04 Apr Feedback is a Gift

In the realm of continuous improvement and growth, we know giving and receiving feedback is the fuel for progress.  Yet it’s not something everyone feels comfortable doing. Giving feedback can be awkward, especially if you feel the news you’re delivering contains criticism.  It’s not any easier to be on the receiving end, if all you hear is a negative critique.  

We have an evaluation tool that makes giving feedback simple and clear, and takes away the sting of receiving it.  The tool, called PPCO, is a structured approach that streamlines the feedback process.  It leads you through an evaluation based on four key components: Pluses, Potentials, Concerns, and Overcomes.  Taken in order, one step at a time, PPCO is a framework for systematically assessing anything: a project, performance or an idea.   Here are the steps:

Pluses: Giving confidence and clarity on what’s working well, so it’s not lost

We always begin by identifying the positive aspects and strengths. This isn’t merely offering superficial praise to soften the criticism that will follow; this step involves a genuine acknowledgement of what has worked or is working well, and what aspects are important success factors. By emphasizing strengths, individuals or teams can leverage and build upon them. This step answers the questions, “What’s good? What’s positive?  What’s working?” By starting with the positives, individuals or teams gain confidence and clarity on what is working well, providing a solid foundation for moving forward.

Potentials: Building on what’s good to further maximize impact 

Next we explore the potentials, which are essentially opportunities to improve and amplify current strengths. It’s about taking what’s already working and making it even better. This step answers the questions, “How can this strength be maximized? What might this lead to? What new opportunities can be created?” Potentials encourage forward-thinking and innovation, pushing beyond the status quo to unlock untapped opportunities for growth.

Concerns: Encouraging constructive inquiry

Of course, acknowledging challenges and areas for improvement is crucial for giving robust feedback. The beauty of this tool is that it requires reframing criticism into constructive inquiry. Instead of simply pointing out flaws and roadblocks, the concerns are addressed in the form of a question starting with “How might you…?” or “How might we…?” Rather than viewing challenges as setbacks, concerns are reframed as invitations, immediately prompting problem-solving and productive thinking.

Overcomes: Generating tangible options to improve

The final step of the PPCO feedback tool involves considering ideas to overcome the concerns that have been identified. Whether through collaborative brainstorming or an activity of individual reflection, this phase is about devising solutions to address the concerns effectively. Generating overcomes ensures that feedback isn’t just theoretical but results in tangible actions for improvement.  

Practical application: Why language matters and how to use it

Whether giving feedback one-to-one, or in a group, running the process in order is important.  We’re very deliberate about making a list of the pluses, and making a solid case for positive aspects, and potentials, before enumerating the problems and gaps. The language matters, too. When a concern is phrased with how might we, and in the form of a question, it opens a dialogue to creative thinking and solution-seeking.

The PPCO tool can be applied in a number of contexts, including project management, performance evaluations, and personal development.   

 For instance, we’ve used PPCO when developing new ideas, to gauge the viability of a potential idea or project.  First, why is the idea good and why are you considering it? Next, what might it lead to?  What else could happen as a result?  And what are the challenges or watch-outs to address?  And how do we overcome those obstacles?

“The uses for PPCO seem endless,” says Alisa Phulukdaree, Professor of Physiology at University of Pretoria, South Africa. “It provides a means to move away from the cut-throat mentality of evaluation. It’s an antidote to the tearing down of ideas that contributes to the increasing mental health issues experienced in academia.”

The PPCO tool is especially useful for evaluating ongoing projects. Start by identifying what’s going well (pluses), then brainstorm ways to enhance success (potentials), make a list of any obstacles or risks (concerns), and devise strategies to address them (overcomes).

Apply the PPCO framework for performance evaluation, whether individual or team performance. Highlight achievements and strengths, discuss areas for improvement, and collaborate on strategies for growth.

Feedback supports inclusivity

In a setting with diverse stakeholders – a setting we typically facilitate – using a feedback tool like PPCO nurtures inclusivity and equity. Without an effecte process for feedback, certain voices may dominate discussions while others remain marginalized, leading to diminished participation and inequitable outcomes.  When we use PPCO, we make a list of all the pluses, potentials and concerns – and everyone’s contribution is accepted.  The tool helps to ensure that all voices are heard and valued, regardless of their background or perspective. The constructive feedback not only enhances the effectiveness of group collaboration but also upholds principles of fairness, inclusivity, and respect for diversity, ultimately leading to more sustainable solutions.

“I have found the PPC/o model to be particularly useful in navigating complex and at times sensitive discussions about shared cross-programmatic responsibilities with colleagues in other program divisions,” says Colleen Duggan, Team Leader of the Sustainable Inclusive Economies Program at the International Development Research Centre (IDRC).  As we move through an organizational transition and changing roles associated with our 10 year Strategy 2030, the PPCO has offered a practical and non-confrontational way to structure discussions and stay focused on shared goals and passions.”

Be Receptive to Feedback, too.

One important aspect of giving good feedback is to be good at receiving feedback, too. People are more likely to trust you and the feedback you give to them if they’ve also seen that you receive their feedback in an open and receptive way. That means: 

•  Listen generously and try to really hear what’s being shared with you.
•  Even if you disagree, probe to understand. Say, “Tell me more.”
•  Cultivate a growth mentality: what can you learn from this feedback?  
•  Say “Thank you.” It’s not easy to give feedback. Appreciate the effort.
•  Consider all feedback. If it doesn’t fit, you can privately dismiss it. But first, try it on for size.

Feedback, when given and received with openness, and a productive intention, has the power to transform individuals, teams, and organizations. PPCO offers a structured approach to feedback and evaluation, guiding individuals and teams towards continuous improvement. By emphasizing strengths, exploring potentials and expressing concerns constructively, feedback becomes a catalyst for growth rather than a source of contention.  

Embracing feedback as a gift fosters a culture of learning, reflection, growth and collaboration.  So next time somebody gives you feedback,  just say, “Thank you.”

Go Further:   More tips for giving constructive feedback, and doing so without making people feel bad.  It’s always a good idea to use non-violent communication while giving feedback.  Using situation-behavior-impact to understand intent.  And here’s a handy infographic about using the PPCO.