Running 360° feedback projects in your company takes time, energy and resources. Companies can sometimes compromise the value they get out of the project by rushing the process, with not enough time to conclude each step.
To develop a project plan, consider the time required for each of the following steps:
- Finalising the questionnaire and format of the report
- Selecting raters
- Preparing participants and raters
- Questionnaire distribution and allowing enough time for raters to provide feedback
- Report distribution and facilitating feedback to participants
- Maintaining momentum and consolidating value.
Some of these steps can be done at the same time, but your project plan still needs to include each step and allow enough time for it. Below are brief notes on each step to help you allocate the time.
1. Finalising the questionnaire and format of the report
Companies offering 360° feedback services will generally have one or more generic questionnaires, one of which could well meet your needs. However, you may want to modify the questionnaire – perhaps adding or removing some question items. Some companies like to change the structure of the report so that responses are organised under the company’s values.
If you are going to customise the questionnaire and/or report, remember this takes time – both to agree on the question items and for the service provider to modify the questionnaire and the report on their system. It’s best to allow at least two weeks to finalise this customisation.
2. Selecting raters
It is important to select enough raters for each participant in each rater category, such as peers, direct reports and (perhaps) customers in addition to the manager. These raters should work closely enough with the person being rated to be able to give informed feedback. For the participant, the more the number of such raters the better. However, if you have a large group of participants being rated, you need to avoid asking raters to provide feedback for too many participants. Getting this balance right can take some time. It’s important because the number and quality of raters is central to the success of the project.
Once selected, rater information must be supplied to the service provider in the correct format to avoid errors. This can also take some time, depending on the sophistication of the HR system.
3. Preparing participants and raters
It is important to prepare participants and raters. We suggest a pre-brief session with them introducing the process and how to use it most constructively. If you are going to do that, then it is important to plan for it to happen before the project launches, and to give sufficient notice for staff to diarise this session to ensure they are available.
4. Questionnaire distribution and allowing enough time for raters to provide feedback
Once the introductory email with the questionnaire link has been sent, you should allow at least two weeks for participants and raters to provide feedback. It is a good idea to follow up a few days before the “deadline date” in case you need to improve the response rate.
5. Report distribution and facilitating feedback to participants
You need to ensure that participants understand their reports and how to gain maximum value from them. For your project plan, it’s important to have a process in place for guiding participants through their reports. This can be done individually or in a group setting, and it should happen as soon as possible after participants receive their reports. You should let participants know who is going to facilitate feedback, and when.
If the facilitators need to be trained, that should happen while the questionnaires are being completed.
6. Maintaining momentum and consolidating value
Time should be allocated in the organisation for participants to work on a Personal Development Plan (PDP) after they have been taken through their report, and for them to discuss these plans with their managers. It’s a good idea to check in after three months to see what progress is being made in implementing the PDP, and if there is a need for any further support. In this way, the participant and the company can get full value from the 360° feedback process.
Other articles in this series will help you plan and run your 360° feedback project to best achieve the objectives you have set.
Thornhill consultants will gladly answer any questions you may have to ensure the successful implementation of a 360° feedback project in your organisation.
For more information on Thornhill’s various products and services for all levels within your organisation, please contact us on admin@thornhill.co.za.
Written by Cedric de Beer