So your company is conducting 360 degree reviews using Small Improvements? Here's a brief overview of the process. It's not very difficult, and emails will guide you. But if you'd like to see how things work, read on!
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- Process Overview
- Part 1: Invitation to get started
- Part 2: Nominate your reviewers
- Part 3: Invitation to provide feedback to others
- Part 4: Providing your feedback
- Part 5: Receiving your feedback
360 degree feedback (or "peer feedback") means that employees can receive feedback from coworkers and from managers, and managers can get feedback from their direct reports too. This means the feedback is more democratic than if just the direct manager had provided it.
The default process looks like this:
- HR defines who gets reviewed, and informs you about it.
- You nominate their reviewers.
- Your manager approves (or modifies) your reviewer selection.
- Your reviewers write their feedback about you (and you write feedback about them)
- Feedback gets delivered! Either to you, to your manager, or to both of you.
The details of the workflow can be configured by your HR team, so things vary from company to company. Depending on the settings, Small Improvements always keeps you in the loop by sending you emails, telling you what to do when.
Part 1: Invitation to get started
After someone one of your HR Admins has set up a 360 process the system, an email will let you know that the 360 degree cycle is beginning, and that it's time to nominate your reviewers. The mail looks something like this:
Click the link in the mail, and it will take you to a page that lets you nominate your reviewers.
If you simply log in and access the homepage, the task overview will also tell you to nominate reviewers:
Part 2: Nominate your reviewers
The important part is the "Who should give you feedback?"-field. This is where you nominate your reviewers, simply by typing their names into the field provided. A list of reviewers will build up and once you're done- Simply click the "Complete nominations" button.
Your manager will get notified in time to approve your list. Maybe they will approve it as is, and maybe they will modify it. You can also still modify the list, but only up until your manager approves it.
Once approved by your manager, the selected reviewers will get notified by automatic email to provide feedback about (or for) you.
The whole nominations process looks like this:
Part 3: Invitation to provide feedback to others
While you were nominating your reviewers, other people have nominated you as their reviewer. Once approved by their managers, you will get an invitation email, explaining who you should provide feedback to.
Here's an example of what a mail you may receive might look like:
You can also always use the Small Improvements homepage to see your upcoming tasks, like providing feedback to others:
In this sample you see the to do list. You can click the "provide feedback" button for each person- Or if you don't want to provide feedback, click the downward facing arrow to reveal a "decline" option.
Also, if you have already been working on feedback and saving as you go, you have "Done" shortcut within the drop down as well, allowing you to release the feedback to the reviewee (depending on the feedback release schedule your HR Admin has defined)
Part 4: Providing your feedback
After you've clicked the link in the mail (or on the homepage), you will get taken straight into the 360 degree feedback screen.
Below is an example of the Questionnaire you'll see:
For instance, the process to provide feedback about Sarah could look like the following animated gif. You get to write feedback in response to questions defined by the HR Admin who kicked off the 360 process, and you get to see some additional information like who will be able to see the feedback, and when your feedback will become available to the recipient.
Save vs Done: As you can see, there are two major buttons near then end of visualization of writing feedback above. The "Save" button will become active once you've written some text, but only the "Done" button actually ensures your feedback gets delivered the recipient when the time is up. If your HR Admin has defined a "release date" for the feedback, then clicking "done" will not make your feedback available instantly, it will get delivered on that date. If your HR Admin has elected to have the feedback released immediately, or if there was a defined released date and it has passed already, your feedback will be visible to the recipient instantly.
Using the resources tab: Depending on your working relationship with who you will be giving feedback to, you can take advantage of past feedback and objectives. Visibility into these is all defined on what was share with you, which is often defined by reporting structure.
After indicating you are done and ready to share (from the feedback form), you are taken back to the your homepage with your to do list. You'll see that the "open" to do items are always at the top, so you can easily start or continue working on them.
Part 5: Receiving your feedback
Now it depends on how your HR team set up the feedback cycle. If they defined that feedback only goes to your manager, your manager will incorporate the feedback for you into your next performance review.
But if HR set up the 360 degree cycle so that feedback goes out to the recipients too, you will receive a mail on the release date. You can also always navigate to your 360 overview page, and browse your (old) feedback on the "Them about you" tab.
Depending in how your HR team set up the process, the feedback may be anonymous or not. If it's anonymous, the feedback gets presented to you in randomized order. The first response to the first question is not necessarily by the same person who wrote the first response to the second question! In case HR made the feedback very anonymous, the feedback by each reviewer may get get split up per paragraph, and the paragraphs get shuffled around, so it's impossible to know who wrote what. This protects the anonymity of the reviewers, and thereby leads to more honest feedback. But it really depends on how HR configured the system.