What is the Employee Feedback Cycle?
The Employee Feedback Cycle (EFC) is a continuous process of feedback, coaching, and recognition that takes place throughout the school year. Managers and employees engage in conversations to set goals at the beginning of the year and to reflect at the middle and end of the year—as well as equally important ongoing feedback, both formal and informal. EFC’s objective is to connect the mission and vision of the Department of Education to team and individual goals. While there is no requirement for participation, EFC provides a structure and resources for all central, district, and borough/citywide/field employees to engage in productive and meaningful conversations centered on performance and development.
Also see:
About Feedback
In addition to encouraging employee development and performance, there are many important results of effective feedback between managers and employees. Goal setting, feedback, and coaching are key to clear expectations, productivity, and alignment with DOE and division goals and priorities. Valuable feedback establishes relationships based on open and honest communication and encourages a positive, trusting workplace culture. Together, all of these will strengthen every employee’s and team’s ability to reach their goals, increase accountability, build manager skills, and increase motivation, learning, and development. Over the long term, a culture of feedback will encourage employee satisfaction, retention, and productivity. Watch the 5-minute TED video, The Secret of Giving Great Feedback, to start becoming an expert at feedback today!
EFC Process
It is important to note that the feedback process is ongoing. At the DOE, feedback may occur through regular formal and informal conversations and in addition to the distinct periods of the Employee Feedback Cycle (EFC) Goal Setting, Mid-Year, and Year-End. The EFC periods below are aligned with the school year because many of the DOE’s non-school-based offices have operational goals and work cycles that follow the school year. However, offices and teams are encouraged to re-visit and adjust the timing of EFC to best align with their work cycles.
Goal Setting Period
The Goal Setting Period begins the feedback cycle, usually at or around the beginning of the school year, depending on your office or division timeline). During this period, employees set operational goals guiding how their work will connect to team and organizational priorities and developmental goals for their own growth. Employees and managers review, discuss, and finalize the goals together. Managers and employees should use these resources for setting goals:
- Goal Setting Discussion Agenda Template
- Goals & Accomplishments Tracker Template
- Guide to Writing SMART Goals
- Individual Goal-Setting Worksheet
- Office & Team Goal Setting Worksheet
- Tips for Goal Setting for Managers
- Tips for Goal Setting for Employees
Mid-Year Feedback Discussion Period
The Mid-Year Feedback Discussion Period will provide the employee and manager with a scheduled “mid-point” check-in to assess progress against the goals set during the Goal-Setting Period. Together, they look at what the employee has accomplished so far, priorities for the rest of the school year, and anything that may need to be adjusted. Use this time to celebrate, readjust goals if necessary, and give/receive feedback on strengths and development. Use these resources to prepare for and guide mid-year discussions:
Year-End Feedback Discussion Period
The Year-End Feedback Discussion period is at the end of the school year (or, depending on your office or division timeline). This is the opportunity to discuss the year’s achievements and progress on the goals and to recognize all the excellent work! Year-end feedback helps employees understand their accomplishments and how they contribute to the DOE’s, division’s, and office’s mission, vision, and priorities. This is also a chance to establish goals and targets for the new school year. Use the resources below to prepare for and guide the discussion:
Ongoing Conversations Throughout the Cycle
Feedback should take place often, as much as daily. Feedback works best when it is a continual process, with both formal and informal opportunities. Managers and employees should incorporate two-way feedback and recognition into their daily interactions, whether during check-in meetings/team meetings or informal conversations. The goal should always be an open dialogue, mutual listening, and coaching to improve when needed. All feedback, including recognition, should be concrete and specific. Below are some tools and brief informational documents for managers and employees:
- 2x2 Feedback Form (Tool for exchanging feedback – for managers & employees)
- Weekly Check-in Template (30-minute check-in about weekly progress – for employees)
- Monthly One-on-One Template (60-minute discussion about employee development – for employees)
- One-on-One Meeting Questions – (a comprehensive list of suggested questions to guide conversations)
- Gallup Manager Guide – Q04 (Recognition for doing stellar work – for managers)
- Gallup Manager Guide – Q11 (Talking about employee progress – for managers)
- DARE Follow-up Check-in Tool (Supplemental check-in planning tool & tips – for managers)
Learn More by Contacting Us
DHR Organizational Consulting Services serves as the centralized resource and communication hub for EFC (Employee Feedback Cycle). For general questions about EFC and related topics or if you would like to request a consulting partnership, contact DHROrganizationalConsultingServices@schools.nyc.gov.