A simple framework for better 1:1s, appraisals and team conversations
If you manage people, you probably spend a fair amount of time in 1:1s, appraisals, evaluations and team meetings.
Or you might avoid them like the plague because the thought of them scares the living daylights out of you.
Either way, this will help.
I use a simple framework called Review, Reflect, Feed Forward.
I started using it around ten years ago when I was running a business looking after around 1,300 customers every week, alongside managing and developing a growing team.
I needed something that kept conversations focused on what mattered, without getting lost in blame, defensiveness or unnecessary noise.
It has three parts.
Review
Start with what is working.
Ask:
What worked well?
Why did it work well?
What contributed to its success?
What should be recognised, repeated or celebrated?
This matters because accountability should not only mean talking about what needs fixing.
People need to know what they are doing well too, especially if you want them to repeat it.
Reflect
Then look at what has not worked as well as hoped.
Ask:
What hasn’t worked as well as hoped?
What contributed to that?
What could have been done differently?
The language matters.
This is not about asking, “What went wrong?” or “Whose fault was it?”
It is about staying curious.
Was it something internal that could have been changed?
Was it something external that was outside our control?
Was it within our circle of control or outside it?
That distinction helps people reflect without immediately becoming defensive.
Feed Forward
Then use the learning to look ahead.
Ask:
What have we learned?
What’s coming up before we meet again?
What can we plan for now?
What actions, support or preparation will help us to move forward positively?
This is where the conversation becomes proactive rather than reactive.
Instead of waiting for the next issue to appear, you are thinking ahead and deciding what can be done now.
Let the other person do the thinking
If you are using Review, Reflect, Feed Forward with someone else, there is one important rule.
They answer the questions.
Your job is to ask, listen and stay curious.
Their job is to think.
If somebody immediately starts blaming another person, you do not need to jump in with your own view or tell them what they should have done.
Ask another question.
What could you have done differently?
What was within your control?
What could you do next time?
That is how ownership starts to build.
The real value is in the repeat
The first time you use Feed Forward, it may be little more than good intentions.
The value comes when you use the framework again.
At your next meeting, you can come back to what was discussed previously.
What did we say we were going to do?
Did it happen?
What worked?
What didn’t?
What did we miss last time that we need to plan for now?
Used consistently, the framework creates a rhythm.
People become more proactive. They take more ownership. Expectations become clearer.
You also build a useful evidence base over time of what was agreed, what happened and what needs to change.
That makes accountability calmer, fairer and easier to manage.
Where can you use it?
Review, Reflect, Feed Forward can be used for:
1:1s
appraisals and evaluations
team meetings
performance conversations
project reviews
leadership conversations
your own weekly or monthly reflection
You can structure an entire appraisal around Review, Reflect and Feed Forward, or use the framework each time a new topic comes up in a normal meeting.
The framework stays the same.
And this is a good example of why, when I work with businesses on communication, I am not only looking at what happens with customers.
I am looking at the communication inside the business too.
How leaders have conversations.
How teams reflect.
How people take ownership.
How expectations are set.
How difficult conversations are handled.
Internal communication has a direct impact on how effectively a business operates.
I have created a one-page Review, Reflect, Feed Forward worksheet as part of The Toolbox, which you can use in your next 1:1, appraisal or team meeting.
If you would like to talk to me about how I can support you or your teams with communication, leadership or performance, book in a 'Let's see how I can help you' call
Go Well.
Anna
Transformational Coach | Sales, Leadership & Communication Specialist
EMCC Accredited Coach Practitioner | Transactional Analysis (TA101) | PTLLS
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