The request feedback program is designed to ensure that team members request feedback during a specified timeframe. Generally this program is used to have employees gather feedback for their personal development.
Creating a request feedback program
Go to Programs and select the "Request feedback" option from the "Create new program" list.
The Program name field allows you to identify the specific program as well as communicate to participants what they are expected to do.
Tip: Make the program name specific to the action required, but don't use dates in the title if you're planning to make the program repeating.
This section allows you to choose which template should be used. When an individual follows the link in a program notification, they will be taken to the creation page with the appropriate template pre-selected - making the creation process much easier.
You may also choose whether the selected template is required or suggested. If the template is required, then only feedback completed with the specified template will satisfy the program. If the template is suggested, the template will be pre-populated when an individual goes to the creation page through the notification link, but the program will still be satisfied if it is completed using a different template.
Feedback should be requested between these dates
Feedback programs have a start and end date, so that Programs can track which feedback apply to the specific program. Any survey initiated between the start and end dates that matches the specified program requirements will satisfy the program.
This field allows you to select if the program is a one-time program or a repeating program.
When creating a repeating program, specific options for selecting when the due date will occur in each repeating instance of the program will appear based on the deadline date chosen. Think about this carefully, as the the day of the week or the date of the month may change from month to month.
Note: It is possible to change the create by date for future instances of programs manually, to make sure that each repetition is set for the proper dates.
The participants of the request feedback program are the team members that are expected to request feedback from their peers.
It is possible to select individuals, departments, locations (if enabled), or a variety of smart group options, such as "Managers", "Admins", or "Everyone".
Exclude people or departments
To make sure only the necessary people are chosen as participants of a program, it is possible to select individuals or groups of people to exclude from the program.
Tip: For feedback programs, if using the "Everyone" group, consider excluding specific people that may not be expected to gather feedback, such as the CEO or other executives.
The notifications sections allows you to customize the messaging of the notifications and the schedule for when participants will be sent notifications. Currently all notifications are sent via email. A preview of the notifications is available, however the program must contain all required information for the preview to be activated.
The program description allows you to customize a message that will be included in the notification emails, informing recipients what they are expected to do, and ideally what benefit there is to completing the program.
An optional field called program instructions can be enabled that allows you to specify any special instructions around the process of completing the feedback. The program instructions will also be included in the notification email.
Tip: Include links to any further documentation such as a wiki page that goes into greater detail about the process or includes FAQ.
The notification schedule allows you to specify when and how many notifications will be sent. Notifications will only be sent to participants that have not completed the program requirements. Managers that have already initiated the feedback request will not receive additional program notifications.
Notifications can be added using the "Add notification" button, or deleted using the trash can icon. Notifications can be set before, on or after the deadline date.
When all required fields have been filled in, it is possible to preview the notifications that will be sent out by clicking the "Preview" button.