Integrating Feedback in Project Cycles

Raise your hand 🙋🏻♀️ if this has ever happened to you ⤵ You put a piece of content in front of someone for approval. They say, “You should show this to Sally. She’d have thoughts on this.” So you show it to Sally. She not only has thoughts, but she also recommends you share the draft with Doug. Doug also has feedback, some of which aligns with Sally’s and some of which does not. Now you’re two days behind schedule, have conflicting feedback to parse through, and are wondering how you could have avoided this mess. Try this next time 👇 In the planning phase of a project, put a doc together that outlines 3 levels of stakeholders: 1) Your SMEs 🧠 → Apply as much of their feedback as possible — they are as close a proxy to your audience as you can get. 2) Your key approver(s) ✅ → Keep this group small, 1–2 people if possible. → Weigh their feedback knowing that they are not necessarily an SME 𝘣𝘶𝘵 they do control whether or not the project moves forward. 3) Your informed partners 🤝 → Typically, those who will repurpose or promote your content in some way. (e.g. field marketing, comms, growth, etc.) → Make revisions based on their feedback at your discretion. → You may even want to frame the delivery of your draft as, "Here’s an update on how this is progressing. No action needed at this time." Share this doc with all listed stakeholders. Make sure they understand the level of feedback you’re expecting from them, and by when. Then use the doc to track feedback and approvals throughout the life of the project. Preventing your circle of approvers from becoming concentric: 👍 keeps you on track 👍 keeps your content from pleasing your stakeholders more than your audience

13 Ways To Use Project Lessons Learned 1. Identify recurring issues: Track patterns in project challenges to develop preventive measures. Example: Notice that team communication is a frequent issue and implement a chat tool for better collaboration. 2. Improve risk management: Analyze past risks and their impacts to create more accurate risk assessments. Example: Determine that a specific software often crashes, so allocate additional time/resources to address potential problems. 3. Streamline processes: Identify bottlenecks to optimize project workflows. Example: Discover that report approvals are delayed, so assign a dedicated approver for faster completion. 4. Evaluate project objectives: Assess initial vs. achieved project goals to enhance future goal-setting. Example: Compare projected budget and actual expenses to improve future project budget estimations. 5. Analyze team performance: Evaluate team dynamics to enhance future collaborations and group efficiency. Example: Identify strengths and weaknesses of team members to allocate tasks more effectively in future projects. 6. Enhance communication: Address communication gaps and misunderstandings to improve overall project communication. Example: Implement weekly meetings to allow the team to discuss progress and issues. 7. Develop better project estimations: Improve time, cost, and resource estimations based on previous project experiences. Example: Learn that certain tasks typically take longer than estimated and adjust future projections accordingly. 8. Adjust project scope: Reflect on scope changes during prior projects to manage expectations in future projects. Example: Analyze scope creep incidents and develop protocols for handling scope modifications. 9. Foster knowledge sharing: Encourage team members to share their experiences and insights with the broader organization. Example: Hold a project wrap-up session where the team shares their takeaways. 10. Improve stakeholder management: Assess stakeholder satisfaction and alignment to better manage expectations. Example: Establish regular check-ins with stakeholders to ensure their needs are addressed throughout the project. 11. Refine project templates: Modify templates based on feedback and common project issues. Example: Update project timeline templates to account for unforeseen delays. 12. Improve vendor management: Evaluate vendor performance and incorporate feedback for stronger partnerships. Example: Address communication difficulties and negotiate more favorable terms for future contracts. 13. Enhance change management: Assess the success of change initiatives and refine your methodology. Example: Investigate resistance to change within the team and implement improved change management strategies.

