Frameworks for Feedback (Long version) - 2016 May Self Conference

Code reviews, stand up, retros, and performance reviews — all acknowledge the importance of communication and feedback and they are good starts. But they don’t tell you how to give negative feedback or ensure that you, as a teammate or manager, hear the small things before they become big things.

Long version includes discussion of written feedback and managing up.

Let’s talk about feedback and examine frameworks for how to ask for and frame feedback effectively. Not all situations call for the same type of feedback and some are more sensitive than others. We will look at Non-violent communication, techniques from family and marriage therapy, as well as more traditional frameworks for feedback.

Transcript

1. Frameworks for
   Feedback
   @rmillerwebster #feedbackworks
   

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2. Rebecca
   Miller-Webster
   CTO
   @teampolymathic
   teampolymathic.com
   @rmillerwebster | github.com/rmw | rebecca miller-webster.com
   Founder & President
   @writespeakcode
   writespeakcode.com
   

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3. Communication
   is what we do
   

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4. @rmillerwebster | @teampolymathic | @selfconference #selfconf
   Feedback: type of
   communication
   • How am I doing?
   • How do people see me? How do people respond
   to me?
   • Can I get my ideas across? Can I create consensus
   and buy-in?
   • Am I successful at what I want to be successful at?
   

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5. @rmillerwebster | @teampolymathic | @selfconference #selfconf
   Agile, Lean, etc
   • Retros
   • Standups
   • Code Review
   • Continuous Integration
   • Continuous Delivery
   • User testing
   

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6. Feedback works!
   Rigorous inspections
   can remove up to
   90% of errors from
   a software product
   before the first test
   case is run.
   Defect detection rates:
   unit testing: 25%
   integration testing: 45%
   design review: 55%
   code review: 60%
   Steve McConnell
   Code Complete
   Robert Glass
   Facts and Fallacies of Software Engineering
   

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7. We need to think
   more about ALL
   kinds of
   feedback.
   

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8. @rmillerwebster | @teampolymathic | @selfconference #selfconf
   Everything is feedback
   • what is NOT said
   • who is interrupted
   • who speaks up
   • who stays quiet
   • who is invited
   • body language
   

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9. @rmillerwebster | @teampolymathic | @selfconference #selfconf
   Let’s talk about
   feedback
   1. How to (and why) create structure for feedback
   2. Frameworks for feedback
   3. How to give good feedback
   4. Sensitive and difficult conversations
   

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10. Create structures
    around feedback
    

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11. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    More meetings?!?
    • Giving negative feedback is difficult for everyone
    • Positive feedback is also important feedback
    • People are motivated by progress
    • Ad-hoc feedback burdens the person with an
    issue
    • Regular feedback builds trust & safety
    

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12. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Feedback Structures
    • 1 on 1: Manger/Employee, Teammate, Pairing
    • Group: Retros, Stand up, Post Mortem
    • Indirect: Surveys, Written Reviews, Observation
    

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13. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Feedback Timing
    1. Pre: How to work together & collaborate best,
    understanding each other’s communication &
    leadership style, what working on
    2. During: Progress. How are things going? Are things
    going how we expected?
    3. Post: How did it go? What can we do better next time?
    4. Cumulative: Review from other feedback + identify
    patterns or changes
    

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14. Frameworks to
    use for feedback
    

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15. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Give Feedback
    • Goal: Better relationship. No defensiveness
    • Talk about actions and not the person
    • Don’t forget the niceties
    

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16. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Situation, Behavior,
    Impact
    1. Situation: Set the situation
    2. Behavior: Describe the person's behavior
    3. Impact: State the impact of this behavior
    4. Recommendation: Provide a recommendation
    

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17. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Don’t forget positive
    feedback
    • Genuine
    • 3:1 (up to 10:1)
    • When combined with negative, should have the
    same context “You’re really good at this but I’m
    concerned about Y”
    

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18. Feedback Sandwich
    • Praise: Identify strengths
    • Issue: What needs to be developed
    • Opportunity: Where and how to improve
    

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19. Note on Written
    Feedback
    • Acknowledge what others have said
    • Choose words carefully - avoid sarcasm, humor, &
    colloquialisms
    • Tone down - everything is harsher in writing
    • Written words are perceived as “official”
    

