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Having development conversations is an important part of any performance HR cycle. When it is enabled, as an employee you can schedule development conversations for yourself and invite your coach or another colleague within your company to be the conversation partner for your personal development conversation.
Basically, the process for planning and conducting these development conversations comes down to the following:
As an employee, you create a new development conversation. You use a conversation template that has been created by the Admin. The template consists of the topics that you will cover during your conversation.
The conversation form is completed prior to the conversation by yourself, your coach and possible peers. Note: it is possible that you select a participant as conversation partner that doesn't have to do any preparation.
You then have a meeting with the participants you have selected. Together you discuss the completed conversation report.
Creating the conversation
As an employee, you can only create a conversation for yourself. To do this, go to Development - Conversations - About you. On this page you can create a development conversation for yourself via the '+ Conversation' button.
Once you pressed the '+ Conversation' button, you first select the template you want to use for your development conversation. The Admins have drawn up these templates so that you know exactly for which conversation you should use which template. After you have chosen a template, the name and description from that template are automatically loaded. This is immediately the text that will appear in the email that is sent to the selected participant. You can make adjustments to this with each conversation you create.
Note: By clicking on 'Preview' next to the dropdown of the template, you can already see what the template will look like when it has to be filled in.
Goal Cycles
If your conversation template contains a section for planning new goals or evaluating goals, you must also determine the desired goal cycle in this step. The goal cycle ensures that the new planned goals are immediately scheduled in that period, or that when evaluating goals only the correct goals from the chosen period are loaded.
The type of review
In addition to being able to use the Conversations module for development conversations, review forms can also be made for exchanging 360° feedback on skills, for example. When creating the conversation templates, the Admin determines who should answer which questions. The Admin has the following options:
Self review: the employee completes the questions for himself.
Peer review: the employee asks at least 1 other person for input.
Coach review: the coach completes certain questions on the form for the employee.
Note: As an employee, you can only fill in the questions that have been set by the Admin in the conversation template for 'Self review'.
Set the right coach
When creating the conversation for yourself, all possible coaches are automatically shown. You can decide whether your coach should also provide you with input in the column 'Review coach'. If this is not necessary, you can deactivate your coach with the check mark behind the profile photo.
Next, in the 'Participants' column, you also have the option of determining who your conversation partner will be during your development conversation. This could be your coach, but it could also be one of your colleagues whom you have asked for Peer feedback, for example. In the pop-up that appears when you want to update the participants, you have the option to update your conversation partner.
Note: When you have added a colleague as a participant, you can then click on the X. Your chosen conversation partner will then be added and will receive an invitation to join your development conversation.
(De)select role profiles
Clicking on the name of the role profile will bring up a popup that allows you to deselect role profiles in that specific conversation. The skills of the deselected role are not part of the conversation form that you and your conversation partner should provide input for.
Plan the conversation and set the deadlines
In the last step, you can fill in various deadlines for, for example, asking and giving input for the conversation. The tasks you see here may differ for each development interview. This is because it depends on the settings of the template you have chosen.
Note: The start date is the date from when the task is available to work on. The deadline is the date for when the task must be completed.
Publish the development conversation
You can choose to publish the conversation or save it as a draft. If you choose to save the conversation as a draft, it will not be shared with your conversation partner yet and you can make changes later. Once published the request to the other participants will be send out and they are able to start providing you with input.
Preparing and conducting your own development conversation
Once you have published the development conversation, you can start preparing your review. You can find the tasks for your review on your Home screen under To Do's, or when you go to the Conversations - Development interviews - About you page.
You can open your development conversation here and start preparing from there. For example, you can plan a date for the meeting yourself here and update the participants if necessary.
Note: As soon as you schedule a date, and the calendar integration is on for the participants and yourself, this call will appear in your Outlook or Google calendar. The task of scheduling a date also expires for the participants as soon as you schedule a date.
When you open the tasks overview, you will then see the tasks for yourself, your coach and any Peers appear. From here you can start preparing your own development conversation.
Under the 'Options' button at the top right, you have the following further options:
Send reminders for Peer input, Coach input and completing the conversation. As an employee, you can only finish the conversation once your discussion partners have done so.
Create a PDF download of the interview report.
Update the Evaluation Coaches when they do or do not need to provide input for your conversation.
Update the participants.
Update the conversation. Note: Once you have published the review, you can no longer change the content of the conversation. You can, however, edit the start date and deadline for the various tasks.
Delete the conversation. Note: When you delete the conversation, you also delete all input. This cannot be reversed.
Notes & Next steps
During the conversation, you or one of the participants can also keep notes and next steps via the 'Notes & Next steps' button on the right-hand side. Next steps are action points arising from the conversation that you or one of the participants still need to take up afterwards. These next steps also reappear on your Home screen under your To Do's.
Once you start having the conversation, open the report. This way, you can easily go through the different topics and questions with the participants and have a good conversation about them.
