Reviews for Admins

7Geese Reviews overcomes many of the shortcomings associated with traditional performance reviews. Employees and managers using 7Geese Reviews implement better performance management best practices throughout the year. 7Geese Reviews creates a context-rich report, with the employee’s objectives, feedback, 1-on-1s and recognition automatically included, so employees are incentivized to spend less time filling in forms and more time using the rest of our powerful performance management features, in order to continuously learn and grow.

This article will show company leaders, HR admins, managers, and department leaders:

  • How to launch a new Review
  • How to create Review Question Templates
  • How to see Progress and results
  • How to Manage review groups

Admins enabling Reviews for your network

You can enable Reviews by going to 'Org Settings' -> 'Reviews.' Here you can choose to show Reviews in the navigation bar to your network. You can also set up and test Reviews before making it visible to all users in your network. Participants will get email notifications when you launch a review.

Screen_Shot_2018-05-25_at_15.06.47.png

 

How to launch a new Review

1. Start by going to the 'Launch new review' tab.

In the first area, you create a title for your Review and determine the Review Period (the time period you are reflecting upon as a company).

2. Select your Participants.

You can include everyone, single departments, individual team members, or exclude people and departments.  

You can also include/exclude employees by their hire dates. Hire dates must be added to 7Geese in order for this to work. They can be bulk added to your 7Geese network by Support - reach out to your support representative in order to do this. Hire dates can also be set per individual user via their profile page.

Participant_selector.png

You can export the participant list, in order to check all participants are accurate. You will be emailed with a CSV file.

 

3. Select a Question Template from the drop down

Question_Template.png

4. Select your review Stages.

You have the flexibility to say what the workflow stages are in your Review. You can select and deselect which stages to include.

You can edit the existing review stages workflow (Employee Submission, Manager Submission, Skip-Level Approval, Admin Approval, 1-on-1 discussion), the name of the workflow steps, the questions in the workflow, and the 1-on-1 template by clicking in the respective areas.

 

If you need to step away from your template creation, you can Save and continue later:

 Screen_Shot_2018-07-26_at_15.48.47.png

This will create a draft template that you can come back to at any time in this section here:

Screen_Shot_2018-07-26_at_15.50.01.png

Note: only the creator of a review draft can edit and continue with that same draft. We currently do not support multiple admins editing the same draft.

5. Response Visibility

By default, the employee, direct manager and admins with content visibility can see responses. You can turn on/off whether an employee's management tree has visibility to review responses as well.

6. Manage Advanced Review settings

Managers can begin input before the employee has submitted their review

By default, 7Geese allows managers to begin their input into their direct report's review before the employee has submitted their input. This gives managers the time they need to input into employee reviews and come back to them to finish them off, once the employee has finalized and submitted their own review. Employees cannot see any manager responses at this stage.

By turning this setting to 'no', managers will not be able to begin their input into their direct report's review until the employee has finalized and submitted their review.

Managers can finalize and submit their input before the employee submission

7Geese recommends allowing managers to submit their input only once the employee has submitted their input. This ensures that managers are aware of all review answers and edit to answers made by their direct reports, before they submit their own review.

By turning this setting to 'yes', managers will be able to submit their review input before their direct report has inputted, meaning managers may not have the full context of their direct report's answers.

Sharing finalized review with the employee

7Geese recommends allowing the manager to decide when to share the employee's completed review with them. This is best practice as for any sensitive performance reviews, managers may choose not to share the review before the 1-on-1 meeting and want to discuss it in-person first. When scheduling the 1-on-1 reviews meeting, 7Geese provides managers with an option to either share the review before or after the 1-on-1 meeting.

As an admin, you can change this setting globally so that all employee reviews are always shared with them before the 1-on-1 meeting with their manager, or always shared with them after the 1-on-1 meeting.

7. Launch Review

Verify your Review title, Review Period Dates, Participants, and template options are as you would like them. If you see a message about participants being unable to complete their review due to not having managers or skip level managers, Review and assign the managers here:

When you are ready, click Launch review process!

 image__48_.png

How to create Review Question Templates 

Question Templates are constructed in the 'Question Templates' tab. Here you can edit existing templates, or make a copy of existing templates and rename them. 

When you are building out the questions in your Question Template, you have the flexibility to decide how to receive the inputs to your questions. We offer the following inputs:

 image__42_.png

Opinion scale (Rating), Yes/No, Number scale, Multiple choice (Checkbox/Radio), and Text

 

You can also add descriptions to your questions to add additional support.

image__43_.png

You can select who answers which questions if both your employee and manager are not answering the same set of questions.

