SST_SST_RCCE_PPT_mdfdodfdfddule_7.2.pptx

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1. LEARNING OUTCOMES Become familiar with the uses and applications of more complex feedback systems and how they can be used for course correction of response action Become familiar with monitoring feedback systems and the concept of closing the loop Learn how to use a community feedback action tracker and logbook to follow up on actions taken Learn how to present feedback findings and make preliminary recommendations

2. Key questions in social science research How to ensure that this information goes back to communities? To inform community-level actions and decision-making of the broader response? What methodology and tools should be used to collect and analyse this information? How to track the information used to ensure that it effectively contributes to operational and strategic priorities? Who can collect this information? Does this information already exist? Is there a related needs assessment or study? What information is needed? DATA TO ACTION: Key questions in social science research   Who needs this information? How to ensure that the information is used to make operational and/or strategic decisions?

3. Community feedback Recap: What do we mean by community feedback? Community feedback is any information shared by members of the community. Community members have a right to give their feedback. A community feedback mechanism is a way to systematically and regularly listen to and act on community feedback. It’s an essential part of the response. By recognizing, respecting and valuing local knowledge, we build and maintain trust and remain accountable. It’s our obligation to listen.

4. Community feedback Why is it important to share community feedback? What are the six steps of the community feedback cycle? What does each step involve?

5. Community feedback cycle Community members are involved and included at each step We work together across silos – no “us and them” Data and actions taken are owned by the community Respectful listening is at the heart of community feedback 1. Design 2. Data collection & initial response 3. Consolidation & prioritisation 4. Analysis 5. Sharing & taking action 6. Closing the loop

6. Using community feedback Brainstorm In the past, how have you used community feedback to adapt your community engagement and/or communications activities or services you were offering? Think about feedback that was formally collected… i.e., solicited, where the community is intentionally asked for their feedback or informally collected… i.e., unsolicited, where community members share their reactions and feedback without planned, systematic collection Reminder that feedback can be positive, negative or neutral.

7. Using community feedback The bottom line: We use community feedback to adapt our response approach. Instead of “helicoptering in” with solutions, we shift towards respectfully listening to community members more and collaborating to find solutions. This approach is more ethical, sustainable and effective.

8. Recall (STAGE 4: Analysis ) Which of these are the main steps for analysing feedback data?   Compile – gather all the feedback data you want to analyse Identify themes – See which topics stand out Disaggregate – See if there are differences between locations, demographic groups, and feedback channels Identify changes – See if the data have changed Triangulate – See if other information sources confirm your findings and provide more insights

9. StAGE 5: Sharing and taking action Sharing and taking action is the most important step. 1) Prepare to share your initial findings 2) Share your findings 3) Engage in dialogue about your findings 4) Decide on and take action 5) Monitor the feedback mechanism and adapt as needed Who needs what information when, and how? This question can guide you when sharing your community feedback findings.

10. GROUP exercise Divide into pairs. Take a few minutes to reflect on your own, and then take 5 minutes each to share your experiences. Think of a time when you had to communicate your community feedback or operational social science research findings . Your example may be in the past, or you might think of a project you’re currently involved with. If no example comes to mind, it’s ok to imagine one! Who were you trying to communicate with? (your audiences) What was the main finding or message you wanted to share? What communication products did you use? Why did you decide to use these products? What went well? What would you do differently?

11. STAGE 5 1) Prepare to share your initial findings Draw upon the planning you did in step 1, using these tools: Communication channels Information flows mapping Roles and responsibilities Analytical frame

12. STAGE 5 1) Prepare to share your initial findings Key questions that can help you decide about the most effective way to present your initial feedback findings are: Who needs to see what kind of feedback? What level of detail do they need? How often do they need to see the feedback? In what form do they need to see the feedback? What do your audiences prefer as a format? Do they have any feedback/suggestions?

13. STAGE 5 1) Prepare to share your initial findings “So what?” Identify some preliminary recommendations Strike a balance between being responsive to feedback while remaining open for dialogue Tip: try phrasing your recommendations as questions

14. GROUP exercise What recommendations could you make that give a starting point for further discussion? Finding 1: Frustration about unanswered demands for hand washing stations and soap​. Make a recommendation to address. Phrase as a question. Finding 2: There seems to be confusion and discontent with the current ring vaccination strategy. Make a recommendation to address. Phrase as a question. Finding 3: There are many questions about response strategies and tactics and their effectiveness, including why the response hasn’t changed or been adapted. Make a recommendation to address. Phrase as a question.

