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Launch a Performance Review Cycle


What can I learn from this page?

How to launch and manage a Performance Review cycle 

Who is this guide for?

Performance Admins, HRBPs


Create and launch a performance cycle for your organization to include Peer & Upward Feedback, Peer Nominations, and Manager Reviews. 

TIP: Want to include self-reflections? Learn how to launch a self-reflection cycle alongside your Performance Review Cycle

Performance Review Cycle

As an admin, you can create and launch a single performance review cycle with peer feedback, upward feedback, and manager reviews, with the option for peer nominations to allow employees to nominate who will give them feedback when peer feedback is selected.

Peer & upward feedback 

Peers and direct reports give feedback on how an employee is doing and how they can improve.

How it works - both peer and upward feedback: 

  1. Admins create 2 question sets - one for peer feedback, and another for upward feedback. When the manager selects employees to provide feedback on their direct report, the relevant question set is automatically delivered to the reviewer based on where they sit in the organizational hierarchy. 
  2. Admins set the launch and communicated closure dates for managers to select reviewers and for employees to complete requests.

How it works - only peer feedback: 

  1. Admins create 1 question set for peer feedback. When the manager selects employees to provide feedback on their direct report, the question set is delivered to the reviewer. If only peer feedback is selected, only the peer feedback question set will be delivered to all reviewers. 
  2. Admins set the launch and communicated closure dates for managers to select reviewers and for employees to complete requests.

How it works - only upward feedback: 

  1. Admins create 1 question set for upward feedback. When the manager selects employees to provide feedback on their direct report, the question set is delivered to the reviewer. If only upward feedback is selected, only the upward feedback question set will be delivered to all reviewers. 
  2. Admins set the launch and communicated closure dates for managers to select reviewers and for employees to complete requests.

A few things to note:

  • The communicated closure date is not a hard deadline. Managers can continue to request feedback, and employees can continue to complete feedback after this date. 
  • When step 2 of the peer and upward feedback part of the cycle opens (Managers select people to ask for feedback) both managers and performance administrators will have the ability to send the peer and upward feedback requests. 
  • When both peer and upward feedback is included in the cycle, the upward feedback question sets are delivered to the direct reports or any indirect reports of the employee feedback is about. 
  • Peer and upward feedback can be shared along with the review, directly with the subject, but only questions selected to be shared before the cycle launch can be included. 
  • Users providing peer or upward feedback will see a notification for the questions that have been marked as shareable within the feedback forms.
  • To share any collected peer and upward feedback with the subject, a performance administrator must also enable the allow sharing feature in this portion of the cycle. This action does not automatically share the feedback with the employee, but at this point, managers can choose to share the peer and upward feedback with the subject.

Peer nominations

Optional when peer feedback is selected, or when both peer and upward feedback are included in the cycle, you can allow employees to nominate who will give them feedback. 

How it works: 

  1. Admins set the launch and communicated closure dates for peer nominations. 
  2. Employees submit peer nominations that can be a combination of peers and direct reports 
  3. When peer and upward feedback opens, managers can choose to request feedback from the peer nominees selected, other colleagues, or a combination

A few things to note:

  • After an employee submits nominations, the selections cannot be edited by the employee. 
  • We recommend scheduling the nominations to take place before kicking off the next steps of requesting feedback.
  • Employees can nominate after the communicated closure date.
  • There is no limit to the number of nominations that an employee can make. It’s up to the manager to either send the feedback requests to these nominated reviewers or edit the requests and add new reviewers of their choice.

Manager reviews

Managers assess their direct reports, reviewing past performance, and providing suggested areas for future growth. 

How it works: 

  1. Admins create a set of questions for the manager review.
  2. Admins decide which questions can be shared back with direct reports once sharing is enabled. 
  3. Admins set the launch and communicated closure dates for manager reviews. Similar to peer nominations and peer & upward feedback, the communicated closure date is not a hard deadline. Manager reviews can still continue after the communicated closure date. 

