What are the best ways to use feedback in a virtual team?

Feedback is essential for any team to improve performance, align goals, and resolve conflicts. But how do you give and receive feedback effectively in a virtual team, where communication is often limited and asynchronous? In this article, you will learn some best practices for using feedback in a remote work environment, based on the principles of culture change.

1 Choose the right channel

Not all feedback is created equal, and neither are all communication channels. Depending on the type, purpose, and urgency of the feedback, you may want to use different tools and methods to deliver it. For example, if you want to give positive feedback or recognition, you can use a public channel like a team chat or a social media platform. This way, you can boost the morale and visibility of the recipient, and encourage others to follow their example. On the other hand, if you need to give constructive or critical feedback, you should use a private and synchronous channel like a phone call or a video conference. This way, you can avoid misunderstandings, show empathy, and discuss solutions.

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Mouaid Hassen

L & D Subject Matter Expert (SME), Psychometric Assessor, Organizational Behavior, Engineering
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By establishing the suited commination style and providing timely feedback. And with that, surely encouraging open dialogue while appreciating achievements. Survey can help sometime, as they address teams' need.

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2 Be specific and timely

One of the challenges of working in a virtual team is the lack of immediate and direct feedback. This can lead to confusion, frustration, and demotivation, especially if the feedback is vague or delayed. To avoid this, you should aim to give feedback that is specific and timely. Specific feedback means that you focus on observable behaviors and outcomes, rather than personal traits or opinions. You should also provide examples and evidence to support your feedback, and link it to the team or organizational goals. Timely feedback means that you give it as close as possible to the event or action that triggered it, rather than waiting for a formal review or a meeting. This way, you can reinforce positive behaviors, correct negative ones, and prevent issues from escalating.

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Arantxa García Fernandez
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Si bien elegir el buen momento para dar feedback es importante en un entorno presencial, en un entorno virtual lo es aún más, en especial si se trata de un feedback de crecimiento. Asegurarse de que es un buen momento para la otra persona es fundamental para asegurar que el feedback sea recibido como una oportunidad de crecimiento y no como un reproche. Elegir el canal adecuado y la forma es fundamental para asegurar que el mensaje llega como nos gustaría. Si se trata de un feedback de reconocimiento, escoger el momento y la forma adecuada también contribuyen a generar un momento memorable que de otra forma pasaría desapercibido.

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3 Ask for and act on feedback

Feedback is not a one-way street, but a two-way dialogue. As a virtual team member, you should not only give feedback, but also ask for and act on feedback. Asking for feedback shows that you are open to learning, improving, and collaborating. It also helps you to understand how others perceive your work, and what you can do to meet their expectations and needs. You can ask for feedback from your manager, peers, or clients, using various methods such as surveys, polls, or direct questions. Acting on feedback means that you acknowledge it, thank it, and follow up on it. You should also share your progress and results with the feedback provider, and seek further feedback if needed.

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4 Create a feedback culture

Feedback is not a one-time event, but a continuous process. To use feedback effectively in a virtual team, you need to create a feedback culture that supports and values it. A feedback culture is one where feedback is frequent, consistent, and constructive. It is also one where feedback is aligned with the team vision, mission, and values. To create a feedback culture, you need to set clear expectations and guidelines for giving and receiving feedback, and model them yourself. You also need to provide training and coaching on feedback skills, and reward and recognize those who use feedback well.

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Anna B.

Digital transformation | Data analytics | Data Science | Banking & Finance
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When leading a remote team and fostering a feedback culture, consider factors like estimating team needs, planning with cultural sensitivity, communicating feedback channels in advance, tailoring feedback to project-specific needs, encouraging reverse feedback, and aligning feedback with training opportunities. Utilize streamlined tools for efficiency. Balancing priorities and team requirements ensures a positive remote work environment.

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5 Use feedback tools and platforms

Technology can be a great ally for using feedback in a virtual team. There are many tools and platforms that can help you to collect, analyze, and share feedback in an easy and efficient way. For example, you can use online surveys, polls, or quizzes to gather feedback from your team members or clients. You can also use performance management systems, dashboards, or analytics to track and measure feedback results. Moreover, you can use feedback apps, bots, or plugins to integrate feedback into your daily workflow and communication channels. Some examples of feedback tools and platforms are Google Forms, SurveyMonkey, 15Five, Lattice, Slack, and Teams.

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6 Seek feedback from diverse sources

Feedback can help you to gain new perspectives, insights, and ideas for your work. However, if you only seek feedback from the same or similar sources, you may miss out on valuable information and feedback. To avoid this, you should seek feedback from diverse sources, both inside and outside your virtual team. For example, you can seek feedback from people with different roles, backgrounds, experiences, or expertise. You can also seek feedback from external stakeholders, such as customers, partners, or mentors. Seeking feedback from diverse sources can help you to broaden your horizons, challenge your assumptions, and discover new opportunities.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Volker Metzger

⚡ Lightning-fast into the future: we are shaping the electrifying revolution in work and mobility! 🚀 Dipl.Psychologist, communication architect for working environments, corporate culture & transformation.
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These strategies are key for enhancing team dynamics and individual growth in a virtual environment. Establish a culture of psychological safety where team members feel comfortable giving and receiving feedback without fear of negative consequences. This encourages honesty and openness, crucial for constructive feedback. Practice empathetic communication when delivering feedback. Understanding and acknowledging team members' perspectives and emotions ensures feedback is received positively and fosters personal growth. Frame feedback as an opportunity for continuous learning and development. This approach shifts the focus from criticism to growth, encouraging team members to embrace feedback for personal and professional development.

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What are the best ways to use feedback in a virtual team?

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4

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1 Choose the right channel

2 Be specific and timely

3 Ask for and act on feedback

4 Create a feedback culture

5 Use feedback tools and platforms

6 Seek feedback from diverse sources

7 Here’s what else to consider

Culture Change

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What are the best ways to use feedback in a virtual team?

1

2

3

4

5

6

7

1 Choose the right channel

2 Be specific and timely

3 Ask for and act on feedback

4 Create a feedback culture

5 Use feedback tools and platforms

6 Seek feedback from diverse sources

7 Here’s what else to consider

Culture Change

Rate this article

Thanks for your feedback

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