Allow at least 90 minutes for the meeting….and allow yourself at least an hour to prepare.
Consider the individual’s personal circumstances & diary and arrange the meeting for a time when they are most likely to be able to focus on it.
Consider whether it would be helpful to have a third party in the room. This may be something you discuss with the individual to find out their preference. It is best that the third party is not name of individual’s spouse or prayer partner as their support will be more helpful after the feedback meeting.
Read – and re-read – the Delphic360 report. Rather than provide you with raw feedback, it will suggest areas to focus on in the review meeting.
Consider the season the organisation is in (e.g. if it is in a period of crisis / major cultural change / growth). This will affect the contributors’ feedback (both the content & the tone) and the appropriate action(s) in response to it.
Consider the needs of the organisation. This depends on both the nature & season of the ministry & the individual’s role.
Consider the personal preferences of the individual (communication style, personality etc) in order to deliver the feedback in such a way that it is heard accurately & receptively. They may find it helpful if you share the Delphic360 report – either in its entirety or just the summary – ahead of the meeting.
If you’re inexperienced in giving feedback, here are some resources you may find helpful:
Ask them if there is anything in particular they wish to discuss with you other than the standard content. It may be prudent to start with this in case it is explosive or will have a significant impact on the meeting (e.g. “I have accepted a job elsewhere”!)
Work hard at listening more than speaking
Praise the good, don’t just focus on what needs improvement
Be specific. Use examples (the examples included the report are shared with permission).
Ask ‘how does that strike you / what are your thoughts / how does that make you feel’?
Pay attention to how they react to feedback e.g.
If they don’t accept positive feedback, it could mean that they need affirmation.
If they brush away negative feedback, it could mean that they need to be gently challenged.
Stay solution-orientated e.g. ‘how can we avoid similar situations in the future?’
Focus on behaviours (not personality).
Other areas to cover in the review meeting:
How is your physical health?
How is your mental health?
How is your work / life balance?
How is your marriage (if applicable)?
How are your children / other dependants e.g. elderly parents (if applicable)?
What has God been teaching you from His word recently?
How has God been encouraging you recently?
What accountability structures do you have in place?
After the meeting
If you’re also their Development Partner, arrange another meeting to work on the Personal Development Plan together.
If someone else will be helping them produce & then monitor their Personal Development Plan, pass results of review meeting to the Development Partner (& inform the individual that you will be doing so).
If it’s been an emotional meeting, check in on them! Or it may be prudent to ask a trusted 3rd party to check in.
