One of the main ways to build trust in the workplace through gathering feedback is to ensure you have an effective communication plan in place to help keep employees informed of actions being taken.

 

The purpose of this document is to provide a template for leaders to use when sending a follow-up message to employees after their feedback session. It is imperative that employees feel their feedback is valued, and one way to build trust and reassurance is to establish many ways of communicating updates on actions and at what frequency.

 

This template is the initial follow-up email after the first feedback session and is intended to thank employees, summarize the key takeaways, identify any immediate actions in work and/or completed, and identify some next steps.

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TEMPLATE
 

From: [leader who hosted feedback session]

 

To: [employees who were invited to the feedback session]

 

CC: [any support team members who need to have awareness of the outcome]

 

Subject: Feedback Session Follow-Up - [Date]

 

Body:

 

Thank you to those who attended the feedback session held on [date]. I appreciate your transparency and passion for improving the business and opportunities to do better.

 

Below are some key takeaways:

• Common Theme #1 - summarize key points captured from the feedback related to this common theme.

• Common Theme #2 - summarize key points captured from the feedback related to this common theme.

• Common Theme #3 - summarize key points captured from the feedback related to this common theme.

 

We already worked to address:

• List item that has been addressed.

• List item that has been addressed.

• List item that has been addressed.

 

Other actions we are committed to taking in the near-term:

• List item.

• List item.

• List item.

 

Additionally, we will also work to address longer term actions including [list item], [list item], and [list item].

 

If you have any additional items to discuss, please let me know.

 

Thank you again for your time, candid feedback, and commitment to the work.

 

[leader name]

 

 

 

EXAMPLE

From: Jessica Engelhardt

 

To: J. Doe, M. Martin, R. Dawson, M. McFly, G. Brooks, J. Rabbit, T. Swift, T. Kelce, A. Adams, A. Olsen, H. Hanson, T. Allen, T. Tate, M. Rose, P. Patrick, T. Trent, R. Roger, P. Johnson, D. Daniels, S. Simpson

 

Subject: Feedback Session Follow-Up - January 2024

 

Body:

 

Thank you to those who attended the feedback sessions held on January 8th and January 15th. I appreciate your transparency and passion for improving the business and opportunities to do better.

 

Below are some key takeaways:

• Communication - clearer communication of business objectives for the year and how it fits into the longer-term growth strategy for the organization.

• Training - new employees are not receiving proper training before being placed in their position; employees who have been here less than 6 months are training new people without the right level of support needed from experienced employees and/or managers.

• Resources - several teams are still resource constrained and some employees are feeling burnt out by the amount of overtime.

 

We already worked to address:

• Resource constraints by gathering a list of resources required and posted job requisitions.

• Create a tiger team to help with documenting training plan.

 

Other actions we are committed to taking in the near-term:

• Scheduled an all-team meeting on February 1st to help provide clarity on business objectives for the year and our long-term strategy; we will commit to regular check-ins on progress as well are quarterly all team meetings.

 

Additionally, we will also work to address longer-term actions including strengthening our employee training, closing on resource constraints, and identifying a plan to address future attrition so teams do not face significant staffing challenges.

 

If you have any additional items to discuss, please let me know.

 

Thank you again for your time, candid feedback, and commitment to the work.

 

Jessica