You’ve gathered feedback. Hundreds—maybe thousands—of students, families, and staff shared their voices through surveys, town halls, or ThoughtExchange engagements.
Now what? Too often, this is where the engagement process fizzles. The community waits to hear what happened, but silence follows. Trust erodes. Participation drops off the next time.
Following up after collecting feedback isn’t just a best practice—it’s a non-negotiable if you want to build a culture of transparency, collaboration, and shared ownership.
Here’s how to do it well.
Why Follow-Up Matters
- Builds Trust: People are more likely to speak up again if they see that their input was taken seriously.
- Closes the Loop: It shows respect for the time and effort people took to participate.
- Drives Change: Publicly acknowledging feedback creates pressure and momentum to act on it.
- Improves Future Engagement: When communities see the impact of their voices, participation increases over time.
Step-by-Step: How to Follow Up After Feedback
1. Summarize What You Heard
Don’t overcomplicate this step. People want to know:
“What were the main themes?”
Use clear, accessible language. Categorize responses into 3–5 key takeaways. Include representative quotes or top-rated thoughts to bring the feedback to life.
Tip: Use visuals—word clouds, bar charts, or infographics—to make data more digestible.
Example: "We heard that families want more frequent communication from schools, clearer grading expectations, and more opportunities to be involved in decision-making."
2. Share It Widely and Transparently
Publish your summary in multiple formats and places:
- Board presentations
- District website
- School newsletters
- Social media
- Printed flyers in schools or libraries
- Translated versions for multilingual communities
Tip: Lead with “Here’s what we heard” in all formats to reinforce that you're listening.
3. Be Honest About What You Can—and Can’t—Do
Set expectations clearly:
- What actions are being taken now?
- What is being considered for later?
- What’s out of scope or constrained by budget/policy?
Example: "While we cannot implement a four-day school week at this time, we are exploring other ways to support teacher wellbeing, such as early-release PD days and workload reviews."
Tip: Acknowledging limits increases credibility—silence does not.
4. Connect Feedback to Action
This is the moment that matters most. Whenever possible, link a specific action to a specific piece of feedback.
Example:
“Many staff members mentioned they don’t feel their workload is manageable. As a result, we’re creating a joint committee to review expectations and prioritize initiatives for next year.”
Even small actions—like updating signage or simplifying a form—can be celebrated if they came from community input.
5. Keep the Conversation Going
Following up isn't the end—it’s the start of a feedback cycle. Invite continued dialogue.
Try:
- “We’ll check back in on this topic in a few months.”
- “Let us know how these changes are working.”
- “Have more ideas? Submit them here.”
Tip: This shows that listening isn’t a one-time event. It’s part of how you lead.
Sample Messaging Template
Subject Line: “You Spoke, We Listened: Here’s What’s Next”
Body:
Thank you to everyone who shared feedback in our recent survey/engagement. Over 1,200 students, families, and staff participated—your voices matter deeply.
Here’s what we heard:
- A strong desire for more mental health support
- Concerns about communication between home and school
- Requests for more culturally responsive curriculum
Based on your input, we’re taking the following next steps:
- Hiring 2 new school counsellors
- Launching a communications audit in partnership with PTA
- Reviewing curriculum materials through our Equity & Inclusion team
We’ll continue to update you as progress unfolds. If you have additional feedback, you can always reach out at [email] or visit [website].
Final Thought
Gathering feedback without follow-up is like asking for advice and walking away.
Done well, follow-up is where trust is built, relationships are strengthened, and change begins. It tells your community: “Your voice didn’t disappear into a void. It helped shape the future.”