Setting up a self-review form for a Review Cycle

In modern performance management systems, configuring a review form is a crucial step in fostering transparency and employee engagement.

The visual workflow demonstrated here outlines the process of setting up a tailored self-review form for annual review cycles, highlighting flexibility and user-centric design.

Step-by-Step Process for Setting Up a Self-Review Form

1. Navigating the Review Section

2. Enabling Review Sections

The system offers multiple predefined sections such as Questions, Competencies, Objectives, Core Values, Projects, and Skills. By default, these are disabled except for Questions, which are enabled to facilitate direct input. Administrators can enable or disable these sections based on organizational needs.

3. Adding Questions

Questions form the core of the self-review process. Administrators can:

• Create custom questions from scratch.
• Copy questions from other reviewer categories like Reporting Manager.
• Use pre-existing templates from a centralized library.

Questions can be designed to prompt employees to reflect on accomplishments, challenges, and growth areas. Examples include: "What was your greatest accomplishment at work?"

 

 

 

Upon clicking the "Add Questions" button, you will first enter the Question Title, after which you can select the appropriate response type for your question.

4. Customizing Question Responses

A range of response types is available, including:

• Descriptive Responses: Employees can provide detailed feedback.
• Rating Scales: Assign performance levels such as Excellent, Good, Average, etc.
• Single-Select and Multi-Select Options: Allow structured, categorical feedback.

When you choose the single-select option, a prompt will appear allowing you to enter distinct fields for your response. To include more response options, simply click on the "+Add Option" button.

5. Choose Response Types:

Select the type of response for the question:

• Single Select: Choose one option from a predefined list.
• Rating Scales: Common scales include:
  • 5-point rating scale (e.g., Excellent to Poor).
  • Customized scales like "Design Review Scale" or "Development Review Scale."

 

 

• Rating + Comments : Allows providing a rating and additional comments.

6. Navigate to the "Add Questions" Section:

• • Once you have saved the selected response type, your question will be displayed under the Questions tab for further review and management.

 

7. Adding and Managing Questions

• • Use the "Add Questions" button to create more questions from scratch or copy from existing libraries.
  • Options include:
    • Create from Scratch: Write tailored questions.
    • Copy from Library: Use pre-defined templates.
    • Copy Questions from Other Reviewers: Import questions used by other reviewers (e.g., Reporting Manager or Peers).

8. Managing Sections and Weightage

1. Enable Relevant Sections:

   • Activate the required sections in the review form, such as:
     • Questions
     • Competencies
     • Core Values
     • Objectives
     • Projects
     • Skills

2. Assign Weightage to Sections:

   • Allocate weightage to each section to reflect its importance. For instance:
     • Questions: 16.6%
     • Objectives: 16.6%
     • Projects: 16.6%
   • Ensure the total weightage sums up to 100%.
   • Note: Subjective feedback sections (e.g., open-ended comments) may not allow weightage adjustments.

9. Managing Reviewer Weightage

1. Assign Reviewer Contributions:

   • Define the weightage for different reviewers:
     • Self: 50%
     • Reporting Manager: 50%
     • Peers: 0% (if not applicable).
   • Ensure the total weightage for all reviewers equals 100%.

2. Handle Subjective Feedback:

   • If subjective feedback (without ratings) is enabled, the system may restrict weightage assignments for that reviewer.

 

10. Configuring Performance and Potential

Questions can be tagged to specific dimensions like Performance or Potential, aligning responses with the organization’s evaluation framework. This feature ensures feedback is actionable and tied to tangible outcomes.

11. Preview and Finalization of the Review Form

1. Review and Test:

   • Ensure all questions, sections, and weightage align with the review objectives.
   • Preview the form to identify and correct issues like duplicate questions or incorrect weightage distribution.

2. Save and Enable:

   • Save the form once it’s finalized and ready for the review cycle.

Additional Features for Enhanced Usability

• Copying Questions Across Roles: Administrators can duplicate questions from other reviewer categories (e.g., Reporting Manager) to maintain consistency.

 

 

 

 

 

• Rating Scale Management: The system provides predefined rating scales (e.g., 5-point scale, design review scale) and the ability to customize these based on evaluation criteria.

 

Best Practices for Review Form Setup

• Clarity is Key: Use concise and clear language for questions and instructions.
• Balance Qualitative and Quantitative Feedback: Include a mix of open-ended questions and rating scales.
• Customize Based on Roles: Tailor questions and weightage to the employee's role and responsibilities.
• Regular Updates: Revise the form periodically based on feedback from previous review cycles.

By following these steps, you can ensure a seamless setup process and create a review form that promotes constructive feedback and aligns with organizational goals.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Conclusion

Configuring a self-review form is an iterative process that combines administrative flexibility with user-friendly design. By enabling tailored questions and robust response options, organizations can empower employees to engage in meaningful self-reflection, driving personal and professional growth.

This structured process not only enhances the review experience but also aligns individual feedback with organizational goals, fostering a culture of accountability and continuous improvement.