You can denote which questions are mandatory and mandatory to whom (employee, manager or both).

image__47_.png

You can insert new questions (topics) or sections for questions by hovering over the edge of an existing question and clicking here:

image__44_.png

Or by click on these options in your existing template:

 image__45_.png

A performance activity is where all your team member’s activities from 7Geese are pulled. You can select from the following to enhance your Review conversations and decisions:

Objectives, Feedback, Recognition, 1-on-1s

image__22_.png

For the Objectives list, you can select which columns to display in the Objective performance activity. Currently, we show Title, Status, and Progress. You can also turn on showing the 'relative weight' of the Objective if you have weighted OKRs.

image__46_.png 

Note: when you're specifying a time period for reviews, the time period will include objectives that meet one of the following conditions:

  1. have a start date and due date that are contained within the review period
  2. have no due date and are still open
  3. have a start date somewhere in the review period and are closed

Additional custom options for Question Templates are available and listed here. Reach out to your dedicated Talent Management Advisor or email support@7geese.com to have these options enabled for your template.

  • You can determine up until which point in the workflow responses are editable   

How to Manage review groups

To manage your Review Groups or Cycles, those either in action or completed, you can manage them in the Manage review groups tab:

Manage_Review_Groups.png 

Actions you can do in this tab include:

  • Deleting Review Groups
  • Managing review participants
  • Selecting the correct Review Group to view Progress and Results

Managing review participants enables Admins to assign missing Managers, Skip Managers or Admins to team members Reviews:

 image__27_.png

By clicking on the Review title, you are taken to the Progress and results tab for further management of that specific Review group.

How to see Progress and Results

If you landed here by clicking on the Review title from Manage review groups, you will see the Progress and results for that Review group. If you landed in Progress and results by clicking on the Progress and results tab, ensure you are looking at the right Review group by selecting from the drop-down menu:

image__28_.png

As an Admin, in the Progress tab you are first filtered by the whole organization, but can select departments or specific team members by starting to type in the Filter by box:

 image__29_.png

Once you have selected the group of reviews to look at for progress and results, you see a percentage completion bar for how many team members have completed each step in the review workflow.  

Below that, you see the progress table, where you can see details such as the Manager, who the review is currently assigned to, and which step in the workflow each review is currently in.

If still filtered by the whole organization, click on # people beside the department name to view the team members in that department.

To view a team member’s review, click on their name.

As an Admin, you have the following options for each team member’s review and to action these, check the box beside the team member’s name, then click the Select an action drop down menu:

  • you can send them a reminder (with a customized message)
  • move their review forward or backward a step
  • assign a stand-in manager (allows a different manager to complete the review compared to the reporting structure based on the Org Chart eg. Team member moves to Team B but Team A Manager needs to conduct the review, even though Team B Manager is now the new permanent Manager) 
  • remove them from this Review group

image__30_.png

When searching for an individual, if they aren’t already a part of that review, you can easily add them to your review.

image__49_.png

* If you are unable to see certain Reviews for individuals or departments, you may not have the correct content permissions to do so. You can go to https://app.7geese.com/admin/permissions/ to reference what your permissions are and here is additional information about admin permissions available: Admin Permissions

There are additional actions you can perform in the Progress and results tab for the whole group by selecting Actions drop-down menu in the top right-hand corner. These actions include:

  • Remind assignees
  • Add participants
  • Export Data
  • Delete review  

 image__31_.png

In the Results and data tab, you see the responses to the rating and yes/no questions asked in the review by both the Team Member and the Manager. You can search for the questions in the drop-down menu or click on the question to the left or right.

 Pasted_image_at_2018_05_10_01_59_PM.png

{We are working on adding the remain question input types to this table so stay tuned!}

Finalizing a Review post 1-on-1 stage

If your review includes the 1-on-1 stage as the final stage of the review process, how does the review get fully finalized?

By default, if the manager finalizes the 1-on-1 stage, then the review will be automatically finalized.
 
If the employee finalizes the 1-on-1, the default permission is that they aren’t allowed to finalize the entire review fully, so the review will stay in the 1-on-1 state until an admin or manager finalizes it (from the review page or via the 'Progress and Results' page by moving the review forward). But also by default, the 1-on-1 meeting template used in Reviews are set to only allow the manager to finalize, so that state is only possible if you’re using a 1-on-1 template that allows the employee to finalize.
 

Managers and Department Leaders Launching Reviews

Admins can allow managers and department leaders to launch reviews only for their direct reports and/or departments.

To enable this, go to Org Settings --> Reviews and enable the option for managers and department leaders to be able to launch reviews.

