Is “Ask for Feedback” right for your organization?
It is if you need a fast, flexible method for gathering performance feedback from those outside of the formal evaluation process. This feature enables a manager to get a more comprehensive view of their employees which adds greater perspective and objectivity into the assessments. With a click of a button, a manager may solicit feedback from anyone that has a valid email address, both within the organization and externally. As soon as the recipient replies, the feedback is available for the manager to use within the performance appraisal in the Supporting Information pod.
Things to consider before enabling “Ask for Feedback”
Does your route map have “Start of Review” enabled on the first step? This checkbox makes Team Overview available for managers and is where “Ask for Feedback” is initiated.
Team Overview is also where the manager tracks the feedback requests: the number of requests sent, the request recipients and the status of each request.
Do the majority of the organization’s employees have email addresses? Email is the vehicle used to request and provide feedback so only those with a valid email address may participate.
The feedback provider will not have access to the performance form. Without visibility to the objectives and competencies that an employee is being evaluated on, the feedback provider may be providing comments that are not relevant to the evaluation.
“Asking for Feedback” is not limited to the manager role. Any role contained in the route map with access to Team Overview may be request feedback. Matrix managers, HR managers, and next level managers that are part of the review process may request feedback from others as well.
“Asking for Feedback” does not slow down the review process. When configuring the form, the feedback period is set to determine the timeframe for sending and receiving feedback requests. This means feedback may be requested in steps before the form lands in the manager’s inbox. In addition, the manager may make multiple requests and the form does not get “stuck” in a step until the feedback is received.
Up to 30 internal and/or external feedback requests may be initiated. Each non-employee role from the route map may send out 30 requests. In addition, feedback may be requested from the same user multiple times as long as it occurs on separate days. This is helpful later in the year if the manager would like additional comments from someone that replied earlier in the process.
Once the feedback request is sent, if cannot be recalled. The email goes out instantly, so exercise caution when selecting feedback providers. If the email request is sent to someone in error, it can’t be retrieved.
It is not possible to delete any feedback that has been received. Upon submission, all comments are immediately available on the Team Overview page and within the Supporting Information pod within the performance form.
If feedback is not received, it will not stop the performance form from moving forward. There simply won’t be any feedback in the Supporting Info pod.
You may decide to allow employees to view the feedback. Based on your organization, transparency to the feedback may be encouraged. Typically if employees have access to the feedback, it is during the one-on-one meeting and signature steps.
Feedback is not anonymous. All feedback includes a date stamp and the feedback provider’s name. If you enable employees to view the feedback on their form, be aware that they will know who provided the comments.
As you can see, there are not a lot of downsides to configuring this option. “Ask for Feedback” provides a manager with an additional avenue to gather information in order to conduct a more thorough performance review without adding complexity to the process.
At a later date, I will illustrate how to configure this feature, so please check back.