustrate the four-step box method?
-The example given involves Velma from Scooby-Doo, where her intelligence and catchphrase are praised, her issue with losing her glasses during crucial moments is addressed, and potential solutions like Lasik or contact lenses are discussed.
How can practicing the four-step box method with fictional characters help in real-life situations?
-Practicing with fictional characters allows one to apply the method in a low-stakes environment, helping to refine the approach and make it more natural when used in real-life, high-stakes feedback situations.
What is the importance of having a template like the four-step box method when giving feedback?
-A template helps to ensure that feedback is delivered in a structured and thoughtful manner, preventing the conversation from wandering and ensuring that the recipient understands the purpose and focus of the feedback.
How can the four-step box method be applied to a situation where an employee is not effectively budgeting their time on projects?
-By using the method, one can first acknowledge the employee's strengths, then address the issue of time mismanagement, ask about their decision-making process, and finally discuss how better resource allocation could improve their performance and project outcomes.
Outlines
📝 Effective Feedback Framework
The speaker introduces a four-step feedback process designed to prevent the 'machine gun effect' of overwhelming feedback. The method involves pre-processing the feedback to ensure it's structured and digestible. The first step is acknowledging what the employee is doing well. The second step is identifying areas for development, emphasizing that these are opportunities for growth, not criticisms. The third step involves understanding the decision-making process that led to the current situation, encouraging the employee to share their perspective. The fourth step is discussing potential improvements based on the insights gained. An example using Velma from Scooby-Doo illustrates how to apply this framework in a light-hearted manner, focusing on her intelligence while addressing her habit of losing her glasses at crucial moments.
🔍 Balancing Detail with Prioritization
In this paragraph, the speaker provides a practical example of applying the feedback framework to a situation where an employee excels in attention to detail but struggles with allocating time and resources effectively. The speaker praises the employee's skill in handling details and the value it brings to the team. However, the issue is that the employee tends to spend too much time on projects with less priority. The speaker then seeks to understand the employee's decision-making process regarding time allocation. The final part of the feedback suggests that with improved discernment, the employee could apply their attention to detail more strategically, potentially advancing their career and benefiting the team.
Mindmap
Keywords
💡Feedback Process
💡Four-Step Box
💡Machine Gun Effect
💡Ego Management
💡Pre-Processing Feedback
💡Developmental Need
💡Help Me Understand
💡Discussing What’s Possible
💡Sandwich Effect
💡Example of Velma from Scooby-Doo
Highlights
Introduction of a four-step feedback process to prevent the 'machine gun effect' in giving feedback.
The importance of pre-processing feedback to soothe the ego and make the process more structured.
Step one focuses on acknowledging what the employee is doing well.
Clarification that step one is not the 'sandwich effect' but a genuine recognition of positive aspects.
Step two introduces the concept of nudging at developmental needs by identifying areas not yet working.
Emphasis on the word 'yet' to signify ongoing progress and potential for improvement.
Step three involves understanding the decision-making process leading to current situations.
The importance of active listening and understanding the employee's perspective.
Step four discusses possible improvements based on insights gained from the previous steps.
Using the example of Velma from Scooby-Doo to illustrate the feedback process.
The humorous application of the feedback process to a fictional character to make it relatable.
Practical advice on how to apply the feedback process in real-life situations.
An example of how to give feedback on a project management issue related to budgeting and prioritization.
The suggestion to use the feedback template for practice before actual implementation.
The benefit of having a template to prevent wandering during feedback conversations.
Encouragement to write down the feedback points to keep the conversation focused.
