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Conducting reviews is an important part of any HR cycle. When working with organization-wide reviews, Admin will create a so-called review cycle. In addition, you as a coach can create separate reviews, or optionally an review cycle, for employees from your team provided this is activated in your account.
The basic process for planning and conducting these review is as follows:
As a coach, you create a new review. You use an review template that is created by Admin. The review template consists of the topics you will cover during your review.
The review template is completed (possibly prior to an interview) by the employee, possible colleagues, and/or you as coach.
You then plan and conduct an interview with the employee to discuss the completed review report together.
In this article, we will elaborate on the first part: creating an review as a coach.
Creating an individual review
As a coach, you can only create an review for your team members. To do so, go to your Review - All page. On this page you see all reviews that you are part of, but not about you. Here you see the possibility to create an review for an employee via the button 'Create review'.
Once you press the 'Create review' button, go through the 4 steps below.
Step 1: Choose a template
When you create an review, you always start by selecting an review template. The Admins within your organization have set up these templates so that you know exactly which interview to use which template for. When creating the review templates, the Admin sets who should answer which questions. In doing so, Admin has the following options:
Personal review: the employee fills in the questions for himself.
Peer review: the employee asks at least 1 other person for input.
Coach review: the coach fills in certain questions from the form for the employee.
At the top right of the page, decide which translations of the template you want to use for the evaluations. In case your team member or a peer has set a different preferred language, they will be presented with the review form in chosen preferred language.
The name for the review is not automatically taken over from the selected template. So you will have to enter a name here yourself.
💡 Give the review cycle a unique name. For example: The Good Conversation - Q3 2024. This way it is easier to find it, even if you have sent out multiple reviews.
Step 2: Select the correct function(s), coach(s) and guests
When creating the review for a team member, depending on the options in the template, you will need to determine which position will be reviewed. You can also determine which coach(s) will provide input to the employee. By default, all of the employee's coaches are preselected.
Then you select the guests who will be present at the physical meeting, to discuss the review report. This can be (one of) an employee's coach(s), but this could also be another colleague. You can update these guests later.
❗️Note: Guests will receive an invitation to attend the physical interview. Guests will also have access to the review report.
Step 3: Settings for the review
In the third step, settings regarding review, notifications and privacy can be determined.
General settings
Before creating an review as a coach, you will see the option to digitally sign the report. This applies to both your team member and you as coach.
💡 In addition, you have the option of showing an overall rating/average final score in the report.
📚 Want more info on this? Then read this article.
Notification settings
Determine how many notifications the employee, you as coach and possible peers receive. By default, 3 notifications are sent out:
On the day of a task's start date.
7 days before the deadline of a task (reminder)
On the day of a task's deadline (reminder)
❗️Note: You set task start dates and deadlines in the next step.
💡 Reminders are sent only if a task has not yet been completed.
Privacy settings
By default, the employee, you as coach and the selected guests can view the review report.
You can choose to make the report viewable to all current and future coaches. Useful if there are upcoming shifts in the team structure.
*The option to give all (current and future) coaches insight into the review report is disabled by default.
Select an invitation message
Choose a message to add as an invitation to the review. These invitation messages are created by Admins. You can still edit them to your liking.
Determine the schedule
Depending on the selected template, the employee, you as coach and any peers will start writing reviews.
At this step, you determine which task will be available when by setting a start date. Then determine when the task must be completed by setting a deadline. You do this for all tasks.
You can choose to use the automatically generated timeline here, based on the start date.
💡 Het plannen van het gesprek doe je in het evaluatieverslag onder de sectie met evaluatiedetails.
Step 4: Do a final check
Arriving at the final step, Learned offers the opportunity to do a final check on everything you set in steps 1 through 3 before you publish the review round.
Press the "Edit" button to adjust the settings at any of the steps.
Publish or save as draft
When everything is set up correctly, you can publish the review. This means that the review will be available to the participants involved from the selected start date. Notifications regarding tasks to write review will also be sent out.
You can also choose to save the review as a draft. In that case the team member and any other coaches are not yet invited and you still have the possibility to change something in the settings of this review. When the review is published you will no longer be able to change the template or require a digital signature.
Create review cycle as coach
Depending on your organization settings in Learned, you may see an option to create an review cycle. This allows you to send out an review for all your team members at once.
If this option is activated, as a coach you will see on the tab with 'review cycle', the possibility to create a cycle.
Here you go through the same steps. However, when selecting employees, you will see the option to select multiple team members.
💡 As a coach, the "Review Cycle" page allows you to monitor progress on tasks and view the results of your team members, regardless of whether you created it yourself. If you created the cycle yourself, you will also see the ability to make mutations per employee and change settings of the cycle.
📚 Want to learn more about managing and analyzing an review cycle? Then read this article.