If feedback feels like a threat, you’re missing its potential👇: 1️⃣ Start with Empathy ↳ Acknowledge their efforts before diving into the feedback. 2️⃣ Be Clear and Specific ↳ Use concrete examples like, “In yesterday’s meeting, I noticed...” 3️⃣ Focus on the Behavior, Not the Person ↳ Say, “This behavior affected the project” instead of “You always mess this up.” 4️⃣ Use the “What” and “How” Formula ↳ Frame it like, “When X happened, it caused Y, so let’s address it this way.” 5️⃣ Offer Solutions, Not Just Criticism ↳ Collaborate on solutions by asking, “What do you think would work better next time?” 6️⃣ Check for Understanding ↳ Say, “Does that make sense? How do you see it?” 7️⃣ Follow Up to Support Growth ↳ Schedule a quick follow-up meeting to check on progress and offer further guidance. 📌 PS...Done right, difficult feedback can build trust and foster growth. ♻️ Share this with your network to help them deliver feedback with confidence and care! 🚀 Want more actionable insights? Join 5,000+ leaders reading my newsletter for weekly tips on leadership, performance, and culture. No vague recommendations. All backed by science and experience. ➡️ Join free here: https://lnkd.in/gJr6dcPJ

I once oversaw a 3-month implementation that our team executed exactly to plan. When the CXO finally reviewed it, he said bluntly: "This isn't what we need at all." I thought everything went exactly according to plan. The project was scoped, approved, and executed perfectly. Our team followed the direction the customer gave us. We hit every internal milestone. But in that moment, I realized how dangerous it is to assume that perfect execution equals success. The mistake we made was that we built out exactly what the POC had asked for, but never aligned with leadership on outcomes after the kick-off. This is one of the biggest traps in project delivery:  Teams often gather goals and direction from POCs without consulting executives and then realize late that leadership has entirely different success metrics.   That gap (between what the user wanted and what executives expected) costs us ~300 billable hours and a complete project reset. Now, we do things differently. We align with the right stakeholders early. We ask the leadership what reports and dashboards they want to see. Getting inputs on what KPIs they want to monitor is a big clue into what to prioritize and how to drive decisions through the rest of the implementation. We also ask questions like: “Six months from now, what needs to be true for this project to be considered a success?” And so, we resolve conflicting priorities before we touch the configuration. Because the only thing worse than a failed implementation… is a perfectly executed one that still misses the mark.

Building a product isn’t just about solving a problem - it’s about ensuring you solve the right problem, in a way that resonates with your users. Yet, so many products miss the mark, often because the feedback from the people who matter most - users - isn’t prioritized. The key to a great product lies in its alignment with real user needs. Ignoring feedback can lead to building features that no one uses or overlooking pain points that drive users away. In fact, 42% of startups fail because their products don’t address a genuine market need ( source: CB Insights). Starting with a Minimal Desirable Product (MDP) can help. This isn’t about launching the simplest version of your idea, but about delivering something functional that still brings delight - encouraging users to engage and share their insights. How to Integrate Feedback Effectively - Observe User Behavior: Watch how users interact with your product. Are there steps where they hesitate or struggle? Their actions often tell you more than their words. - Ask the Right Questions: Use surveys and interviews to go beyond surface-level feedback. Open-ended questions can reveal frustrations or desires you hadn’t anticipated. - Iterate, Don’t Hesitate: Apply feedback to refine your product. Prioritize changes that align with user needs and eliminate features that don’t serve a purpose. - Keep Listening: The market evolves, and so do user preferences. Regularly revisiting feedback ensures your product stays relevant. The Hidden Cost of Ignoring Feedback A study from Harvard Business Review shows that 35% of product features are never used, and 19% are rarely used. That’s not just a waste of resources - it’s a missed opportunity to deliver real value. Let’s be honest: integrating feedback is hard work. It’s not a one-time task but an ongoing commitment. Negative feedback can be tough to hear, but it’s often where the biggest opportunities for improvement lie. Great products are never built in isolation. How do you incorporate user feedback into your product journey? #innovation #technology #future #management #startups

