Collecting and documenting team feedback on processes and tools

Overview

Proactively gathering input on team processes and tools is essential for uncovering hidden issues and ensuring your product team operates at its best. By fostering a culture of continuous improvement, employees are encouraged to share their feedback more openly, leading to a happier, more productive team.

Result

Our Product Ops Assistant will collect and document feedback from team members on processes and tools, categorize the results, and implement necessary improvements.

Share playbook

Process

Develop a feedback collection plan

Product Ops Assistant & Product Leader

Meet to plan how to gather team feedback on current processes and tools. Identify any specific areas that seem problematic and provide the Product Ops Assistant with a list of team members who can offer valuable insights.

Create and distribute an anonymous survey

Product Ops Assistant

Design an anonymous survey to gather input on processes and tools. Focus the survey on specific areas if identified or keep it broad to allow employees to share any concerns.

Anonymous surveys encourage candid feedback. Consider using resources like Culturemonkey's guide for process survey design and Jumpcloud’s guide for crafting tool-related questions.

Analyze and categorize feedback

Product Ops Assistant

Review the survey results, identifying recurring themes.

Categorize feedback into positive and negative groups. Share positive feedback in a team meeting, such as a retrospective, to celebrate wins. Further categorize negative feedback into issues that can be resolved with process updates or tool changes, and those related to broader team culture or dissatisfaction.

Refer to our “Team feedback: Analyzing feedback to identify common themes and issues” playbook for more on theme identification.

Review feedback and plan next steps

Product Ops Assistant & Product Leader

Meet to review the categorized results and decide on next steps. The Product Leader should decide how to address any team culture issues. With the help of the Product Leader, the Product Ops Assistant can further categorize process or tool issues into those that can be quickly resolved and those requiring further investigation. For complex issues, decide whether to address them in one-on-one discussions or a workshop.

Create and share a collaborative document

Product Ops Assistant

Summarize the survey findings in a collaborative space, displaying prioritized and categorized pain points. Share this document with the team via email, inviting volunteers to participate in further discussions.

Dive deeper through discussions or workshops

Product Ops Assistant

Organize one-on-one discussions or a workshop to explore the feedback further. Use techniques like the 5 Whys to identify root causes of issues and brainstorm solutions.

Product Ops Assistant & Product Leader

Meet to review the findings, root cause analysis, and proposed action plans.

Tools like Miro’s “5 Whys” Template, “Improve Your Process” Template or “Fishbone Diagram for Process Improvement” Template can facilitate these discussions.

Propose and implement improvements

Product Ops Assistant

Follow the steps in our “Implementing changes based on feedback” playbook to carry out the necessary changes.

Continuous improvement

Product Ops Assistant

Incorporate workflow improvement discussions into regular team meetings, such as retrospectives or monthly check-ins. Dedicate time to reviewing updated workflows and addressing any new pain points.

Keep the collaborative document updated with resolved pain points and their solutions. Include a space for team members to provide feedback and an intake form for new issues as they arise. Consider repeating the anonymous survey quarterly or biannually to capture ongoing concerns.

Miro’s “Mini Improvement Workshop” Template can be a valuable resource for ongoing discussions.