How do I manage the steady stream of comments?

Written comments provide invaluable feedback. Knowing how to make sense of and respond to written feedback can sometimes be challenging, especially when comments are plentiful. Here is how you can manage them like a pro:

There is nothing like hearing from your employees in their own words. Sometimes these words offer praise and encouragement, other times they may offer criticism or provide helpful suggestions for how to improve the status quo. Regardless of the comments' nature and the extent to which you value the input, sifting through and responding to comments can be time-consuming and challenging at times. Let's take a look at some strategies for how you can manage the steady stream of comments as effectively and efficiently as possible:

Divide and conquer

The larger the organization and/or the more developed the feedback culture, the greater the number of comments users will likely write. Decide in advance who you want to be able to address comments. Think about ways in which you can involve others, such as team leads or departments heads. Perhaps you find it more meaningful to divvy up certain topic areas or you prefer responding to all comments yourself. Whatever you decide, involving trusted others is an excellent way to make sense of the comments and offer a response in a timely fashion, all while managing your time. 

Here we show you practical tips on how to respond effectively to comments.

Devise a game plan

Approach your teamecho experience with a plan in hand...and possible changes in mind. It is vital to decide how you intend to navigate the comments and communicate your plan clearly. For example: Do you intend to respond to each comment? Are you looking for patterns to emerge before you make a statement? Are you looking to take action instead of responding in writing? Or, do you prefer writing one lengthier response at the end of a survey period?

We recommend that you record your response in teamecho in order to encourage the use of the tool among your employees, but there are many forms that this can take. Do not forget: You wrote the plan, which means that you can also rewrite it, if it no longer serves its purpose. Just as feedback culture evolves over time, so should your master plan adapt too.

Common rules are also important - share our best practice rules with your team!

Identify patterns and actions

Not every comment requires a response and not every criticism necessitates change. It is not that certain comments carry less weight than others, but as the team lead or administrator, it is your job to set priorities by distinguishing patterns from isolated instances. For example, you may notice a reoccurring theme within or across surveys and/or teams, which likely means that this topic requires your attention. Recognizing what necessitates a response or action is not always as easy as it sounds, but others (e.g., team leads or department heads) can assist you. Not every comment can be addressed or resolved, and that is okay - as long as you are gracious and empathetic in your responses and in the actions you take.  

Set parameters

Once you have a plan and know who will respond, the next important step is to think about when you intend to respond to comments. Ask yourself: Do I plan to respond to comments within 24 hours, once a week, biweekly, or monthly? Will I record my response in teamecho or talk about the comments exclusively during our monthly meeting? The answers to these questions have tremendous implications for the frequency and nature of your work with teamecho. Whatever you do, do not wait too long to address (especially) pressing issues.

Responses themselves rarely contain solutions, but the act of responding shows that you care, which goes a long way. So, choose wisely and respond accordingly.

Do you struggle to recognize helpful feedback from your team's comments? For example, share our tips for impactful comments with your team, or read more about how to get helpful comments from your team.

Communicate your plan

Your thorough and strategic plan is only as effective as your communication thereof. Let everyone know how and when you intend to respond to comments. Leaving comments seemingly unaddressed (by not responding in teamecho, for example), might give the impression that you do not care enough to respond. You may be busy planning actions that address these very comments, but others do not know that without it being communicated. It is okay and even recommended to say, "Thank you for the feedback. I am looking into ways to address your concerns. Please give me a little bit of time. I appreciate your patience." 

At the end of the day: Comments are (like) your friends!

As with any friendship, one should never take it for granted, but it is just as important to set some boundaries and have realistic expectations. Most of all, communication and honesty are the key to any friendship. Friends are there to support you and enrich your life, not to rule your world. Keep all of this in mind as you tackle the steady stream of comments!  

Did you hear enough about comments yet? If not, you might want to read up on how to get helpful comments from your team.