Struggling to get everyone on board? Some clients complain that they feel like they are hearding cats. I remember leading projects like this and was frustrated until I learned a better way. Here's a step-by-step guide to achieve stakeholder buy-in: 1. Gather Perspectives → Why it works: Provides a complete view of stakeholder positions. ↳ Action: Ask each stakeholder about their understanding of project goals, benefits, and concerns. 2. Identify Misalignments → Why it works: Pinpoints areas needing attention. ↳ Action: List key differences in a shared document, analyzing root causes and impacts. 3. Plan Actions → Why it works: Creates a roadmap for resolution. ↳ Action: Develop specific steps to improve alignment, assigning owners and deadlines. 4. Implement Strategies → Why it works: Addresses concerns systematically. ↳ Action: Adjust project elements as needed and enhance communication to meet stakeholder needs. By following these steps, you'll turn potential roadblocks into a path to project success. — P.S. Unlock 20 years' worth of leadership lessons sent straight to your inbox. Every Wednesday, I share exclusive insights and actionable tips on my newsletter. (Link in my bio to sign up). Remember, leaders succeed together.

In a healthy agency culture, feedback is always flowing and driving continuous improvement. It's vital to build a system that drives new feedback... Rather than one-off attempts to gather feedback, set up recurring and repeatable processes. Here are some feedback collection mechanisms that we've used across our Barrel Holdings agencies: 𝗖𝗹𝗶𝗲𝗻𝘁 𝗦𝗮𝘁𝗶𝘀𝗳𝗮𝗰𝘁𝗶𝗼𝗻 𝗦𝘂𝗿𝘃𝗲𝘆: after a project or periodically (e.g. monthly, quarterly), send a short survey asking for scores on communication, work quality, project management, value they feel they're getting, and whatever else. Leave an open-ended space for any additional comments. 𝗘𝗺𝗽𝗹𝗼𝘆𝗲𝗲 𝗘𝗻𝗴𝗮𝗴𝗲𝗺𝗲𝗻𝘁 𝗦𝘂𝗿𝘃𝗲𝘆: each quarter, send around a short questionnaire (Gallup's Q12 has some good questions) to get a sense of how the team is feeling about the work, their colleagues, the culture, and whether they are being supported 𝗪𝗶𝗻/𝗟𝗼𝘀𝘀 𝗜𝗻𝘁𝗲𝗿𝘃𝗶𝗲𝘄: whether you win or lose a prospect, follow up with a call to understand how they came to the decision, what counted for/against your firm, and how you stacked up against competitors. 𝗘𝗺𝗽𝗹𝗼𝘆𝗲𝗲 𝗘𝘅𝗶𝘁 𝗜𝗻𝘁𝗲𝗿𝘃𝗶𝗲𝘄: when an employee hands in their resignation notice, find time to have a convo and dig into what led to their decision, their thoughts on the culture, work, processes, etc. and what they thought could've been better. 𝗔𝗻𝗼𝗻𝘆𝗺𝗼𝘂𝘀 𝗙𝗲𝗲𝗱𝗯𝗮𝗰𝗸: on some teams, feedback is more forthcoming if it's submitted anonymously. This also opens the door for more extreme types of feedback, but it's an opportunity to gather information that might only become available on Glassdoor later. 𝗢𝗻𝗲-𝗼𝗻-𝗼𝗻𝗲 𝗰𝗵𝗲𝗰𝗸-𝗶𝗻𝘀: these can be between manager and direct reports, HR and employees, skip level meetings where leadership meets with employees a few levels below, etc. These are periodic conversations to gain perspective on how a team member is experiencing the work and the culture. It's also an opportunity to surface any roadblocks or issues that are getting in the way. These are some core feedback collection practices – what would you add to this list? And an important note about feedback: it's like any other source of information – some of it may be useful and others not so much. Separate the emotions surrounding it as much as possible and reflect on what makes sense to take away from the feedback. In some cases, you'll want to adapt and evolve but in others you may want to stick to your guns and hold firm on your principles.

