TOSOG

1. Purpose

The purpose of this policy is to establish a structured and constructive process for giving, receiving, and acting on feedback within TOSOG. Actionable feedback supports continuous improvement, accountability, professional growth, and high performance across all levels of the organization.

2. Scope

This policy applies to all employees, contractors, supervisors, managers, and leadership of TOSOG, across all departments and operational sites.

3. Guiding Principles

All feedback at TOSOG must be:

• Respectful – Delivered professionally and without personal attacks

• Specific – Focused on observable behaviour or outcomes

• Actionable – Includes clear steps for improvement or reinforcement

• Timely – Provided as soon as reasonably possible

• Balanced – Recognizes strengths as well as areas for improvement

4. Types of Feedback

4.1 Positive Feedback

Acknowledges effective performance, good behaviour, or successful outcomes and reinforces desired standards.

4.2 Developmental Feedback

Identifies areas where improvement is required and provides guidance on how to improve.

4.3 Corrective Feedback

Addresses performance, conduct, or compliance issues that require immediate attention and corrective action.

5. Feedback Process

All actionable feedback must follow the S.A.F.E. Model:

Step 1: Situation

Clearly describe the specific situation or task where the behaviour occurred.

Step 2: Action

State the exact behaviour or action observed, using factual language.

Step 3: Feedback Impact

Explain the impact of the action on safety, quality, timelines, costs, or team performance.

Step 4: Expected Outcome

Define what needs to change, improve, or continue, including measurable expectations where possible.

6. Responsibilities

6.1 Managers and Supervisors

• Provide regular, structured feedback to team members

• Document corrective feedback and agreed action plans

• Follow up to confirm improvement or resolution

6.2 Employees and Contractors

• Receive feedback openly and professionally

• Seek clarification where needed

• Implement agreed actions within the specified timeframe

6.3 Senior Management

• Promote a feedback-driven culture

• Ensure consistent application of this policy

• Review escalated or unresolved feedback cases

7. Action Plans and Follow-Up

• All developmental and corrective feedback must include an action plan

• Action plans must specify:

  • Actions required

  • Responsible person

  • Deadline for completion

• Managers must conduct follow-up reviews within agreed timelines to confirm progress or closure

8. Documentation

• Formal corrective feedback must be recorded and retained in accordance with TOSOG’s record-keeping policies

• Informal feedback may be verbal but should be documented if repeated issues occur

9. Escalation

If feedback-related issues are not resolved:

1. Escalate to the next level of management

2. Refer to HR or Compliance where applicable

3. Apply disciplinary procedures in line with company policy

10. Non-Retaliation

TOSOG strictly prohibits retaliation against any individual who provides or receives feedback in good faith. Any form of victimisation will be treated as a disciplinary matter.

11. Training and Awareness

• All managers must receive training on delivering actionable feedback

• Employees will be educated on how to receive and apply feedback constructively

12. Review of Policy

This policy will be reviewed periodically to ensure alignment with operational needs, labour legislation, and best practices.