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20. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Types of feedback
    1. Regulatory instructions: “follow this code styleguide”
    2. Advisory comments: “you could rename this variable for clarity”
    3. Descriptive observation: “you used this same conditional twice”
    4. Rhetorical questions: “how does this relate to the classes purpose?”
    5. Direct criticism: “you needed to use the strategy patten here”
    6. Praise: “this refactoring makes the code much easier to read!”
    7. Correctness: “this line of code will never execute”
    

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21. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Types of feedback
    1. Regulatory instructions: “follow this code styleguide”
    2. Advisory comments: “you could rename this variable for clarity”
    3. Descriptive observation: “you used this same conditional twice”
    4. Rhetorical questions: “how does this relate to the classes purpose?”
    5. Direct criticism: “you needed to use the strategy patten
    here”
    6. Praise: “this refactoring makes the code much easier to read!”
    7. Correctness: “this line of code will never execute”
    

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22. Managing Up
    • Observe and determine management and
    communication values
    • Acknowledge and praise what is important to
    them
    • Share your perspective (impact)
    • Do NOT tell them what you would do
    

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23. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Managing Up
    • Describe problem with Situation, Behavior, Impact
    • Recommend solution or approach
    • Include alternatives
    • Explain the implications
    • Discuss benefits
    • Develop an action plan
    

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24. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Receive feedback
    • Goal: better relationship & self-improvement
    • Listen
    • Ask questions to understand
    • Thank you & Follow up
    

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25. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Mirror, Empathy,
    Validation
    1. Mirror: Repeat what was said; Confirm your
    understanding is correct
    2. Empathy: Show you understand why and what
    feel
    3. Validation: Ask follow up question that shows you
    are listening
    

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26. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    MEV: Mirror
    • “I hear you say …. Is that correct?”
    • “When you said … would it be fair to say you
    meant … and felt …?”
    • “Am I correct in understanding that when I did …
    you felt …?”
    

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27. People want to
    feel heard.
    

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28. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    MEV: Empathy
    • Curiosity about people
    • Seeking to understand a person’s reasoning and
    emotions without judgement
    • Make connections between your experience and
    another person’s, even in different contexts
    

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29. A person’s
    reasoning and
    emotions are
    V
    ALID even if you
    don’t agree with
    them.
    

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30. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Empathy is a skill
    • Listen and summarize
    • Recognize and name your own emotions
    • Shut off your inner narrator
    

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31. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Request Feedback
    • Goal: Get honest, actionable feedback
    • Regular requests are more likely to illicit honest &
    comprehensive feedback
    

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32. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Start, Stop, Continue
    1. Start: What should I start doing?
    2. Stop: What should I stop doing?
    3. Continue: What should I continue doing?
    

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33. Listen.
    Ask questions.
    

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34. How to give good
    feedback
    

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35. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Good Feedback
    • Actionable, Specific, & Kind
    • Contextual
    • Encourages team
    • Within recipients scope of skills
    • Speak from your own experience
    

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36. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Accountability
    • Review previous action items
    • Explain why
    • Acknowledge all ideas, opinions
    • Review results
    

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37. Without a
    response, people
    will stop
    speaking.
    

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38. The Hard Stuff
    

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39. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Power dynamics
    • Power is influence
    • Power is access to resources
    • Formal or informal
    • Words from a person with power have
    exponential impact
    

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40. Power dynamics
    exist whether we
    acknowledge
    them or not.
    

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41. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Microaggressions
    • Unintentional daily acts
    • Reinforce stereotypes and oppression
    

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42. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Microaggressions
    • Tone policing: “You’re so aggressive”
    • Othering: Fantasy football for team bonding
    

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43. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Call out
    • “That makes me uncomfortable”
    • “Please stop talking about/doing that”
    

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44. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    How to respond to
    being called out
    • “Thank you for letting me know.”
    • “Can I follow up with you about this? I’d like to
    better understand what I did wrong.”
    

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45. Impact before
    intention
    

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46. @rmillerwebster | @teampolymathic | @selfconference #selfconf
    Non-violent
    communication
    • Facts: What happened without commentary
    • Feelings: Emotion it made you feel
    • Needs: Human need that wasn’t met
    • Requests: What you would like the person to do in
    the future
    

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47. Diversity is a
    learning
    opportunity
    

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48. Go forth & give feedback
    • Situation, Behavior, Impact, Recommendation
    • Mirror, Empathy, Validation
    • Stop, Start, Continue
    • Facts, Feelings, Needs, Request
    (Non-violent communication)
    @rmillerwebster | @teampolymathic | @selfconference #selfconf
    

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