Frequent Feedback Conversations
When delivered well and received openly, feedback during a check-in conversation is one of the most powerful catalysts for personal and professional growth.
As a full-time, non-bargaining Seminole State College team member, you play an important role in helping your team to do their best work by participating in regular, informal check-ins with your leader and teammates. These conversations are not only about performance, they are also about helping you to grow in your career and in reaching your goals.
Frequent Feedback Resources
These following resources can assist with the delivery, receiving, and reflection of frequent feedback conversations.
Step 1 - Set the Intention
Be clear about the purpose of the conversation.
Are you giving praise, addressing concern, supporting development? Keep it growth-oriented. Feedback is most effective when timely and connected to recent actions.
"I'd like to talk about how we can build on your strengths and work through some challenges."
Step 2 - Time and Space
Choose the right time and space.
Schedule the conversation with advance notice-don't spring it unexpectedly.
Find a private, quiet location to create a safe, comfortable space. Avoid scheduling a conversation before big meetings, at the end of the day, or during high-stress moments.
Step 3 - Prepare your Thoughts
Prepare your thoughts before the conversation.
Jot down specific examples of behaviors or outcomes, the impact those behaviors had, and desired outcomes or expectations moving forward. Leave room for dialogue-don't prepare to the point of sounding robotic.
Step 4 - Check your Mindset
Before the conversation, check your mindset.
Approach the conversation with curiosity, a belief that people want to do well and have good intentions, as well as a goal for mutual understanding. Regulate your own emotions before entering the conversation.
Step 5 - Anchor to the College's Values or Principles
Anchor your conversation to the the College's values or principles.
Use the college's mission statement, strategic goals, purpose and values as a foundation. E.g., "One of our values is learning-this conversation is part of that."
Step 6 - Open with Appreciation and Context
Start the conversation with appreciation and context.
Ensure you're calm and prepared before diving in. "Thanks for making time-I value these check-ins as a way for us to grow together." Invite dialogue: "I'd love to hear your perspective as we talk through this."
Step 7 - Bring a Coaching Mindset
Bring a coaching mindset to the conversation.
Encourage ownership and self-reflection. Prepare to ask, not just tell. "What was your take on how that went? What support would help you move forward?"
Step 1 - Be Prepared
Be prepared to participate.
Remember, feedback is meant to help you grow and is a growth focused conversation. Try to see it as a learning opportunity, not criticism. Approach with an open mind and avoid defensiveness.
Step 2 - Reflect on Recent Work
Reflect on your recent work.
Think about what you’ve done well and where you’ve faced challenges. Be ready to talk about specific examples of your work.
Step 3 - Know What You Want to Learn
Know what you want to learn from the conversation.
Ask yourself what kind of feedback would help you most. For example, do you want to know how to improve your communication, teamwork, or time management?
Step 4 - Be Open and Listen
Be open and listen carefully.
During the conversation, listen closely to what is being shared. Don’t interrupt-take notes if that helps you remember important points. Manage emotional reactions and body language. Give yourself space to process.
Step 5 - Be Curious
Be curious and seek information.
If something isn’t clear, clarify by asking for examples or suggestions. This shows you care about improving and understanding what’s expected.
Step 6 - Acknowledge the Feedback
Acknowledge the feedback and share your perspective.
Take time to reflect on the information you received and respectfully share your perspective. “I hear what you are saying, and I am glad you brought it to my attention.”
Step 7 - Create a Plan
Create a plan so you have actionable next steps.
Have a clear agreement about what future success looks like and create a plan with actionable next steps.
Step 8 - Follow Up
Remember to follow up after your feedback conversation.
Keep the momentum going! After the meeting, review what was discussed and check in later to share your progress.
Overall Performance
- How have I been doing in my role lately?
- What’s one thing I’m doing really well?
- What’s one thing I could do better or differently?
- Are there any skills I should focus on improving?
Goals and Expectations
- Am I meeting the expectations for my job?
- Are there any goals I would like to focus on over the next few months?
- How can I better support the team’s goals?
- What does success in my role look like? Am I clear about what success looks like in my role?
Growth and Development
- Are there any training or learning opportunities I need to take advantage of?
- How can I keep improving in areas that matter most to the team or College?
- What are my next steps for further growth and development?
- Am I aware of professional development opportunities available at the College?
