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Create a Self-Reflection Cycle

Effectively create, launch, and manage self-reflection cycles to enhance employee growth and performance.

Jared Ellis avatar
Written by Jared Ellis
Updated this week

What can I learn from this page?

Learn how to effectively create, launch, and manage self-reflection cycles to enhance employee growth and performance.

Who is this guide for?

Performance Admin

πŸ“Œ Note: As part of the self-reflection workflow upgrade, we've lost the ability to restore deleted cycles. Unfortunately, this means we can't help if you accidentally delete self-reflection cycles with submitted responses.

Self-reflection is an important part of how employees understand and grow in their jobs. During reviews, they think about what they've achieved, what they've learned, and where they can improve. This helps employees feel heard and can increase how satisfied they feel with the process.

Self-reflections can help your organization in these ways:

  1. In Performance Reviews:

    • You can include self-reflection as part of the review process.

  2. As a stand-alone Development Cycle:

    • You can have a self-reflection cycle on its own, like every quarter.

  3. As a Regular Check-ins:

    • Self-reflection can be part of monthly meetings or check-ins every few months.

Here's how to set up a Self-Reflection cycle:


Step 1: Create Your Self-Reflection

  1. Click Performance > Admin: Self-Reflection Cycles

  2. Click Create Self-Reflection

  3. Name the cycle

πŸ’‘Tip: If you're adding self-reflection to the performance review, run the self-reflection cycle before the review. This way, the self-reflection will be in the employee's profile when the manager does the review.

Step 2: Customize Questions

  1. You can reorder, change, delete, or add new questions to make them fit what you need. Remember, once the cycle starts, you can't edit or remove questions.

  2. You can also turn on and set up manager prompts. These prompts help managers know what to do when they read their employee's self-reflection. It's like a little guide to help them understand what's expected.

πŸ’‘Tip:

  • Remember that the self-reflection process is distinct from the manager review. Manager prompts are just there to help the manager understand their direct report's self-reflection, not to add their own feedback.

  • For rating questions, be sure to include a rating label. Each rating option comes with a suggested label like "very poor rating" or "below average rating." These labels are there to help you. You can use them as suggested or create your own labels.

πŸ“Œ Note: When you add links to SHAREPOINT articles or files, remember to check them in Preview mode. Sometimes, special characters in the link might cause problems, and may be interpreted as codes or emojis. This can make the link not work properly or show an error.

Step 3: Preview

Click Preview to check how the self-reflection looks for both employees and managers.

Step 4: Assign Employees

Click Next to select who will take part in the self-reflection. Here are the different ways to add employees:

  1. Use Filters:

    • You can choose to include all or pick employees by their specific department, manager, or job title. For example, if different departments need different questions, you can create a separate self-reflection cycle for each.

  2. Started Before Date Filter:

    • Use this to automatically add employees who started before a certain date.

  3. Employee Status Filter:

    • Pick participants based on their employee status. If the cycle is a draft, we'll automatically select active users.

  4. Upload a CSV:

    • You can upload a file with a list of employee emails. Each email must belong to an active user.

Step 5: Schedule

  1. Set a Launch Date & Time for when the cycle should go live

  2. Set the Communicated Closure date

  3. Select your Timezone

Step 6: Review the Cycle

On the Review screen you will see an overview of your cycle schedule and any communications and notifications that will be sent.

Step 7: Launch Cycle

Finally, click Finish. You can still edit the self-reflection if the start date is in the future. It will start automatically on the date you set.

Notifications

Communication Topic

Recipient

When

Task List

Email

Cycle launch

Any user

real-time

βœ“

βœ“

Reminder to complete (7 day remaining)

Any user

7 days prior

βœ“

Reminder to complete (1 day remaining)

Any user

1 day prior

βœ“

Direct report submits self-reflection

Manager

real-time

βœ“

Comment provided by manager or direct report

Manager / direct report

within 1 day

βœ“

πŸ“Œ Note: With the latest Self Reflections 2.0 workflow update, there is the option to switch off cycle communications. If you want to disable these communications, simply reach out to our Culture Amp Support team via email: support@cultureamp.com or ask to speak with a support specialist during your chat conversation.

Invitation

Reminder

Duplicate Your Self-reflection Cycle

We know that you have different question sets designed for different audiences or times of the year and recreating those can be a hassle. You can duplicate any prior self-reflection or evaluation cycle's question set, regardless of whether that cycle is in draft, live, or closed. Simply select Duplicate Cycle from the cycle's dropdown menu.

πŸ’‘ Tip: If you'd prefer to access Culture Amp's best practice question set for either self-reflections or employee evaluations, simply create a new cycle and you'll see those questions by default!


FAQs

I accidentally deleted my cycle. How can I recover it?

Unfortunately, with the self-reflection workflow upgrade, we can no longer restore deleted cycles. If you accidentally delete a self-reflection cycle with submitted responses, we won't be able to recover it.

Can I add users after I launch the self-reflection cycle?

Yes, you can add new people even after the cycle has launched. Just go to the Admin view (Performance > Admin: Self Reflection > Edit Cycle > Edit Participants). When you add someone new, they'll get an email and a notification in the platform.

Can employees submit their self-reflection after the end date?

Yes, the end date is considered a soft close. Employees can still submit until the cycle is manually closed.

Can employees edit their self-reflection after they submit?

Absolutely! Employees can now edit their own self-reflections anytime during the live cycle.

How does the cycle work with now-deactivated participants?

If someone is deactivated, they stay in the cycle but with a deactivated icon status next to their name, and their manager can't see them anymore.

To take them out of the Self reflection cycle, you have two choices:

Option 1 (Remove All):

  1. Go to the Participants page.

  2. Uncheck the deactivated participants.

  3. Make any change to activate the Save button, such as toggling the selection of another participant.

  4. Click Save to remove all deactivated participants.

Option 2 (Remove Some):

  1. Visit the Participants page.

  2. Choose Deactivated from the Employee Status drop down.

  3. Tick the boxes next to the ones you want to keep in the cycle.

  4. Click Save to take out the ones without a tick.

What happens if a manager changes during the cycle?

If the employee has already submitted a self-reflection:

  • The old manager stays in the cycle, even if there's a new manager now. This helps keep things consistent.

  • The new manager can still see their self-reflection in their Direct Reports view.

If the employee hasn't submitted their self-reflection yet:

  • The new manager will be shown in the cycle.

Which self reflections can a Perform HRBP see?

Perform HRBPs can view all self-reflection cycles in the Admin view, but they'll only see information from cycles that include participants from their assigned department(s) within their Perform HRBP permissions.

How are managers assigned in Self-reflections?

In Self-reflections, manager assignments work as follows:

  • Validated Hierarchy: If you have a validated hierarchy, Self-reflections will use this to determine a user's manager.

  • Fallback Option: If you don't have a validated hierarchy, Self-reflections will use the "Manager Email" demographic mapped on the Performance & 1-on-1 configuration page as a fallback. This mapping is handled by our support team when you first set up performance on your account. The configuration page is visible only to Culture Amp Support, not customers. If you need assistance confirming which demographic is mapped, simply reply with "Ask a Person" in a Support Conversation to speak with a Product Support Specialist.


πŸ’¬ Need help? Just reply with "Ask a Person" in a Support Conversation to speak with a Product Support Specialist.
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