Transcripts
i've found that many of us get so
nervous around it because we don't have
a template
to follow now you guys might have your
own that's better than this
but i really wanted to give one that we
found pretty effective
based on our work and so what we have is
a four-step
box and it's all about processing before
i give someone feedback so it doesn't
turn into
the machine gun effect where i bring up
one thing and i'm like oh now that i'm
talking about that and we're in it i'm
going to talk bring about this
and this and this what this does is have
you pre-process
one thing you want to give feedback on
again the ego can't handle much more
or you're going to get into defense so
it's a very structured approach
because the ego gets soothed when it
knows what's coming
so if you use this over and over with
people they're like oh
i know where you're going here and and
so how it works
is it's four boxes you fill out starting
with step one
what's the employee doing well that's
working or helping
now this isn't the sandwich effect which
is where you
if you guys know what i mean where you
you put a positive then you drop the
negative and then you finish with a
positive
it's it's just so we know that not all
employees are all good or all bad so we
just
acknowledge what's working well now step
two is where you're kind of nudging at
the developmental need
here's what's not working yet now i want
you guys to
bold or write down yet and that means
that
we're going to get there we're we're on
our way there
and this is really around you know what
area or what behavior
are we working to improve on so here's
what's not working for
us yet now step three
is all about help me understand
is the scripting help me understand
how you're making decisions or what
choices you're making or what business
discipline you're making
that causes you to end up in these
situations
and really listen and you'll see here
watch for stories
drama this means that but it's helped me
understand your perspective on this
and then number four is discuss
what's possible given some of this
insight if they took action differently
like here's what could be with some of
the insights we just had
and talk about what fluency looks like
so let me give you an example
that brings some color to this so my
favorite way to practice this
is um you find someone that's getting in
a lot of trouble in the news
or on twitter or someone that's just
making some poor life choices
in the news or something and so mine's
not really that but i
growing up i used to watch scooby-doo
like
religiously i love scooby-doo like the
the classic scooby-doo and what used to
drive me
absolutely insane who needed some
feedback was
velma now do i have any scooby-doo fans
before i use this example
does anybody know scooby-doo bro okay
peter thank you we got one person
so velma drove me nuts now here's why
she drove me nuts whenever we needed the
smartest person
to help us solve the case she'd lose her
dang glasses
do you guys like the jinkies so i
practice on
i practice on velma to get ready to then
bring this into an example
so velma
here's what's working well what i love
is
your intelligence and your tagline
jenkies
you really help us both entertain the
audience and solve
cases you're a genius what's not working
for me yet
is every time we need you in crunch time
you end up losing your glasses and
they're broken
help me understand what you've been
researching
for products to keep your glasses
on have you looked at lasik have you
thought about
contact lenses in basketball we use
goggles sometimes
like what's your approach to this
problem have you noticed
this and we discussed here's what's
possible if you could keep your ability
to see throughout throughout the whole
show i think we could solve cases in 20
minutes and not 30 minutes
i'm still be awesome so i hope you guys
are
um kind of laughing at least with my
humor i was just practicing
so how would i um do this like in a live
situation
um what's working for me well is let's
say someone
is really good at the details and
one thing they're struggling with is on
a project they don't
pre-budget or they don't budget how much
detail is needed
for certain projects like they they put
a lot of time into things that aren't
high priority or value they they really
aren't managing this well
so i might say what's working really
well
one of your great skill sets is your
attention to detail
and for all of the ways that you you've
saved us in the past and you still
are with the details i i appreciate that
what's not working for us yet is that
i've noticed that sometimes
you budget a ton of time for projects to
don't have a
big payoff when it could be better to
use that skill set on
other projects so help me understand
what are you currently using for a
decision making
uh model to decide how much resource or
time to budget towards certain
activities
because what i believe is possible if we
look at this
is you'll be able to take all of your
great attention to detail
and add discernment and this could
really catapult you in your career
and help us out so i'm just playing with
that
but the idea behind this if this was
hopefully helpful for you guys
is using this box you can practice
the night before or on your way to work
and just
go box by box even write it down
sometimes i keep this in front of me
because if i don't have this
template i tend to wander and then the
employee's like
what are you even asking for or it gets
into
a whole bunch of other things
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