Why 73% of Projects Fail and How I Stopped Losing Stakeholder Support Let me tell you a quick story. Years ago, I was leading an ops overhaul that was supposed to streamline internal reporting. Everything looked good on paper, timelines, budget, resource allocation. I checked every box… Except one: I didn’t fully engage the stakeholders who would actually use the system every day. 🚨Big mistake. Within 3 weeks of launch, adoption lagged, teams worked around it, and leadership questioned the ROI. That’s when it hit me—involvement doesn’t equal alignment. Just because stakeholders are informed doesn’t mean they’re invested. So I changed my approach. Here’s what I did: • Identified key influencers across departments, not just top execs, but daily users and frontline managers. • Used long-form discovery sessions to understand their actual pain points (not just the ones listed on a dashboard). • Built a feedback loop into every sprint cycle. Small changes. Real-time validation. • Created internal linkages between project goals and departmental KPIs (this one’s huge). The result? 🎯 41% faster implementation. ✅ 3X higher adoption in the first 30 days. 💬 Consistent stakeholder engagement from kickoff to post-launch. Why does this matter for you? If you’re a project manager, ops lead, or department head, especially in finance, tech, or healthcare, here’s your reality: 📌 You’re juggling timelines, compliance, and team bandwidth. 📌 You’re expected to “drive transformation” and still “not disrupt the day-to-day.” 📌 You’re measured by results but those results start with buy-in. So ask yourself: Are you just updating stakeholders or are you empowering them to shape outcomes? That’s the difference between a delivered project and a sustained solution. If you’re tired of rework, delays, or lukewarm adoption, start by rethinking how you engage your stakeholders. Involve early. Involve meaningfully. Involve often. ✅ Start with a 30-minute alignment session before you build your next project charter. ✅ Don’t just collect feedback—co-create the solution with the people who live it. You’ll thank yourself later. Let’s stop managing projects and start leading with people who matter. #ProjectManagement #StakeholderEngagement #LeadershipInAction

Project success doesn't always mean stakeholder satisfaction You delivered on time. You stayed on budget. You met the project's scope. So the project was a success, right? Then feedback comes in. "I should've been looped in sooner." "This isn't what I expected." "My team wasn't considered with this implementation." Delivery is only half the job. Stakeholder/customer experience is the other. Here's how you successfully drive both: ✅ Align on what success FEELS like, not just what it is Go beyond metrics. Ask stakeholders "what would a great outcomes look like to you?" Then listen and work to mirror your implementation & delivery to their expectations. ✅ Communicate early and way more often than you think Stakeholders start to get nervous when they don't hear from you. And with other priorities + day-to-day duties, they aren't going to seek you out. Make sure they're aware of every step being taken. ✅ Measure engagement, not just execution Did your stakeholders feel heard? Did you give them space to weigh in? People support what they help build. A successful project no one feels good about isn't a success at all. Balance delivery with stakeholder trust and satisfaction. It'll lead to better outcomes and a solid reputation. 🤙

If I took a blind sample of 100 agencies, I’d bet 95 of them don’t collect client feedback enough or the right way. Here’s how to maximize it: If you wait until the client churns to ask for feedback, you miss opportunities to improve the experience during their time with you. You miss opportunities to stop churn before it happens. The right way to collect feedback is strategically, periodically, and methodically. Our method for doing so: 1. Recurring CSAT Check-Ins We run a recurring CSAT process on a fixed cadence, once or twice per quarter. It’s not tied to a milestone or outcome, and it gives us a baseline sentiment across all clients. But it’s more of a pulse check than a microscope. So we’re in the process of changing that. 2. Feedback at Every Important Touchpoint For our next phase, we’re rolling out a new system that forces feedback at important moments. We're using a tool that blocks access to client dashboards (e.g., to-do lists or file downloads) until they respond to a feedback prompt. That may sound harsh. But instead of getting one broad review, we’ll be getting granular insights across every client phase and deliverable. If the client doesn’t like that or finds it annoying, they can go work with an agency that cares less than we do about their client experience. 3. Feedback by Phase We’re moving toward CSAT that isn’t just: “How happy is this client overall?” Instead, we’ll be able to ask: “How satisfied were they with onboarding?” “How did they feel after implementation?” “Did they get what they wanted from their Q1 QBR?” It’s the difference between saying our clients are happy vs. knowing exactly where the relationship is strong or needs help. If you’re not making it easy (and required) for clients to tell you how you’re doing…you should start doing that today. How do you collect feedback from clients? Any tools or tricks you swear by?