In Part 2 of Admin Instructions we will cover the following topics:
Encouraging Self & 360 Feedback
Updating Criteria for Next Review Cycle
Encouraging Self & 360 Feedback
Keep Using the Comments. Make sure managers are leaving feedback that shows up on your weekly emails. Having these specifics to reference makes all the difference at review time. Make sure to use both the manager and employee email reminder templates as well. You can adjust the email copy for each, and the frequency of when the email reminders are sent out.
Follow-Up on the Comments in Person. When you get the comments digest emails each week, it is incredibly powerful if people on the senior leadership team and the managers follow-up in person on the feedback throughout the year. Not just stuff that needs to be worked on, but most importantly to recognize with a personal thank you for the good stuff you hear about in Threads. This will reinforce the stuff you want to see and ensure you get more of it.
Reports
On the comparison graphs (accessible in the main navigation), reports can be generated across all employees by selecting all (or picking specific individuals or departments) and selecting which type of report you would like to generate.
For managing review completion, both “Past Due Reviews” and “All Upcoming Reviews” will help to determine if any other communication is needed to certain managers who have not completed reviews yet.
Managers Save & Complete Reviews. When the managers complete the reviews they should mark them as “Save & Complete”. They will get reminder emails from Threads starting a couple of weeks before the reviews are due. This will let you know they are done, but not out to the employee yet.
Release Reviews. Let managers know they can release the reviews to the employees so they can see their scores. For employees with computers it is good to do this a day or two before the sit-down. For other employees, you may not need to do it prior. Just print if off and bring to the discussion.
Sit-Down Discussions. Follow the general format of the review. Overall score, overall message, strengths, areas of improvement and any action items/new things for next year. The review format is set up to create discussion between the employee and manager, so if they have specifics from the comments during the year to reference and follow the review format things should go well. If you want additional training to help out with the discussions, just let us know.
Accepting the Review. Employees can sign off in Threads electronically or sign the paper copy and the manager can upload.
Comparisons Graph with Leadership. Grab a conference room with the owners / senior leadership team and put everyone with completed reviews up on the comparison graph.
Run through the employee list and make sure the scores and where that person is on the Threads graph match your perception. If not, open the review and read or ask questions of the manager. This is your primary way to hold managers accountable for giving an accurate review. Maybe not this year, but at some point compensation / raises should be discussed vs. where they person is at on the Threads graph and in relation to the pay scale for their job title.
Updating Criteria for Next Review Cycle
Edit Job Descriptions for next cycle. If anything needs to change on the job description criteria, make edits for the upcoming year to reflect where the Company needs to go in the following year. The new review forms will update automatically. Make sure employees are aware of any changes to their criteria and the new expectations. See section on “Updating Results Criteria Job Descriptions (Graph Horizontal Axis)” within Admin Instructions Part 1 of 4: Post Setup
Edit Core Values Review Criteria for next cycle. See section on “Updating Core Values and Values Criteria (Graph Vertical Axis)” within Admin Instructions Part 1 of 4: Post Setup
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