How do you add Questions in review forms during the review cycle creation in new setup? (Alpha Customers)

Note: This New Review Cycle Setup is currently an alpha feature and may not be available to all customers. Access will be rolled out in phases.

Creating a comprehensive review form is crucial to gathering meaningful feedback and enhancing the self-assessment process in performance evaluations. Keka makes this process easy by offering customisable options for adding questions and structuring feedback. This guide will walk you through the essential steps for setting up a review form, ensuring it’s tailored to your organisation’s needs and user-friendly for both administrators and employees.

Navigating the Review Form Section

To begin setting up your review form in Keka, follow these simple steps:

Choose from available reviewer categories: Self, Reporting Manager, Peers, and External. Each category allows you to gather feedback from the relevant parties involved in the review process.
Allocate weightage to each section based on its importance in the overall performance evaluation. For example, you might assign 25% weight to the Self-review section, encouraging employees to assess their own performance and development.
You can easily adjust weightage by clicking on the "Edit Reviewer's Weightage" icon.

Enabling Review Sections

The review form contains several predefined sections such as Questions, Competencies, Objectives, Core Values, Projects, and Skills. Here’s what you can do:

Enable or Disable Sections: Go to the selected reviewer and enable the questions section to start adding content. Other sections are disabled by default but can be activated as needed.
As shown in the screenshot, enabling the Questions section will allow you to start adding questions, which is the core of your performance evaluation process.

Adding Questions to the Review Form

Questions are the backbone of any performance review. In Keka, administrators can:

Select the reviewer type and click on +Create from scratch to build questions from scratch that align with the specific feedback you want to gather.
For example, a question like "What was your greatest accomplishment at work?" can help employees reflect on their achievements.
Choose the response type and enable options to upload supporting files and require comments.
You can access pre-existing questions from Keka’s centralised question library, which can help speed up the review form setup. Go to the +Add Question dropdown and select From Library to access saved questions.
Select from the available list and click Add.

Choosing Response Types for Questions

Keka offers a variety of response types to structure feedback efficiently:

Descriptive Responses: Open-ended questions that allow employees to provide detailed answers.
Rating Scales: Select a predefined scale to rate performance. Examples include a 5-star scale or a 10-point scale.
Single-Select Options : Employees can choose one option from a predefined list.
Multi-Select Options: Employees can choose multiple responses, allowing for more nuanced feedback.
For example, you can create a question such as “Which of the following are their hard skills?” and provide response options like Leadership, Ownership, Communication, and "All of the above" (as shown in the screenshots). When selecting Multi-Select as the response type, employees can choose multiple options from the list.
If you select Single-Select or Multi Select, you’ll be prompted to enter distinct response options. You can add additional options by clicking the "+ Add Option" button.

Note: The "hide visibility for employee" option applies to other reviewers such as managers, peers, and external reviewers, but not to the employee themselves.

Configuring Rating Scales

Keka allows you to set up multiple rating scales. You can either use the default rating scales or create custom scales specific to your organisation’s needs. Predefined rating scales such as a 5-star or 10-point scale can be used for objective assessments.

Custom Rating Scales: If your organisation has specific evaluation criteria (e.g., Design Review Scale or Development Review Scale), you can create and use custom rating scales for specific questions or reviewer types.
Rating + Description: This option allows employees to provide both a rating and written feedback, which adds depth to the performance evaluation process.

Managing Sections and Weightage

Once you have activated the desired sections, it's time to assign weightage to each section based on its importance. Here's an example of how to distribute weightage:

Questions: 16.6%

Objectives: 16.6%

Projects: 16.6% and other sections.

2. Ensure that the total weightage sums up to 100%. You can also adjust the weightage for different reviewer types (e.g., Self, Reporting Manager, etc.) to reflect their contribution to the overall review. Here, you have configured only Questions, so it is set to 100 for Questions.

As shown in the screenshot, administrators can manage weightage for sections by selecting Edit Sections Weightage and adjusting it as needed.

Managing Reviewer Weightage

You also need to assign weightage to different reviewers to reflect their contribution in the evaluation process. Here’s how you can assign weightage by clicking on Edit reviewer's weightages:
Self Review: 50%
Reporting Manager: 50%
Peers: 0% (if not applicable)
This ensures that each reviewer type is assigned the appropriate amount of influence over the final evaluation. You can also set up equal weightage for all reviewers, as shown in the screenshot, by selecting "All reviewers will have the same weightage." Once selected, click on Update.
If you are not selecting equal weightage, set the weightage for all the reviewers and click Update.

Previewing and Finalising the Review Form

Once you have configured all the sections and weightage, it’s essential to:

Review and Test: Check for any errors, such as duplicate questions or incorrect weightage allocation.
Preview the Form: Make sure everything aligns with your review objectives and ensure consistency across reviewer roles.
Save and Enable: Once satisfied with the setup, save and enable the questions for use in upcoming review form sections, then click Next to continue.

Copying Questions Across Reviewer Roles

Keka lets you copy questions between reviewer types to keep feedback consistent. For example, you can copy questions from a Reporting Manager Review to a Self Review form so both reviewers assess the same areas.

To copy questions:

Navigate to the Review Form section.
Select Self as the review type.
Click on +Add Question dropdown and then click Copy questions from.
Choose the reviewer type (e.g., Reporting Manager) and click Save.
Once selected, these questions will be automatically copied to the appropriate section.

Setting up a review form in Keka is a systematic and customisable process, combining flexibility with ease of use. By enabling tailored questions, selecting appropriate response types, and assigning weightage to different sections and reviewers, your organisation can foster a culture of continuous improvement and accountability.

By following the steps outlined in this article, you can create a structured, organised, and efficient performance review form that not only facilitates growth and reflection but also aligns individual feedback with broader organisational goals.