ClASS DEBRIEF SESSIONS PROVIDING EFFECTIVE FEEDBACK Session Objectives (1) By the end of the session, participants will be able to: • Explain the purpose of the 2 types of debrief sessions that occur during a ClASS assessment • List the goals for the 2 types of debrief sessions • Define feedback • List the basic principles of providing effective feedback • Name 5 best practices in debriefing Session Objectives (2) By the end of the session, participants will be able to: • Prioritize findings by technical area • Write focused and practical recommendations • Demonstrate effective feedback skills Types of Debriefings 1. On-site debrief sessions at the end of each site visit for staff/ leadership (“exit meeting”) 2. Final debrief session at end of the assessment with funders and partners (“closing session”) Goals of On-site Debrief • Reviewers understand the local context • Staff feel they have been heard • On-the-ground TA is provided, if appropriate • Staff can discuss whether reviewers are being helpful and supportive • Next steps are outlined Goals of Final Debrief • Areas for improvement are carefully outlined in a TA plan or workplan • Next steps are detailed, including final report process • Overarching TA needs are identified • Funders understand the strengths and challenges faced by grantees and sites Feedback (1) What is feedback? What is its purpose? Feedback (2) feed·back ˈfēdˌbak/ noun 1. information about reactions to a product or process, a person's performance of a task, etc., used as a basis for improvement Purpose: • To improve program • To initiate and improve communication • To evaluate or modify a process or product • To inform decision making Feedback (3) The provision of clear, specific, effective, and constructive feedback is fundamental to the success of the ClASS Framework. Feedback: Basic Principles (1) 1. Focus on the positive Give feedback in a “feedback sandwich” 1) Start with a positive observation/strength 2) Provide a suggestion for improvement 3) Finish with a second positive observation /strength Feedback: Basic Principles (2) 2. Describe what you observed and be specific. State facts, not opinions, interpretations, or judgments. 3. Feedback should refer to behavior that can be changed. 4. Own the feedback by using “I” statements: “I think” “I saw” “I noticed” 5. Don’t use labels: Avoid words like “lazy,” “careless,” or “forgetful” Feedback: Basic Principles (3) 7. Don’t exaggerate or generalize Avoid terms such as, “you always,” or “you never” 8. When making suggestions for improvement, use statements like: – “You may want to consider…” – “Another option might be to…” 9. Before closing the feedback discussion, check to ensure that all parties are leaving the discussion with a fair and accurate understanding of the intended message. Activity (1) ClASS Findings and Recommendations Exercise Prioritization Writing Recommendations Preparing for Debrief Presentation Activity (2) ClASS Findings and Recommendations Exercise Debrief Presentation Group Feedback Best Practices in Final Debriefing • Be prepared! • Start with strengths • Stick to agenda • Don’t lecture or debate areas for improvement • Set collaborative tone • Follow the tone and pace set by Team Lead • Recognize contributions of all staff during the visit • Make recommendations specific, realistic and practical • Be professional and friendly • Be flexible! Key Points (1) • Primary goals of on-site debrief sessions are to ensure that staff feel they have been heard, that reviewers understand the local context, that all agree on current findings, and that next steps are outlined. • Primary goals of final debrief sessions are to ensure that that areas for improvement and next steps have been carefully outlined in a workplan. • The provision of clear, specific, effective, and constructive feedback is fundamental to the success and usefulness of the ClASS Framework. Key Points (2) • Some best practices in promoting clarity and professionalism include setting a collaborative tone, and recognizing contributions of all staff. QUESTIONS?