15. STAGE 5 2) Share your findings In addition to sharing with your stakeholders , consider uploading onto platforms Ensure that confidentiality and anonymity are protected when sharing findings Be transparent about the methods you used to collect and analyse feedback

16. STAGE 5 3) Engage in dialogue about your findings What could be some “ windows of opportunity ” to discuss community feedback findings and engage in dialogue about actions to take in response to the feedback? * “Windows of opportunity ” are circumstances when the time, place, mood and mindset are set up to meet your particular goals (in this case, successful communication).

17. STAGE 5 4) Decide on and take action When you are having dialogue with the community and your team, ask yourselves the following questions to help you decide how take action: Which topic do we need to address? What kind of action needs to be taken? Who needs to take responsibility for the action(s)? Have those who should act agreed to take action? Is there something that can be done to learn from the feedback for the future?

18. STAGE 5 True or false? It is the responsibility of the teams managing a feedback mechanism to ensure the feedback leads to concrete action.

19. STAGE 5 4) Decide on and take action Document your decisions , recommendations and actions taken : Use an action tracker or your community feedback logbook Include this documentation in your broader operational reviews , action plans and evaluations

20. STAGE 5 5) Monitor the feedback mechanism and adapt as needed Some questions to guide you : Are the feedback channels used ? Have we received sensitive feedback? If the amount of feedback received is low , is it because people do not trust the mechanism ? Who is sharing feedback – and who isn’t ? Are there certain groups of people ( e.g . women , elderly , certain ethnicities or locations) that we are not hearing from ? What are communities ’ views on the process ? Are they satisfied ? Do they feel heard ? Has the feedback led to action? If not, why ? Are people hearing back about the feedback they shared ? If not, why ? Use indicators Don’t forget to identify actions you need to take to improve your feedback mechanism

21. StAGE 6: Closing the feedback loop Why is it important to close the loop in your community feedback mechanism?

22. STAGE 6 Where, how and with whom do we need to close the loop? Where? Internally, with your organisation Externally, with the community How? Whom? Choose communication channels that are diverse and preferred Clearly delegate who is closing the loop with whom Close the loop, even if no action was taken Keep track of how, to whom and when you closed the loop

23. STAGE 6 How can we close the loop with community members?

24. STAGE 6 OPTIONS FOR “CLOSING THE LOOP” WITH COMMUNITIES WHO to share with? Directly with the person who provided feedback With the broader community where the feedback was received WHEN is this important? When the feedback shared was sensitive When the person urgently needs to hear back about a specific issue If there is a need for the person to provide consent to share their contact details When the feedback topic is of interest to the whole community If the feedback was provided anonymously and the response can be shared without potentially identifying the anonymous feedback giver HOW can this be done? Directly contacting the person the way they prefer and is feasible (e.g., in person, via phone, or email) Options include: Updates and discussions during regular activities Community meetings on the topic Discussing the issue on community radio programming Posting signs or posters with the relevant information in public spaces

25. Individual exercise Open Worksheet 1 . Explore the examples and try entering your recommendations from the group exercise on developing preliminary recommendations we did earlier in this session. Open Worksheet 2 . Explore the example and fill in the last several columns about closing the loop. Try filling in the logbook using the group exercise we completed earlier in this session.

26. Summary Stage 5 and 6 of the community feedback cycle are sharing and taking action and Closing the loop . Sharing community feedback findings is the most important step of the feedback cycle, while moving to take action is the most challenging . A response approach that acts on community feedback is more collaborative and respectful of communities , and is therefore more ethical , sustainable and effective. To share and take action on community feedback you’ll need to: 1. Prepare to share your initial findings 2. Share your findings 3. Engage in dialogue about your findings 4. Decide on and take action 5. Monitor the feedback mechanism and adapt as needed

27. Summary Closing the loop means communicating to those who gave feedback about what has been done in response to their feedback. It’s important to close the loop within our organisations and with the community to ensure our accountability. Use tools like an action tracker and a logbook to document how you and stakeholders have responded to community feedback and closed the loop.