Giving and receiving feedback is part of every job, but how it’s done can make a big difference. For a team to work well, feedback shouldn’t be something that only happens when things go wrong. It should be part of a regular, supportive process that everyone understands and feels comfortable with. That’s why it’s important for a manager to agree with the team on how feedback will be shared—from progress updates to tackling any problems that come up.

The best place to start is by having an open conversation. A manager might say, “Let’s talk about how we’d all like to give and receive feedback,” and then listen to what the team suggests. Some people prefer regular one-to-one chats, while others might like short group check-ins. What matters is finding a process that works for everyone.

For example, a team could agree to have a 15-minute catch-up every Friday to share how things are going. This gives everyone a chance to speak, raise concerns early, and celebrate progress. If something more private needs discussing, the manager and team member can arrange a separate one-to-one. This balance means people know when to expect feedback and don’t feel caught off guard.

Another helpful idea is to agree on how problems should be raised. A manager might say, “If something’s not going well, let’s agree to bring it up quickly, not let it build up.” By making it part of the culture, people are more likely to speak honestly, rather than wait until a small issue becomes a big one. For example, if a task is taking longer than expected, a team member can flag it early so the team can work out a solution together.

It’s also worth agreeing how feedback is given. Everyone should aim to be honest but kind. Managers can lead by example, saying things like, “This part worked well—here’s what we could try differently next time.” This approach keeps the focus on improvement, not blame.

Managers should also make it clear that feedback works both ways. Team members should feel able to share what’s working well or what’s getting in the way of doing their best. A simple check-in question like, “Is there anything I can do to support you better?” can open the door to helpful suggestions.

Finally, it’s a good idea to review the process now and then. Ask the team, “Is our feedback process still working for everyone?” Being willing to make changes shows that the manager values the team’s input and wants the process to feel fair and useful.

In the end, feedback should feel like part of the normal rhythm of work—not a stressful surprise. When a manager takes time to agree the process with the team, it builds trust, boosts motivation, and helps everyone move forward together.

This post assists completion of the following unit criteria:

301 ML11 3.5 Agree with team members a process for providing feedback on work progress and any issues arising