From Feedback to an Action Plan in 3 Simple Steps

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Employee surveys are an essential tool for taking the pulse of the organization. They allow you to gather opinions, perceptions and suggestions that often go unnoticed by management, and are crucial for the well-being and efficiency of the team. However, gathering information is only the first step. The real challenge lies in how to transform that feedback into an Action Plan that drives continuous improvement.

In this article we share with you a structured process to go from feedback to the implementation of solutions.

1. Understanding Feedback

The amount of information that can be obtained through employee surveys is so great that it can even be overwhelming. Therefore, it is normal that many people do not know what to do with all that data.

If you’ve ever felt this way, don’t worry. Actually, the key is to develop a well-structured analysis process that helps you understand and process the feedback effectively.

Here we give you some ideas that you can implement.

Analyzing Data

The first thing to keep in mind is that data collection is just the beginning; What really matters is how you interpret this data.

Good analysis begins with the use of appropriate tools that can help break down survey results into accessible information:

  • Use specialized software: Once the survey has been completed with Team Insights, you can download the data in a . csv and export them to Tableau or Microsoft Power BI to observe patterns that may be emerging, making it easier for you to understand what is happening in your organization.
  • Identify trends: For example, if a large portion of employees mention lack of communication as a problem, that is a trend and a clear sign that it needs attention.
  • Find your strengths and areas for improvement: The next step is to identify the areas that require improvement and the areas where your organization is shining according to employee feedback . Once done, ask yourself how those strengths can help improve less popular areas.
  • Compare temporalities: If you compare current data with data from past surveys you will be able to see how perceptions and attitudes have evolved over time.

Classifying Feedback 

Classifying feedback into specific categories makes it easier to systematically address identified issues:

  • Thematic categorization: Divide the feedback into general topics such as communication, job satisfaction, working conditions, professional development, among others. The easiest thing is to carry out different surveys for each of these topics. Do this, and you will have a clear view of the areas that require attention.
  • Subcategories: Within each general category, you can also have subcategories that allow for a deeper understanding. For example, under the category of communication, you could include communication between teams, communication with managers, etc.
  • Prioritization: What aspects of your organization need urgent addressing? A simple way to find out is by considering three key points: the frequency of comments, the severity of the problems identified and the impact that solving the problem will have on the organization in the short, medium and long term.

2. Designing an Action Plan

If during the initial phase you learn what is happening in your organization, here you have to be more creative and figure out how to use those learnings to improve the organization and create an action plan.

Let’s see how you can do it:

Prioritizing

This step is essential to ensure that resources are applied in a way that achieves the greatest benefit. Before we had already established the priorities, so now:

  • Identify those responsible: Name several people who will be responsible for managing each area of improvement. This not only makes it easier to take action, but also creates a sense of belonging and responsibility.
  • Think about resources: On the priority list, there will be things that can be managed, and others that cannot, whether due to lack of time, money or personnel. For an action plan to work, we need to be realistic about what can be achieved with the resources available.
  • Consider feasibility: Some improvements may require a significant investment of time and resources, while others could be quick, low-cost changes.

Setting SMART Goals

Defining clear and measurable objectives is essential for any action plan. So, we recommend that you use the SMART methodology:

  • Specific: Define what exactly you want to achieve, who will be involved, where it will take place, and why it is important.
  • Measurable: Establishes clear criteria that allow measuring progress towards achieving the objective. It is also important that you use key performance indicators ( KPIs ) for this purpose.
  • Achievable: Make sure goals are realistic and achievable with available resources.
  • Relevant: This refers to the objectives being aligned with the organization’s global goals and being relevant to improving the work environment.
  • Timely: Establish a clear timeline with deadlines to achieve goals.

An example of a goal that meets all these criteria would be:

ÔÇťImprove communication between teams by reducing the number of unread emails by 20% by the end of the year.ÔÇŁ

3. Implementation and monitoring

This phase is where previous ideas and strategies become reality. For an action plan to work according to your expectations, you will need to follow a series of steps.

Let’s see them in detail!

Sharing the Plan

Sometimes it happens that, even having a well-defined and structured plan, it does not work as it should. One of the main causes is because the team, which in the end are the people who are going to execute it on a daily basis, do not know or understand its purpose.

Therefore, it is vitally important that all employees understand what is going to be done, why it is going to be done, and what role they play in the process.

  • Clear communication: When sharing the plan, use simple language and provide reference documents or briefings if necessary.
  • Transparency: It is also important to mention that all improvements come from employees participation in previous surveys. This will make them feel valued and part of the solution and therefore more committed to making it work.
  • Communication channels: Don’t be satisfied with just using e-mail. Instead, use various communication channels such as weekly meetings , monthly meetings, 1:1s, and online collaboration platforms to ensure the message reaches everyone.
  • Continuous feedback: Encourage the team to ask questions and provide feedback on the plan. Not only will it help them resolve any questions, but it will also help you gain additional valuable insights.

Continuous monitoring

Once the plan is in place, it’s not over. Continuous monitoring is essential to evaluate progress and make all necessary adjustments to perfect it in real time.

  • Pay attention to Key Performance Indicators ( KPIs ): They will help you understand if you are on the right path or if you need to iterate.
  • Follow up continuously: Continuing to use employee surveys regularly will help you review progress, see its impact, and make tweaks and improvements.
  • Prepare progress reports: To know what changes are being made and, if there are any modifications, record who, how, when and why made them.
  • Learning and adaptation: Use the learning obtained from monitoring to adapt the action plan and improve future processes.

Now that you know how to transform feedback into real actions, why don’t you create your first survey and start asking your employees?

It’s your turn to prepare your best action plan!

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