Org_Settings_--__reviews.png

A manager or department leader can then:

  • Launch a new review but only for employees in their reporting tree or employees in departments they lead (or the departments themselves)
  • Add additional participants to that review once it's launched (from the Progress and results tab), but again, only the same set of users as above
  • See reviews on the 'Manage review groups' tab, but only those they have launched, not ones launched by other people or Admins.
  • Delete a review they have launched

Admins will not be able to see draft reviews created by managers or department leaders as currently, only creators of a draft are able to edit a review draft. However, admins can see the progress and results of the overall review once it has been launched, and assign missing managers or move individual reviews forward or backward etc.

Employee and Managers Guide for 7Geese Reviews

Below is an outline of a generic performance review workflow and the stages it incorporates, in 7Geese. Note: this may change depending on how a Review is set up at your company!

Reviews_workflow.png

  1. Employee Submission: your opportunity to comment and input on your accomplishments over the period of time your review is for
  2. Manager Approval: your opportunity to add context about the employee's efforts and outcomes they have achieved
  3. Skip-level Approval: managers up the management tree have the opportunity to review and ensure equity across all Reviews
  4. Admin Approval: a final stage of approval to ensure the technical part of the Review process is working correctly
  5. 1-on-1 Stage: the employee's opportunity to debrief with their manager and make action plans

Employee Submission

Step 1: View my review

Go to 7Geese and log-in! Right on the homepage, you will receive a prompt that 1 Review has been assigned to you. Click 'View my review' to get started!

employee_submission.png


Step 2: Complete your Employee Submission

All your Objectives, Recognitions, Feedback Requests, and 1-on-1s will be pulled into the Review, if that is how the Admin has set up your Review at your company.

As an employee, you get to select which Feedback Requests and 1-on-1’s to include in your Review.

Answer the question you see throughout the Review - some will be open text, others multiple choice, rating or ranking.

Objectives that meet one of the following conditions below will be pulled in to the Review as per below:

  1. have a start date and due date that are contained within the review period
  2. have no due date and are still open
  3. have a start date somewhere in the review period and are closed

Objs_reviews.png

All your Recognitions, either given or received, will pull through, too! They will appear like this:

Recogs_widget.png

As you go through your submission, you will get to select which Feedback requests to include:

Feedback_widget.png

You will also get to select with 1-on-1s to pull through into your Review:

 

1-on-1s_widget.png

Step 3: Save and Submit

Save your review as you go & Submit it when you’re ready for your Review to move to the Manager submission step:

Employee_submission.png

Employees - you are done ...until your 1-on-1 is booked!

Manager Submission

Step 1: Review now

Right on the homepage, you will receive a prompt that 1 Review needs approval. Click Review now to get started!

Manager_review_now.png

Step 2: Complete the Manager Approval

You will see all the same questions as the Employee from the Employee Submission stage, plus the Employee’s answers. If the Admin who setup chooses to add this when setting up the Review, there may also be an additional Managers Only Section for you to add your thoughts regarding retainment strategies and long-term career planning. These comments can never be seen by your direct report.

Step 3: Save and Submit

You can always Save Draft as you go or 'Request changes' from the Employee along the way of completing the Manager Approval stage. 

Manager_save_and_submit.png

When you are happy  with your inputs, click Submit my responses and the Review is off to the next step: Skip-level Approval

Managers - you are done...until you are prompted to book a 1-on-1!

Employee and Manager 1-on-1 and Finalization

Step 1: Managers book a 1-on-1

Right on the homepage, you will receive a prompt that 1 Review needs your approval. Click 'Review now' to get started. You will be prompted to schedule a 1-on-1.

If the Admin has set up the Review in this way, you may have the choice to share the Review ahead of the 1-on-1 or keep it private until after the 1-on-1 meeting.

1-on-1_reviews.png

 

Step 2: Complete the 1-on-1 in the 1-on-1 feature

A template is all set, ready to guide you through a debrief and closing conversation. A copy of the Review is attached in the bottom left-hand corner as a reference.

1-on-1_attachment.png

Managers viewing Progress and Results of their Direct Reports

Go to the 'Progress and results' tab where you can see exactly where each of your direct reports are in the review process.

Progress_and_Results.png

Admins and their own reviews 

Admins can't approve their own reviews. They lose their admin rights when it comes to their own reviews, so they won't be able to see Private manager-only questions, for example.

 

If you have any other ‘How To’ questions that were not answered here, reach out to your dedicated Talent Management Advisor or support@7geese.com.

 

 

Powered by Zendesk