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Process Improvement: Welcoming Feedback to Fuel Growth & Learning
- Guest
- Mar 13
- 5 min read
As leaders, we constantly think in terms of creating and improving systems to create a school where students love coming, staff feel valued, and families are proud to send their children. We desire seamless operations, smooth logistics, and perfectly rolled-out initiatives. We are always planning ahead and anticipating potential challenges.
As hard as our Type-A, problem-solving personalities work, the reality is that even the best-laid plans go awry. Despite careful planning, many situations remain beyond our control. Unforeseen events can interrupt the natural flow of the school day. Examples may include inclement weather, a lack of substitute coverage, an initiative that wasn’t received well by staff, or any mistake in general because we are human.
As leaders, it’s disheartening when our good intentions don’t lead to the desired outcome. When things go wrong, it’s easy to feel discouraged and hyperfocus on the negatives. We may be quick to blame others and ruminate on our mistakes. Ruminating on mistakes can be detrimental to personal growth and well-being. While it's important to acknowledge and learn from errors, constantly dwelling on them can lead to negative thinking patterns and hinder progress. But how do we let it go?
Process Improvement
We like to use the phrase “process improvement” to describe the next steps of reflection and adjustments when something does not go as planned. “Process improvement” is our favorite phrase because it not only brings solutions but also a sense of freedom. “Process improvement” removes personal judgments and accusations and keeps us looking forward as a team. A “process improvement” mindset halts rumination and allows us to reflect on the process, not the person. Reflecting as an educator is crucial for personal and professional growth. By letting go of excessive rumination, we can maintain a positive outlook and channel our energy into constructive actions that drive future success. So what does “process improvement” look like?
Sentence Starters
First, we recommend teaching your staff the phrase “process improvement” and creating a common understanding of what it means. Anytime a staff member has a suggestion or an idea to make something better, start the conversation with “Hey, process improvement…I wonder if we could try….” We teach students to use sentence starters to build language and communication skills. Adults need them too! Examples of sentence starters for conversations surrounding “process improvement” include:
I notice…
I wonder if we could try…
Tell me more about…
Help me understand…
I am curious about…
I need more information about…
Teach your staff to use these sentence starters with you as the leader or in conversations with peers. It’s a non-threatening way to make a suggestion without it coming across as a personal attack, but rather a productive idea to grow as a team.
Digital Platforms
Another example of “process improvement” is debriefing after a school-wide event to assess what went well and identify areas for improvement. Try using digital platforms such as Google Forms, Google Keep, or Padlet with the words “Process Improvement” in the title. Staff can share feedback in writing, upload photos of ideas or add links to foster collective efficacy. It’s important to ensure everyone contributes to a constructive reflection process, rather than simply focusing on what went wrong. “Process improvement” creates a supportive environment and encourages open and positive reflection among staff.
Protocols
Protocols are another great resource to facilitate the feedback process. The Center for Leadership and Educational Equity has a fantastic website full of free protocols to download, offering various tools to help teams foster meaningful dialogue. One of our favorites is the Reflective Conversation Protocol. This is a step-by-step activity designed to guide a team through a structured reflection process, ensuring that all voices are heard and that feedback is constructive and actionable. By following the protocol, teams can focus on deepening their understanding, engaging in active listening, and creating a safe space for sharing insights. It helps participants reflect on their practices and make informed decisions moving forward, ultimately strengthening collaboration and improving outcomes.
Better Together
Process improvement is not a solo act, but rather a team effort. Reflection is a key skill that often distinguishes proficient staff from exceptional ones. By changing your mindset and using the phrase “process improvement,” you will engage in a collective effort to focus forward rather than dwell on past mistakes. This proactive approach fosters a growth mindset, resilience, and continuous learning and innovation. Reflection is important for all invested stakeholders.
Every day, we strive to enhance our processes, innovate our solutions, and elevate our standards. Together, we are dedicated to getting better every day, knowing that our collective efforts will lead to sustained success and have a positive impact on kids. Instead of fixating on past missteps, it's more productive to focus on the lessons learned and how to apply them moving forward. By looking at processes and thinking of improvement, your mind immediately shifts to thinking about how we can make something better, but not making it personal.
We understand that the work is never truly done; there is always room for growth and refinement. We will hopefully feel a sense of closure when we walk out of the building on the last day of school as we begin retirement someday. Until then, the work continues! Every opportunity is an opportunity to learn and grow. The key is to embrace the work and the privilege it is to keep moving the goalpost a little further each year.
Discussion Questions
What strategies do you currently use to reflect? How effective have they been?
How can we differentiate between constructive reflection and unproductive rumination? What signs should we look for?
Can you share a recent experience that required reflection? How could you reflect through the lens of “process improvement?”
How can we create a supportive environment that encourages open and positive reflection?
Author Information
Dr. Erin Alexander is a principal and co-host of the Messy Business Podcast. She is a published author of a children’s book “I’ll Always Love You No Matter What.” She began her career as a music teacher and has been a school administrator since 2012. She holds a bachelors in music education from Elmhurst University, a masters of music education from Northern Illinois University, a masters in administration from National Louis University and a Doctorate in Educational Leadership from Liberty University. She is passionate about early childhood education and school culture. She grew up in central New York. She lives in the Chicago suburbs with her husband and two daughters.
Cathy Angelos is a principal and co-host of the Messy Business Podcast. She holds a bachelor's degree in Elementary Education and Psychology from Augustana College and a Master's in Education in School Psychology from Loyola University. Since 1993, she has been a School Psychologist, advocating for student mental health. After 14 years, she earned a second Master's in Administration from Concordia University. Cathy is deeply committed to early childhood and special education and lives in the Chicago suburbs with her husband as empty nesters.