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What Are Feedback Loops and How to Implement Them in Your Business?

Looking to figure out ‘What is Feedback Loop’? They are meant to gathering feedback, analyzing data, & implementing changes. Here’s how to get started.
Table of Content

     

    A company’s growth is highly dependent on the feedback it receives from its consumers as well as its employees. Hence, the need for feedback loops. What is a feedback loop and how does it work? These are the main questions we will be addressing in this article.

     

    Sit back and fasten your seatbelts because you are in for an interesting ride (and we will definitely love to hear YOUR feedback on this, just to keep us in the loop too!).

     

    What Are Feedback Loops?

     

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    Feedback loops are essentially a means of identifying loopholes in a company’s procedures and making improvements wherever necessary. They are a sure way of detecting gaps so that actionable decisions can be taken and the processes improved.

     

    In a feedback loop, the output received is used as an input to drive future processes.

     

    Feedback loops are not limited to understanding the issues of consumers but also involve employees working within the organization. A company can use them for improving internal processes or bettering its products and services for the customers.

     

    A feedback cycle not only highlights the issues but is also a sure way of making and implementing strategically important decisions that will drive the success of a company in the near future.

     

    What is feedback loop? A feedback loop can be understood in terms of evolution; Discard the old and useless, and adopt the new and valuable. In this way, companies can not only get rid of the unnecessary but also keep up with the everchanging trends.

     

    Let us now take a look at why feedback loops are important for businesses.

     

    What Makes Feedback Loops Important?

     

    A companies growth relies on the feedback it receives. How can a company increase its productivity without receiving feedback and making changes wherever necessary? Constant improvement requires delving into the loopholes and adjusting your strategies accordingly.

     

    A study notes the importance of feedback loops, whereby companies that implement regular feedback in the system see a 14.9% lower turnover rate in comparison with companies that don’t.

     

    When it comes to user statistics, it has been estimated that integrating customer experience can generate $700 million in 3 years for companies that earn $1 billion.

     

    Here are a few benefits of integrating feedback loops in your company:

    • Constant improvement
    • Increased efficiency
    • More profitability
    • Better productivity
    • Higher levels of satisfaction
    • Increased engagement
    • Retention of employees
    • Customer loyalty

     

    Moving on to the different types of feedback loops. There are mainly two types of feedback loops i.e., positive and negative and we will go through them separately.

     

    What Is a Negative Feedback Loop?

     

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    Negative feedback loops are concerned with customer feedback. When it comes to negative feedback, companies gather data from customer reviews, analyze the data, review their performance and improve their products or services by implementing relevant strategies.

     

    The implementation of negative feedback loops increases customers’ satisfaction with the brand and turns them into longtime loyal customers.

     

    What Is Positive Feedback Loop?

     

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    Positive Feedback focuses on gathering feedback from the employees. Positive feedback helps companies analyze the positive or negative reviews of the employees.

     

    With the feedback obtained from employees, companies can implement relevant changes to improve employees’ retention and their satisfaction with the organization.

     

    The positive or negative feedback obtained is beneficial for the company as well as its employees. A positive feedback loop encourages employees to share their opinion, increasing their engagement in the company procedures. Secondly, when changes are implemented to better a company’s processes, it can increase employees’ satisfaction with the company.

     

    On the other hand, a company benefits from positive feedback in terms of lower turnover rates. Moreover, employee satisfaction adds to a company’s overall productivity and hence, its profitability.

     

    Steps Involved in Feedback Loops:

     

    What is feedback loop process? The feedback loop process involves 5 steps. Following are the basic steps of a feedback cycle:

     

    1. Planning

     

    Planning is the first step of the cycle. In this step, you have to identify and define the key metrics against which you will analyze the data and measure your performance. The plan will help you narrow down your focus and keep the process streamlined.

     

    2. Gather Data

     

    The next step is gathering data from your employees or customers. To gather credible data from the people in question, you can organize interviews, conduct anonymous surveys, ask for reviews, etc. Once you have gathered the data, you can start analyzing it to extract relevant information.