How to launch a cycle 

Step 1: Choose your performance units 

Name the cycle and select what performance units to include, choosing from peer feedback, upward feedback, and manager reviews, with the option for peer nominations to allow employees to nominate who will give them feedback when peer feedback is selected.

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Step 2: Add questions

What questions do you want to be included in the performance units you selected for your cycle? You'll add all question sets during this step. A few things to note:

  • Peer & upward feedback should have different question sets, one for peer feedback and another for upward feedback. 
  • The peer feedback template is used if the manager wants to get feedback on how their direct reports are doing as an individual contributor outside of managing people. The upward feedback template is used if the manager wants to get feedback on how their direct reports are doing as a manager. 
  • Admins can always edit the questions, but only while the cycle is in draft state or scheduled. Questions can no longer be edited once the unit goes live. 
  • Only admins can edit the questions, managers cannot edit questions during any part of the review cycle. 

TIP: When adding text links (hyperlinks) to SHAREPOINT articles/documents/files,
be sure to check/test the link. We've been made aware that due to the unique way Sharepoint (and potentially other similar web-based platforms) generate their links, some of their characters/symbols may be interpreted as codes or emojis. This will likely render the link invalid and may result in an error when accessed.   

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Step 3: Select which questions will be shareable

What answers and feedback responses do you want managers to be able to share with their direct reports once they have completed their reviews? Select those questions during this step that will be shared. Not sure which questions to share? Check out our guide

A few things to note:

  • You will still need to enable sharing, which you can do in the Admin settings once the cycle is in session or has closed. 
  • Share settings are configurable for manager reviews, for peer, and for upward feedback individually. 
  • Only the admin can select which questions can be shared and enable share settings for the cycle.

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Step 4: Add employees

Choose which users to include in the cycle. 

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Step 5: Schedule the cycle

In this final step, select a launch date and a communicated closure date for each of the performance units.

  1. Employee nominations
  2. Managers select people to ask for feedback
  3. Completion of feedback
  4. Manager reviews

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We recommend scheduling these events in a sequence, where the previous step ends one day before the next step starts, to create a streamlined and intuitive process for participants, as visualized above. Sequenced scheduling reduces process anxiety and creates clear timeline expectations. Nominations have been submitted when managers go to request feedback, and all requests have been submitted when reviewers are first requested to provide feedback.

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Step 6: Review the cycle

The final step before you select “Create” is to review the Cycle Summary. This step includes all the information you provided during the previous steps in a simple and visual summary. You have the ability to view, preview and edit each step if you find something that needs tweaking after review.

 

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TIP: Send your managers and employees to this article that covers their performance review experience.

How to manage a cycle

As an admin or HR business partner, you have access to in-app dashboards for peer & upward feedback and manager reviews, as well as exports of all nominations, feedback, and manager review data.

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From the in-app dashboards you're able to:

  • Track progress of feedback requested by managers and feedback completed by reviewers
  • View the number of nominations submitted and received by each employee, as well as how many requests have been both requested about and from that individual
  • Easily sort columns to understand how nominations and feedback requests are distributed across your employee population
  • Identify who hasn't yet submitted nominations, requested or completed feedback in order to follow up with them or their manager as the cycle progresses

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  • Search for individual employees to dig into their feedback requests, withdraw any pending requests, or request feedback on behalf of their manager. When you request peer or upward feedback on behalf of the manager, the Requested by field as seen by the reviewer will display the current manager’s name.

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How to enable sharing

In order for feedback to be shareable once it's been completed, you'll need to enable sharing in the Admin settings. You can enable sharing once the cycle is in session or closed.  Click into the Sharing tab and the toggle(s) will be made available. 

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The questions you selected as shareable during the launch design can now be shared by managers, Admins, and HRBPs. To view the questions enabled for sharing, click the Edit Cycle > View Sharing drop down that is available in the top right hand corner of your screen. Not sure which questions to share? Check out our FAQs

Once enabled, feedback and reviews can be shared from the Sharing tab in the cycle by clicking the Share drop down (if you're a manager) or the ellipsis (3 dots) (if you're an Admin/HRBP) and selecting what content to share from the options.
Note there's also a 'Share all' option in the top right hand corner

Manager view:
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Admin/HRBP view:

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How to close a cycle

Your communicated closure date does not automatically close the self-reflection or review cycle. After the due date has passed, employees will still have the ability to submit until you manually close the cycles. 

