Beyond Surveys: Transforming Team Feedback with Learning Circles
- Kevin Davis
- 6 days ago
- 6 min read
"The best way to find yourself is to lose yourself in the service of others." – Mahatma Gandhi
What You'll Learn
Tired of Surveys That Don't Drive Change?
We've all been there. Another feedback survey lands in your inbox. You dutifully complete it, perhaps even sharing candid thoughts about team challenges. Weeks later, nothing has changed. The data sits in a spreadsheet somewhere, and everyone continues with business as usual.
Traditional feedback methods—annual surveys, suggestion boxes, even many performance reviews—suffer from a fundamental problem: they collect information but rarely create meaningful learning experiences that drive behavioral change.
What if there was a structured, dedicated time for your team to learn together, where each person walks away with new tactics to improve their work? This is exactly what Learning Circles provide (Atlassian).
What Is a Learning Circle?
A Learning Circle is a facilitated group learning session where team members gather to share knowledge, discuss challenges, and develop practical solutions together. Unlike traditional feedback methods, Learning Circles aren't about pointing fingers or creating action items for management. Instead, they create a collaborative environment where everyone learns and grows together.
This approach shifts the focus from "here's what's wrong" to "here's how we can all improve," fostering a growth mindset across the team.
Why Learning Circles Work When Surveys Don't
Traditional feedback methods often fail for several key reasons:
They create one-way information flow - Data flows up to leadership but insights rarely cascade back down
They lack context - Numbers and ratings don't capture the nuance of real workplace challenges
They separate feedback from action - The people identifying problems aren't empowered to solve them
They trigger defensiveness - Traditional feedback can feel like criticism rather than opportunity
Learning Circles address these limitations by:
Creating multi-directional learning - Everyone contributes and everyone benefits
Providing rich context - Stories and examples illuminate challenges better than ratings
Connecting insights to action - The people discussing problems immediately work on solutions
Establishing psychological safety - The focus on growth reduces defensiveness
Research from Ernst & Young shows that 90% of companies face problems so complex that teams are essential to solving them. At the same time, productivity increases are at their lowest in 30 years (Deviniti). We need new approaches to team development, and Learning Circles offer a practical solution.
How to Implement Learning Circles on Your Team
Implementing Learning Circles isn't complicated, but it does require thoughtful preparation. Here's how to get started:
1. Select Topics That Matter
The most effective Learning Circles address real challenges your team is facing. Topics might include:
Recent project challenges and lessons learned
New skills needed to meet changing demands
Interpersonal dynamics affecting collaboration
Process improvements to increase efficiency
The key is selecting topics where collective learning would benefit everyone. Ask team members what challenges they're facing or what skills they'd like to develop.
2. Choose the Right Facilitator and Presenters
Each Learning Circle needs a facilitator and 1-2 presenters. The facilitator might be the person initiating the Learning Circle or a subject matter expert. Presenters should be selected based on their expertise or their desire to learn and share (Atlassian).
The facilitator's role is critical—they create a safe environment for open discussion and ensure the session stays productive. This doesn't have to be a manager; sometimes peer facilitation works best.
3. Establish Ground Rules
Clear ground rules create psychological safety for open dialogue. Consider these essentials:
No interruptions when someone is speaking
What's shared in the session may be shared externally, but not attributed (Chatham House Rules)
Focus comments on behaviors or impact, not personal characteristics
Clarify whether real-time questions are welcome or if Q&A should wait until the end
These rules help prevent the session from becoming personal or confrontational.
4. Structure the Session
An effective Learning Circle typically follows this format:
Opening (5-10 minutes)
Welcome participants and explain the purpose
Review ground rules
Introduce the topic and its relevance
Presentation (15-20 minutes)
Presenter(s) share what they've learned about the topic
Include sources of information and personal experiences
Focus on behaviors and approaches, not people
Interactive Discussion (30-40 minutes)
Small group brainstorming
Sharing of experiences and perspectives
Analysis of examples and case studies
Collaborative problem-solving
Action Planning (10-15 minutes)
Individual reflection on key takeaways
Commitments to applying new insights
Planning for accountability and follow-up
Closing (5 minutes)
Summary of key learnings
Preview of next Learning Circle
Appreciation for participation
5. Follow Up and Reinforce
To maximize impact, consider running Learning Circles on a biweekly or monthly basis to build a peer mentoring program. Successful programs often include participants from similar seniority levels but different business units, with a more senior facilitator (Atlassian).
