How do "reviews" work?

Conducting reviews is an important part of any HR cycle. When the option is enabled in Learned, as an employee you can schedule your own reviews and invite your coach or another colleague within your organization as a guest for your personal review.

Basically, the process for scheduling and conducting these reviews boils down to the following:

As an employee, you can create an review only for yourself. To do so, go to your Evaluations - About you page. On this page you will see all your reviews and you will be given the option to create an review for yourself via the 'Create Review' button.

Once you press the 'Create Evaluation Round' button, go through the 4 steps below.

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:

At the top right of the page, determine which translations of the template you want to use for the review. In case your coach or peer has set a different preferred language, the coach will see the review form in chosen preferred language.

The name for the round is not automatically taken over from the selected template. So you will have to enter something here yourself.

When creating the review for yourself, depending on the options from the template, you will need to determine which position will be evaluated on. You can also set which coach will provide you with input. By default, all coaches are preselected.

Then you select the guests who will be present at the physical meeting, to discuss the review report. This could be (one of) your coach(es), but this could also be one of your colleagues whom you have asked for Peer feedback, for example. You can update these guests later.

In the third step, settings regarding review, notifications and privacy can be determined.

Before creating your own review, you will see the option to digitally sign the report. This applies to both you and your coach(es).

Control how many notifications you, your coach and peers receive. By default, 3 notifications are sent out:

By default, you, your coach and selected guests can view the review report.

You can choose to make the report viewable to all your current and all future coaches. Useful if there are upcoming shifts in the team structure.

*The option to give all (current and future) coaches insight into your report is disabled by default.

Depending on the template you selected, you, your coach(es), 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.

Arriving at the final step, Learned offers the opportunity to do a final check on everything you set in steps 1 through 4 before you publish the review round.

Press the "Edit" button to adjust the settings at any of the steps.

When everything is set up correctly, you can publish the review. This means that the review is available to the participants involved, from the selected start date. Tasks to write reviews are also sent out.

You can also choose to save the review as a draft. In that case the coaches and guests are not yet invited and you still have the possibility to change the settings of this review. When the review is published this will no longer be possible.

The first step is to start preparing your own review. You will receive a notification for this and a task will be created on the Home screen.

When you click on the task you are taken to a fill-in view of the review form, which can consist of different types of questions. There are questions where you have to give a score, for example, for an review on the skills or KPIs from your job profile or on the company's core values. There may also be open-ended questions in the form, or questions to plan goals.

Answer all questions in the form and substantiate your scores where asked.

Filling in KPI review questions

Your job profile may have a number of predetermined KPI's attached to it, the expected results that someone should be able to achieve with your job.

For each KPI from your job, a question is automatically generated with a rating scale, for example 1: 'Never' to 5: 'Always'.

You will be asked to review on if, and how often you have these results. Complete the score and substantiate where necessary/possible.

Fill in skill evaluation questions

Attached to your job profile, in addition to KPIs, are probably a number of predetermined skills, the skills an employee with your position should possess.

These skills are written out in concrete behavioral examples. The behavioral examples, appropriate to your position and level, will be loaded to review on a rating scale. For example, 1: "Never" through 5: "Always.

Enter the appropriate score and substantiate where necessary/possible.

Plan goals question

There may also be a question added to the form for you to think about your personal goals.

You will see any previously created goals reflected in this list, and you can choose to add new goals. To do so, click create new.

Here you can directly create a goal using 2 steps. All created goals will be reflected in the goals module of Learned.

Finalizing your preparation

When you are finished, in the final screen you will see the option to share the input from your self-assessment. When you choose share input, your input will be shared in the evaluation report and your coaches, any guests and Admins will be able to see your input.

If Admin has added questions requiring peers input to the topic (360° feedback), you should ask at least 1 colleague for input.

For this, all your colleagues can be selected, find them using the search bar.

When soliciting input from colleagues, you can view the questions asked of the other party at the bottom of the invitation.

You can also ask an external partner/client/client for feedback:

You can find the requested colleagues under the "Input from others" section where you might make changes to this. You cannot delete colleagues once they have started writing input.

You can always go to the review module - About You to find your review reports.

You can open your review here and start preparing from there. For example, you can schedule your own date to discuss the report here and possibly update the guests of the review under the review details in the left sidebar.

The report will include your own preparation as well as input from your peers/coaches. Go through the questions from the sections in the report, substantiating where necessary and zooming in on specifics.

You can invite your guests to discuss this report by scheduling the conversation. During this conversation, you will have the opportunity to take any notes or determine action items (Next steps).

The summary can be found at the bottom of the report or in the left sidebar. You can use drag & drop to move this pop-up as you wish. In addition, all notes are saved automatically.

In the same place you will find the ability to create next steps and assign them to yourself or one of the guests. These can of course be found and checked off on the next steps page in Learned.

If you added this option to the evaluation when you created it, you and the invited guests will digitally sign the completed review report.

The guests will be the first to sign the report and then the task becomes active for you as an employee. They do this at the bottom of the report or at the top right of the taskbar.

Depending on the settings of your business environment, an average score may be displayed at the bottom of your personal review report. In this, your coach's average score is leading. Of course, you will also see the average of all your scores displayed below it.

Click on ‘Scores per theme’ to see how this average score is structured. For example, the weighting can differ per theme. You can also compare your scores per theme with what your coach has filled in, or possibly your colleagues.

Click the arrow for a theme to see all the questions that form the score.