1. VASSP Ten Top Tips ~ Difficult Conversations with staff
Victorian Association of State Secondary Principals

2. General Tips on School Culture Around Feedback
Establish school’s protocols and procedures around feedback
Be clear on agreed behaviours, developed with staff input
Have regular conversations around expectations and roles
Establish the 4Ps process for discussions: permission, parameters, purpose, process ( ref. Roger Dingle)
Feedback that isn’t linked to goal setting is just information; without trust and support it is just noise.

3. 1: Be prepared
Have all facts at your disposal – data, complaints, advice (from Conduct and Ethics, VASSP or VGSA 2008 and its Implementation Guide if necessary)
Plan your comments - but don’t read from a script
Use reference material such as E5, PoLT, VIT standards, P&D Culture
Cover the points you want covered.
Think about possible questions you may be asked and discuss these with a colleague. Rehearse/role play prior to meeting.
Set up the room as you would like it, for all to be comfortable
Know the person you are talking with – i.e. individual approach.

4. 2. Choose how you will broach the subject with staff member
Have an appropriate time and place for meeting
Don’t be rushed

5. 3. Decide who will be at the interview
Who will be with you?
Offer same opportunity to staff member
Define their role
It may be one person both parties are happy with

6. 4. Keep focused and on task
Have an agenda / plan
Be clear about the aim, expectation, outcomes and next step of the meeting
Plan questions / dot points for response
Avoid deflections – acknowledge peripherals, but go straight back to the issue

7. 5. Stay emotionally controlled
Understand you can’t control someone’s response
Don’t engage in the emotion
Hold meeting well after an incident so it is not so emotional
Recognise that this meeting may be uncomfortable for both

8. 6. Listen actively to the person’s opinion
Try to give person ownership of issue and solution
Provide an opportunity for the person to speak their mind
Reflect on their opinion

9. 7. Recognise when to hand over to the next level
Should an Assistant Principal or Principal be involved?
Is this a case for Unsatisfactory Performance or Misconduct?
Would a support group be of help?
Is counselling necessary?

10. 8. Have pro formas for regular feedback as part of normal processes
Put positives on paper regularly
Distribute questions prior to discussion
What is going well for you?
How can I help?
How am I going?
What can I do better?

11. 9. Keep clear notes Restate what has been agreed at meeting
Have a written summary and any other documentation collated
Share notes – both parties have a copy

12. 10. Invite a follow-up meeting if desired / necessary
Enables debriefing
Where to from here?
Encourage staff member to seek feedback from others if appropriate
Developed by VASSP Committee February, 2010