6 System Feedback Tips for Optimizing Employee Engagement

By Indeed Editorial Team

Published April 14, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Company cultures often focus on values like integrity and diversity to create a positive work environment. Another essential element is communication, particularly the feedback that employees and organizations exchange with one another. Implementing effective system feedback can improve morale, increase productivity and ensure the organization's adherence to its core values. In this article, we list six system feedback tips that can help you optimize employee engagement.

Related: 4 Ways Feedback Improves Performance in the Workplace

What is system feedback?

System feedback is the process of evaluating team members and soliciting input from employees about the organization. When supervisors evaluate team members, they often use a standardized rating scale and provide feedback based on performance. Feedback can be positive to reward employees for their hard work and encourage productivity. If feedback is negative, it usually serves to discipline employees and provides actionable solutions so that employees can improve their performances.

As for the input portion of system feedback, supervisors and HR departments collaborate to solicit employee evaluations. These praises and criticisms help the organization understand how it fosters a positive company culture and what it can do to create a better employee experience. Team members may submit feedback through periodic surveys or an open-door policy that encourages them to submit input to supervisors throughout the year.

Related: The Importance of Positive Feedback and How To Deliver It to Others

Benefits of system feedback

Here are some compelling benefits of system feedback:

Fosters a positive company culture

Many companies strive to create a positive company culture that attracts talented employees. Often when a company first opens, it establishes policies such as those that encourage diversity, collaboration and communication. System feedback can help an organization fosters its culture by ensuring it continually adheres to these policies. For instance, if survey results indicate that the organization lacks teamwork, supervisors can restructure projects to encourage employee collaboration. System feedback is also useful for identifying values that the company culture doesn't currently represent. Adjusting policies based on what's important to employees can make an organization a more attractive place to work.

Increases employee retention

System feedback establishes goals for employees and makes them more motivated to do their jobs. When employees clearly understand their objectives, they can adjust their performance accordingly. System feedback also proves that an organization values employee opinions and cares about its team's career development. Because some organizations don't demonstrate this kind of commitment to their employees, good system feedback can increase retention rates. Retaining more employees introduces stability, boosts morale and reduces unnecessary training costs.

Promotes overall company success

Good system feedback combines praise with constructive criticism. When organizations can deliver feedback while adhering to this balance, employees can feel good about their achievements and be more receptive to performance recommendations. The result is often improved morale and productivity, allowing the company to experience increased profits and overall growth.

6 system feedback tips

Here are six tips that can help you improve system feedback:

1. Deliver feedback timely

While delivering feedback is important, it's just as important to deliver it at the right time. Organizations can determine the right moment by identifying times when employees are the most receptive. It's also ideal to deliver feedback so that an employee can apply it to a similar project. For instance, consider a financial analyst who creates a report for a project. If their supervisor provides feedback before the analyst starts working on another report, they can use the criticisms to understand what they did well on the first report and how they can improve the second report.

Related: How To Give Negative Feedback: Steps and Tips

2. Encourage honesty

Feedback is only effective when it's sincere, making it important for organizations to give honest evaluations. Adhering to its rating systems and company values helps an organization provide actionable tips for improving employee performance. It's important for a company to encourage employees to provide honest input. Welcoming all criticisms can help an organization create a better employee experience and foster higher retention rates. If employees still hesitate to be honest with their input, an organization could solicit anonymous criticisms to encourage complete transparency.

Related: Top 10 Positive Feedback Examples for Employee Performance

3. Create casual feedback opportunities

Many people believe system feedback to be a serious process, but many organizations find it beneficial to make it more informal. They can create casual feedback opportunities to make employees more receptive to suggestions and encourage them to be honest about their opinions of the company. For instance, an organization might host a lunch to discuss employee accomplishments and identify areas of improvement. Companies can even use instant messaging systems to acknowledge team successes and encourage peers to compliment each other.

Related: 250 Top Employee Evaluation Phrases You Can Use for Effective Feedback

4. Use constructive criticism

When an organization gives criticism, it's ideal to remain constructive. Supervisors can highlight what the employee did well to encourage their positive behavior. When highlighting their weaknesses, supervisors can explain why the employee's performance didn't meet expectations and what they can do to improve. Good system feedback can discuss the employee's behaviors, but it usually focuses on solutions to prevent the same mistakes from happening again.

5. Schedule feedback opportunities

Many organizations establish an "open-door" policy that allows employees to submit inquiries throughout the year. This approach, in addition to employee evaluations as necessary, emphasizes the organization's constant desire to improve. It's also worth scheduling regular feedback opportunities to remain transparent about employee evaluations and to encourage reluctant team members to share their opinions. The ideal frequency for scheduled feedback opportunities varies depending on the organization, but consider implementing employee evaluations twice a year and workplace surveys once a month.

6. Recognize feedback

When collecting employee feedback, organizations can recognize it and strive to incorporate it into their policies. An organization might credit an employee for submitting an inspiring idea, but it's not necessary. What's important is to recognize common sentiments among teams and share the organization's plans for implementing them. For instance, an organization might announce an audit of its job listings in response to widespread concerns about the company's lack of diversity.

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