Communication and Support
- How can I best communicate with my leader? Team? (e.g. bullet points in an email, quick message in Teams, paragraph/report)
- What’s the best way to ask for help or feedback in the future?
- Is there anything I can do to support my leader or team?
- We respect and dignify each person’s contribution and inherent value.
- Be open to change – be willing to make bold decisions and let old practices and mindsets go.
- Take accountability and be encouraged to move the College forward.
- Celebrate wins.
- Stand in the fundamental cares of our primary stakeholders.
- Be bold in the way we listen – open, generous, and giving a voice to others – change is possible.
- Understand shared outcome-based accountability.
- Have clear agreements.
- Engage in high quality conversations.
- Create the conditions for possibility.
- Observe differently and see what new actions we can take which will produce new results.
Feedback Success Hub's Learning & Training Assets
Watch, read, listen, and practice the following recommended Skillsoft Percipio resources to strengthen your frequent feedback conversations skills.
Watch to gain valuable insights and stay informed on the latest developments around this topic with these recommended courses. Take it to another level by creating a study group in Percipio, starting a department book club, or sharing at team meetings for continued learning.
Delivering Feedback
that Encourages Growth
Watch Course »
(27 minutes)
Receiving Feedback
with an Open Mind
Watch Course »
(26 minutes)
Constructive Feedback Certificate
Watch Courses » (2 courses-53 minutes total)
Read to explore proven strategies and expert perspectives on giving and receiving feedback with these recommended books.
- Kindly Review: The Secret to Giving and Receiving Feedback to Make Your Ideas Great (Estimated 3 hours)
- Fierce Resilience: Combatting Workplace Stress One Conversation at a Time (Estimated 3 hours)
- How to Talk with Anyone about Anything Workbook: A Guide to Practicing Safe Conversations (Estimated 2 hours)
Listen to discover expert insights and practical strategies for this topic with these recommended audiobooks.
Practice the techniques you learned to build confidence and reinforce effective feedback skills in real workplace scenarios.
Skills Benchmark Assessment
- Giving & Receiving Feedback (5 minutes)
AI Simulator
- Giving Constructive Feedback (8 minutes)
- Giving Constructive Feedback to Your Manager (8 minutes)
Accessing and Using the Feedback Module
The Frequent Feedback Module is designed to support year-round conversations between leaders and team members—no more waiting for a once-a-year review. This process gives you three opportunities each year to reflect on performance, discuss goals, and focus on growth.
It’s all built into SSAP, making it easier than ever to stay connected. Leaders and team members can document conversations, exchange feedback, and track progress—all in one place.
Step 3
Select the team member for which you're providing feedback. A list of team member names will appear if you lead more than one.
Step 4
In the "Supervisor Feedback (Continue/Stop/ Start)" field, enter your feedback notes. Review the Frequent Feedback Conversation Tips for ideas and guidance.
Step 5
Once your feedback notes are complete, submit the form. The team member will be notified automatically.
Milestones & Notifications
The following milestones and notifications will help keep things on pace and explain the Frequent Feedback process and module.
Step 1 - 38 Days Before the Due Date
- Leaders receive an introductory email outlining the process.
- Leaders will use this time to plan their conversations with team members.
Step 2 - 30 Days Before the Due Date
- A reminder email will be sent to the leader.
- Leaders begin holding meetings and entering notes in the system.
Step 3 - 7 Days Before the Due Date
- Leaders will receive another reminder email if the forms are not complete.
- Leaders have an opportunity to finalize their notes.
Step 4 - When Notes are Completed
- Once submitted, the team member will receive an email notification.
- Team members may add their own reflection if they choose.
Step 5 - On the Due Date
- Leaders will receive a final reminder email for incomplete forms.
Step 6 - 14 Days After the Due Date
- The session closes, and the forms are no longer editable.
- If feedback is still incomplete, the HR team will evaluate and identify any needed follow‑up.
Reminders to Stay on Track
- Watch email—leaders and team members will receive notifications and reminders at each stage of the process.
- Plan conversations—leaders use early emails to schedule time with team members.
- Document—after each meeting, leaders will enter notes for review in the system.
- Finalize on time—leaders and team members complete notes before the due date.
Additional Support
For additional support and recommendations, reach out to us at learning-connection@seminolestate.edu.