Close both the self-reflection and performance cycles by visiting each and clicking Edit Cycle > Close Cycle. Once closed, all of the content will become read only and employees will no longer be able to submit or update their self-reflections or reviews.

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Admin Settings 

Admins have the ability to create and manage the configurable details of the performance review cycle at all stages of the cycle. The following configurations are possible when cycles are in draft, scheduled, live, and closed states: 

Draft 

  • Edit cycle
  • Duplicate cycle
  • Delete cycle

Scheduled

  • Download CSV
  • Edit name
  • Edit questions
  • Edit sharing
  • Manage users
  • Edit schedule
  • Duplicate cycle
  • Delete cycle

Live (in session) 

  • Download CSV
  • Edit name
  • View questions
  • Manage sharing
  • Manage users
  • Edit schedule (communicated closure dates)
  • Duplicate cycle
  • Close cycle
  • Delete cycle 

Closed Cycles

  • Download CSV
  • Edit name
  • View questions
  • Manage sharing
  • Duplicate cycle
  • Reopen cycle
  • Delete cycle

Notifications

What's the notification?

Who receives it?

When

Task List

Email 

Participants nominate peers

employees included in cycle

launch date + time scheduled in cycle

🔔

📨

Managers select peer reviewers 

managers of employees in cycle

launch date + time scheduled in cycle

🔔

📨 

Reminder for manager to select peer reviewers 

managers of employees in cycle

7 and 1 day prior to close date

 

📨  

Reviewers complete feedback requested of them 

selected reviewers

launch date + time scheduled in cycle 

🔔

📨 

Reminder for reviewers to complete feedback requested of them 

selected reviewers

7 and 1 day prior to close date 

 

📨 

Managers review direct reports 

managers of employees in cycle

launch date + time scheduled in cycle 

🔔

📨 

Reminder for manager to review direct reports 

managers of employees in cycle 

7, 3, 2, 1 day prior to close date 

 

📨 

Reviewers have completed feedback requested of them 

managers of employees in cycle 

batched email delivered following morning, real-time app notification  

 

📨 


Nominate Peers

Employees receive a notification to nominate peers for feedback. 

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Request Feedback

Managers receive a notification to select reviewers for their direct reports. 

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Managers receive a reminder to select reviewers for their direct reports. 

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Complete Feedback

Reviewers receive a notification to complete feedback.Screen_Shot_2020-10-27_at_7.34.04_AM.png

Reviewers receive a reminder to complete feedback.

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Managers receive a notification that feedback was provided about their direct reports. 

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Complete Manager Review

Managers receive a notification to complete the manager review for their direct reports. 

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Managers receive a reminder to complete the manager review for their direct reports.
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FAQs

I created a test draft and had my direct report submit peer nominations. Where do I see these? 

A manager can see the submitted peer nominations from a direct report when they go to review that employee. This can be done once the peer & upward feedback process launches. There is no notification or approval process before then.

 

Performance Review Cycle Insights

Insights are available for individual cycles to see the distribution of employees by each assessment group. To view insights, navigate to Reviews > Insights and then select the cycle you would like to view from the dropdown menu in the top right of the main page. Please note: For a review cycle to be valid within Performance insights, the cycle will have to contain an assessment group question (Your assessment group question sits within the Manager Review unit).


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Company Overview visualisation

When you select a review cycle, the first graph you see will be your Company overview for that specific cycle.

 

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To Filter by your demographics

Use the group by option in the top right of the page to review your assessment group data grouped by your available demographics (eg. Manager, Department etc).

 

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Resources

Send your managers and employees to our Performance Review Cycle Guide for Managers and Employees article.

Learn about the rationale behind each component of the performance review process (self-reflection, peer and upward feedback) in our Science behind the performance review templates article

 

#Performance #PerformanceReviews #Nominations #Sharing #LaunchPlan/Scheduling



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