Peacekeeping Over Progress: Feedback Avoidance
Teams avoid giving honest feedback to maintain harmony, ultimately hindering growth and innovation.
If you sense that feedback is being avoided in a meeting, follow these steps:
Acknowledge the Tension
Openly address the possibility that people might be holding back. Say something like, "I'm sensing that there might be some unsaid concerns about this proposal. It's important that we address those to make sure we're making the best decision."
Reinforce Psychological Safety
Remind the team that honest feedback is valued and expected, even if it's critical. State, "Remember, we're all here to improve and learn from each other. Your feedback is valuable, even if it's challenging. We want to create an environment where we can be open and honest without fear of judgment."
Use Round-Robin Feedback
Go around the table (physically or virtually) and ask each person to share one specific concern or suggestion. This forces everyone to participate and provides a structured way to gather feedback. Say, "Let's go around the table. I want to hear one specific concern or suggestion you have regarding this proposal. Please be brief and to the point. We'll start with [name of someone who you think will be comfortable sharing something], and then move clockwise."
Reframe Criticism as Inquiry
When someone raises a concern, encourage them to frame it as a question or a proposal for improvement. For example, instead of saying, "This approach is too risky," they could say, "What are the potential risks of this approach, and how can we mitigate them?"
Model Vulnerability
Share your own concerns or uncertainties about the topic at hand. This can help to create a sense of psychological safety and encourage others to do the same. Say something like, "I'm also a bit concerned about [specific aspect]. I'm not sure we've fully thought through [specific challenge]. What are your thoughts on this?"
Actively Listen and Acknowledge
When someone shares feedback, listen attentively without interrupting. Acknowledge their perspective and show that you understand their concerns. Say, "Thank you for sharing that, [name]. I understand your concern about [specific issue]."
Use the 'Stop, Start, Continue' Framework
Introduce a structured feedback approach. Ask each team member to think about what the team should 'Stop' doing, 'Start' doing, and 'Continue' doing to improve the situation. You can say, "Let's take a moment to consider what we should Stop, Start, and Continue doing to make this project successful. Think about specific actions, not abstract concepts."
Defer Discussion If Needed
If the conversation becomes too heated or unproductive, suggest deferring the discussion to a smaller group or a one-on-one conversation. Say, "It seems like we have some differing opinions on this matter. To ensure we can address this effectively, let's schedule a follow-up discussion with a smaller group or individual conversations to explore these concerns further."
Follow Up Individually
Check in with team members privately to gather additional feedback and address any concerns they may have been hesitant to share in the meeting. Send a message like, "Hi [name], I wanted to follow up on our discussion from earlier. I appreciate you sharing your thoughts. Is there anything else you'd like to add or discuss in more detail?"
Implement Changes Based on Feedback
Demonstrate that you've heard the feedback by taking concrete actions to address the concerns raised. Communicate these changes to the team and explain why they were made. "Based on the feedback we received in our meeting, we're going to implement [specific change]. This will help us address [specific concern]."
Recognize and Reward Open Communication
Publicly acknowledge and appreciate team members who provide honest feedback, even if it's critical. This reinforces the importance of open communication and helps to create a culture of psychological safety. Say, "I want to thank [name] for bringing up [specific concern] in our meeting. It was important for us to address that, and it ultimately led to a better solution."
Provide Feedback Training
Offer training on how to give and receive feedback effectively. This can help team members develop the skills and confidence they need to engage in constructive dialogue. "We're going to be offering a workshop on effective feedback techniques next month. I encourage everyone to attend, as it will help us all communicate more effectively and build a stronger team."
Document and Track Feedback
Create a system for documenting and tracking feedback to ensure that it's not forgotten or ignored. This can help to identify trends and areas for improvement. Use tools like shared documents, project management software, or dedicated feedback platforms.
- Meetings are filled with agreement, even when ideas are flawed.
- Difficult topics are avoided or glossed over.
- Decisions are made without thorough debate or critical analysis.
- Team members complain privately about issues they don't raise in meetings.
- Performance reviews lack constructive criticism.
- There's a sense of unspoken tension or resentment within the team.
- Innovative ideas are stifled, and the team sticks to the status quo.
- Project outcomes are often mediocre or fail to meet expectations.
- Fear of conflict or damaging relationships.
- Lack of psychological safety; team members don't feel safe to speak up.
- Hierarchical power dynamics discourage dissenting opinions.
- Past negative experiences with feedback (e.g., defensiveness, retaliation).
- Cultural norms that prioritize politeness over directness.
- Unclear guidelines or training on how to give and receive feedback effectively.
- Leadership that doesn't model vulnerability or actively solicit feedback.
- A perception that feedback is only negative and not developmental.