After each session, document key insights and commitments. In subsequent meetings, begin by reviewing progress on previous commitments before diving into new topics.
From Fearful to Fearless: The Transformation of Team Feedback
At Phoenix Performance Partners, we've witnessed remarkable transformations when organizations shift from traditional feedback methods to learning-focused approaches.
One healthcare organization we worked with had tried multiple employee engagement surveys over several years, with minimal improvement. Team members were hesitant to share honest feedback, fearing repercussions. When the organization implemented monthly Learning Circles, participation skyrocketed. Why? The focus on collective growth rather than individual criticism created psychological safety.
Within six months, the team had addressed longstanding process issues, improved communication practices, and developed new skills—all through peer-led learning. The CEO noted that they learned more from these sessions than from years of surveys.
Common Challenges and Solutions
While Learning Circles are powerful, implementation isn't always smooth. Here are common challenges and how to address them:
Dominating Voices
Use techniques like "round robin" to ensure everyone speaks
Implement a "token" system where each person has limited opportunities to comment
Empower the facilitator to gently redirect conversation
Surface-Level Discussion
Prepare thought-provoking questions in advance
Use the "five whys" technique to dig deeper
Share vulnerable examples to model depth
No Application of Learning
End each session with specific commitments
Create accountability partnerships
Begin following sessions with progress updates
Scheduling Difficulties
Rotate meeting times to accommodate different schedules
Record sessions for asynchronous participation
Consider splitting into smaller circles with different meeting times
Learning Circles: The Heart of Transformational Culture
At their core, Learning Circles embody transformational leadership. They shift focus from fear-based feedback (where people are afraid to be honest) to love-based growth (where people support each other's development).
This approach aligns perfectly with our core belief at Phoenix Performance Partners: that exceptional cultures arise when leaders generate a focus on a higher purpose. By creating structured opportunities for teams to learn together, you demonstrate your commitment to their growth and development.
Remember that commitment is what drives real change. As Johann Wolfgang von Goethe wisely noted:
"Until one is committed, there is hesitancy, the chance to draw back, always ineffectiveness. Concerning all acts of initiative (and creation), there is one elementary truth the ignorance of which kills countless ideas and splendid plans: that the moment one definitely commits oneself, then providence moves too."
Commit to creating a learning culture on your team. Start with a single Learning Circle and watch how it transforms not just what your team knows, but how they interact, collaborate, and grow together.
Try This Today
Identify one challenge your team is currently facing
Schedule a 60-minute Learning Circle for next week
Ask for 1-2 volunteers to research and present on the topic
Share the ground rules in advance
Facilitate the session with a focus on collective learning, not blame
End with specific commitments to apply new insights
Your team already has the wisdom and experience to solve most challenges they face. Learning Circles simply create the structure and safety for that wisdom to emerge.
Did You Find This Learning Circle Approach Valuable?
This concept was shared during one of our Interchange sessions, where CEOs regularly exchange practical wisdom.
Join The Interchange: Where CEOs Find Clarity Through Community
Leading through uncertainty doesn't have to be a solitary journey. The Interchange brings together a community of mission-focused CEOs who value integrity, humility, and personal growth.
This monthly gathering provides a confidential space where you can:
Process complex leadership challenges with peers who understand the unique pressures of the role
Gain diverse perspectives from leaders across industries and sectors
Develop practical approaches to your most pressing organizational issues
Build meaningful relationships with fellow leaders committed to transformation
Unlike typical networking groups, The Interchange focuses on substance over status. Our CEOs are united by their commitment to purpose-driven leadership and their desire to become the best versions of themselves.
Join a community where vulnerabilities are strengths, questions are welcomed, and every leader is both teacher and student.