# Standard Feedback vs. Systemic Feedback

### Standard Feedback

> "When you submitted the proposal review late yesterday, the team lost review time. Can you do that differently next time?"

Focus:

- One event
- Immediate impact
- Immediate correction

---

### Systemic Feedback

> "Over the last month, we've discussed proposal review deadlines several times. Despite those conversations, reports continue to arrive after the agreed date. This recurring pattern reduces review quality and creates extra work for the team. What is your plan to ensure this changes?"

Focus:

- Multiple events
- Persistent pattern
- Organizational impact
- Need for lasting change

# Systemic Feedback Structure

### 1. Ask Permission

> "Can I give you some feedback?"

Same as the standard model.

---

### 2. Describe the Pattern

Not one event.

Describe the series of events.

> "Over the last six weeks we've discussed missed deadlines on four separate occasions."

Be factual.

Avoid emotional language.

---

### 3. Describe the Systemic Impact

Explain the cumulative effect.

> "The team is now planning around the expectation that deadlines may be missed, which affects trust and project planning."

Focus on:

- Team impact
- Client impact
- Business impact
- Credibility impact

---

### 4. Discuss Change

Move from awareness to commitment.

Typical questions:

> "What needs to change?"

> "What is your plan?"

> "How can I help?"

The goal is ownership rather than blame.

---

# Example for Bid Management

A scenario relevant to proposal and tender work:

### Standard Feedback (Week 1)

> "When the compliance matrix was completed after the kickoff meeting, the team lost preparation time. Please have it ready before the meeting next time."

### Standard Feedback (Week 3)

> "When the pricing assumptions were submitted late, reviewers had insufficient time for validation. Please submit them earlier."

### Systemic Feedback (Week 6)

> "Can I give you some feedback?
> 
> During the last six opportunities, several key deliverables have been submitted after the agreed review deadlines. We've discussed this multiple times.
> 
> The recurring delays reduce review quality, create stress for the bid team, and increase the risk of non-compliance.
> 
> What changes can you make to ensure future deliverables are available on time, and how can I help?"

---

# Why It Works

Systemic Feedback:

✅ Makes patterns visible  
✅ Prevents managers from repeating the same feedback indefinitely  
✅ Creates accountability  
✅ Builds documentation of performance discussions  
✅ Creates the bridge between coaching and formal performance management when needed

Manager Tools describes it as a natural escalation when repeated feedback has not resulted in the desired behavioral change. [[manager-tools.com]](https://www.manager-tools.com/2009/04/systemic-feedback-hall-fame-guidance)

---

# Relationship to Other Manager Tools Practices

A common progression is:

Positive Feedback
↓
Corrective Feedback
↓
Systemic Feedback
↓
Coaching
↓
Performance Management



Systemic Feedback sits between daily corrective feedback and more formal performance management discussions. It signals:

> "This is no longer a single event. It is now a recurring pattern that requires change."

[[manager-tools.com]](https://www.manager-tools.com/2009/04/systemic-feedback-hall-fame-guidance), [[manager-tools.com]](https://www.manager-tools.com/map-universe/feedback)

### Quick Memory Aid

**Systemic Feedback = Pattern + Impact + Commitment**

Instead of:

> "This happened."

You say:

> "This keeps happening, here is the cumulative impact, and what are we going to do about it?"