     

    3. Analysis

    The third step in the ‘What Is Feedback Loop’ dilemma is the cycle that involves the analysis of the data obtained. You can identify similarities in the feedback, whether there is a pattern, a repeated issue, or something similar. You can also use this data to measure your performance using Key Performance Indicators (KPIs).

     

    4. Action

     

    Once you have analyzed the gaps in the process, you can carve out strategies to solve the problem. The actions you take will help improve your performance for the future and will increase your company’s overall productivity and efficiency.

     

    5. Communicate The Changes

     

    The last step in the cycle is to communicate all the changes and share all the details with concerned teams. Let your employees or customers know that they have been heard and keeping in view their opinion, changes have been implemented. This will not only increase their satisfaction with the company and also add to their trust.

     

    This is how companies can integrate feedback loops into their system. In the forthcoming paragraphs, we will focus on how this mechanism of the feedback cycle can be implemented using the Kanban methodology.

     

    Implementing Kanban Feedback Loops

     

     

    We have already established the importance of feedback loops, here we will focus on the implementation of the same vis Kanban boards.

     

    Kanban board is an efficient way of implementing an information feedback loop since it offers clear visualization of processes and helps create and implement an action plan much more quickly.

     

    In Kanban methodology, there are seven cadences and each of them is implemented via a meeting. Let us take a look at each cadence and how it works:

     

    1. Standup Meetings

     

    Ideally, a standup meeting is conducted daily and lasts approximately 15 minutes.

     

    This meeting is carried out within a team. The aim of a standup meeting is to identify the tasks, resources, areas for improvement, gather insight into the working of the team, etc. Standup meetings offer clarity and are also a great way of keeping stakeholders in the loop.

     

    2. Commitment Meetings

     

     

    Commitment meetings are usually conducted after every week and last for approximately 30 minutes.

     

    These meetings help teams identify how tasks are to be accomplished, which tasks are the most important, and which resources are to be used for the tasks in question.

     

    3. Service Delivery Review

     

    Service delivery reviews are carried out bi-weekly and usually take 30 minutes.

     

    Service delivery reviews focus on gathering customers’ feedback on your products and services. It can help you identify the needs and demands of your end-users in terms of the products or services you offer.

     

    4. Delivery Planning Meeting

     

    Delivery planning meetings take up approximately 1 or 2 hours and are carried out every delivery cadence.

     

    In a delivery planning meeting, a team comes up with a delivery plan to make sure all the aspects of a project are completed and the deliverables are delivered in time. Clients can also sometimes decide when and how of the delivery.

     

    5. Risk Review

     

     

    Risk reviews generally occur every month and last for 1-2 hours.

     

    A risk review aims to identify potential bottlenecks in the process and mitigate them as soon as possible. It helps teams identify potential loopholes and gaps that might hinder their performance.

     

    6. Operations Review

     

    It is encouraged that companies conduct operations reviews every month to make sure processes are run smoothly.

     

    In an operations review, managers from all the departments gather and analyze all the operations in the company. The reviews help them identify issues in the procedures that can then be solved with relevant mitigating strategies.

     

    7. Strategy Review

     

    Strategy review meetings are the longest and the most important ones.

     

    In a strategy review meeting, teams analyze how inline the company’s processes are with the organizational goals. It helps a company identify whether or not it is accomplishing its goals.

     

    Strategy review helps carve out action plans that can set your company on the right path and increase its chances of success. It can also help identify if the previous strategies have worked for or against the company’s aims.

     

    With the review obtained, companies can come up with ways to better their performance and enhance their profitability in the future.

     

    Overview

     

    Keeping everyone in the loop is our agenda when working with feedback loops. As a project manager, feedback loops are your foolproof plan of improving your teams’ engagement in the company and increasing its overall productivity.

     

    So, this was a roundup of feedback loops focusing on What is feedback loop is, what is positive feedback loop, what is negative feedback loop, and how this information feedback cycle is implemented in the system through the Kanban methodology.

     

    Let us know your feedback by writing to us; we would love to hear from you!


    Further Readings:

     

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