How do I write a meaningful response to a comment?

Here are five elements for you to consider when writing a thoughtful response to a comment. These will help you formulate responses that will let employees know that you care about them and their input.

The five elements of a meaningful response

Element # 1: Name the situation/feeling that is being referenced

Start your response by pointing out the specific situation and/or feeling the original comment references.

For example: "I am sorry to hear that you did not feel heard during our last meeting..." or "I am thrilled that you are excited about our new professional development opportunities."

It may seem like you are merely repeating what was already stated, but doing so in your own words, actually lets the author know that you have read and understood their comment. 

Element # 2: Express appreciation for the feedback

Explicitly state your appreciation for the feedback. One can be grateful for feedback without necessarily agreeing with everything that is being said or written. An appreciative tone will minimize defensiveness, especially in the context of criticism.

A simple, "I am grateful for your perspective" or "Thank you for taking the time to share your thoughts" can go a long way - as long as it is not followed by a 'but...'. 

Element # 3: Mention what will be different moving forward 

Regardless of whether ideas are explicitly referenced in the original comment, you should identify a behavior, process, or thing that will be different moving forward.

For example, "I will ensure everyone gets the opportunity to speak next time by keeping better track of our time."

Keep in mind: 'Different' does not necessarily mean 'new,' as your response may suggest discontinuation or more/less of an existing behavior, such as, "I will do my best to identify additional professional development opportunities." You may also simply state that you need more time to think of an appropriate response or solution

For example: "I will take some time to think about how we can improve X and will get back to you."

Asking for more time to respond humanizes you and shows that you care about employees, but also about coming up with a solid solution. 

Element # 4: State the benefit of the change(s)

Individuals reading your response will be much more open to what you have to say, if they see that you have thought through your response and are able to see benefits to your suggested change(s).

For example, "Once I had more time to think about some possible solutions, we will be better equipped to collaboratively improve the status quo" or "Keeping better track of our meeting time will ensure a more equitable balance between participants and a more effective meeting structure."

You may feel like you are stating the obvious, but it is important to articulate the benefits to others, who may not see them as clearly. 

Element # 5: End on a strong note

There are many ways to end a meaningful response. You could simply summarize the take-away from the exchange or could end your response with a call to participation or gratitude. While the summary is rather self-explanatory, a call to participation can be powerful because it asks employees to actively contribute to your plan.

For example, "I hope you will all help me create balanced meetings by giving your colleagues your undivided attention and chance to speak" or "Please join me at our next planning meeting where we will discuss possible solutions for X."

If this is not your style or the context does not allow it, a few words that express gratitude can ensure everyone leaves the exchange with a positive feeling.

For instance, "I appreciate your perspective and am grateful for your trust."

Even though you may not have a solution that will satisfy everyone, you are pointing out that there is trust, which is a good foundation for continuing these productive conversations. Whatever it is that you mention, make sure that it is something you authentically value. 

At the end of the day: A sincere response is the best response! 

Now, let's put it all together and see how it's done: 

Is it sometimes difficult for you as a team leader to extract specific feedback from your team members' comments? Then it's certainly worth looking at our tips for impactful comments together. Maybe our rules of the game will also help you?