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Individual Effectiveness (360) - Flows and Permissions


Flow types

Individual Effectiveness surveys have different workflows flows depending on two survey level configurations:

  • Whether the creation and launch of 360° processes is driven by an Administrator or the Employee, and
  • Whether the 360° processes require a Coach

In practice, this means there are four variations of Individual Effectiveness flow: 

  1. Admin driven with Coach - the most commonly used option
  2. Admin driven Coachless
  3. Employee driven with Coach
  4. Employee driven Coachless

States

Each 360 process can move through the following 5 states:

Draft >  Nominate > Ready > Collect > Review > Complete

Note: Nominate and Ready are optional states that only apply in cases where employee nomination of reviewers is used.

Draft:  A 360 draft was created with any number of reviewers (or none). 

Nominate: If an Administrator requests employee nomination. Employee is sent notification and asked to choose reviewers. 

Ready: A 360 where employee nomination as requested, and reviewers have been chosen. 

Collect: Reviewers provide feedback to Employees. Employees complete their self-reviews

Review: Employees reviews their report and complete their Feedback Review

Complete: All done!

Actions

The diagram below shows which actions should be taken for a 360° process to progress from one state to the next:

State_transitions_2x.png

Permissions 

The table below summarizes which actions is each participant permitted to perform, by the workflow.

In short: 

 Admins are permitted to perform all actions in any type of flow

 Employees on Employee driven flows can create and launch their 360 process (Admins create and launch for them in Admin driven flows), and they can send reminders.

 Employees on Coachless flows inherit the Coaches' permissions: modify reviewers after launch, share feedback with themselves, complete and reopen a process.

 Coaches have the same permissions on both Admin and Employee driven Coached flows. They help the driver manage the process: modify reviewers, send reminders, review and share feedback, complete and reopen a process. 

Permissions_by_participant_2x.png

 

The details

Terminology

Survey: The umbrella hosting all 360 processes. For example, Acme's Q4 Individual Effectiveness survey

360 Process (“Process”): Individual 360 survey, for example, Tom Green's 360

 Admin: Controls and manages the survey, have the highest permissions set

 Reviewer: Manager, co-workers, and the direct report added to a 360 process as a feedback provider. A coach will also become a reviewer only if added as one of the three above

 Employee: The reviewee in a 360 process, the person feedback is provided for 

 Coach: Help manage the surveying process for employees (in Coached workflows). Externally to the platform, Coaches provide guidance to employees by reviewing their feedback with them

Manager: in the Culture Amp platform, managers have no special permissions and are not different from any other reviewer. If managers are also assigned as Coaches, they are granted with Coach permissions

   

Workflow #1: Admin driven with Coach

TIP: This is the default workflow and is currently the most common workflow in the platform.

In this workflow, Admins delegate some survey management permissions to Coaches, while some permissions remain Admin only in order to keep the process confidential. For example, both can see how many reviewers submitted feedback, but only the Admin can see which reviewers submitted feedback and which didn’t.  

Who is it for?

Companies who wish to have a systematic approach and more control over their 360 surveys. For example, they would like to quarterly create a survey that everyone takes at the same period of time, and want employees to receive guidance from their Coaches. 

Who can perform which actions in this workflow?

 Admins:

As in all workflows, Admins have all permissions (besides providing feedback if they are not reviewers) and complete visibility of the process. Admins are the ones that create 360 processes for employees in Admin driven flows.  They can also launch, share and complete surveys, view who submitted feedback and who didn’t and see the feedback itself.

Admins have control over the survey schedule, the text of communications, and they are the ones that can see survey level aggregate reports. 

 Reviewers:

Reviewers are invited to submit their feedback once they were added as reviewers to a 360 process, and the process has been launched. They will be reminded to do so again before the feedback due date, based on the survey schedule.  

 Employees:

Employees are invited to nominate reviewers when a 360 process was created for them, and are also invited to complete their own self-review.

While feedback is collected, employees can only see how many people have submitted feedback, but they cannot see their identity, modify reviewers, or send reminders in this flow. Once feedback has been shared with employees, they can review it and complete the Feedback Review section (what they should start, maintain and stop doing).

 Coaches:

Coaches help Admins and Employees manage 360 processes, and guide employees through their feedback report.

As part of their permissions to manage 360 processes for employees, Coaches can modify reviewers, send reminders, and review feedback before (and after) it is shared. Coaches can also mark processes as “Complete” (close the process for further editing) and reopen them. At no stage can Coaches see which feedback was submitted by which reviewer, to protect confidentiality.    

Permissions: 

AD_with_Coach_2x.png 

The following workflows will be described in comparison to flow #1.

 

Workflow #2: Admin driven Coachless

In this flow, employees can be more actively involved in managing their 360 processes: some of the permissions that were available to Coaches is flow #1 are available to employees in this flow. 

As in all workflows, Admins still control the survey and 360 processes entirely: Create, launch, and share processes for employees.

The differences from workflow #1:

  1.  No Coaches are assigned to processes, so the Coach state and relevant reminders don’t exist. 
  2. Feedback is shared when
    • Admin shares feedback with the employee
    •  OR Employees share feedback with themselves

Similarly to flow #1, both these options will move the process directly to Review, so no more feedback can be submitted.

  1.  Employees can mark processes as “Complete” (close the process for further editing) and reopen them.

Who is it for?

Companies that don’t want or don’t have Coaches to guide employees through their feedback report, but would still like to have control over the timing of the surveying process rather than delegate permissions entirely to employees.  

For example, smaller companies or companies with flatter organizational structure, or where Coaches don’t yet have the skills of reviewing feedback effectively with employees.

Permissions: 

AD_Coachless_2x.png

 

Workflow #3: Employee driven with Coach

In this workflow, employees are delegated with more permissions while Coaches can still help manage the process and guide employees through their feedback report.

As in all workflows, Admins can still control the survey and 360 processes entirely, alongside the Coach and Employee, if they wish to do so. 

The differences from workflow #1:

  1.  Employees can create and launch 360 processes by themselves
  2.  Employees can modify reviewers and send reminders after a survey has been launched

  Coaches have similar permissions as in flow #1, and they are the ones that will share the feedback with employees and are permitted to complete and reopen a process.

Who is it for?

For companies who wish to empower employees by letting them decide when to ask for feedback, while still having Coaches help them manage the process and guide them through the feedback report.

At Culture Amp, we use this flow as an option for employees to ask for feedback whenever they want to, alongside the timed quarterly/semi-annually Admin driven surveys.

Permissions:

 ED_with_Coach__2x.png 

 

Workflow #4: Employee driven Coachless

In this flow, employees are granted with maximum permissions and visibility over their 360 processes, and they don’t have a Coach to guide them through the feedback or help them manage the process.

As in all workflows, Admins can still control the survey and 360 processes entirely, alongside the Employee, if they wish to do so. 

The differences from workflow #1:

  1.  Employees can create and launch 360 processes by themselves
  2.  Employees can modify reviewers and send reminders after a survey has been launched
  3.  No Coach is assigned to the processes, Coach state and relevant reminders don’t exist.
  4. Feedback is shared when
    •  Admin shares feedback with the employee
    •  OR Employees share feedback with themselves
  5.  Employees can mark processes as “Complete” (close the process for further editing) and reopen them.

Who is it for?

For companies that wish to grant employees with almost complete control over their 360 processes by allowing them to decide when to ask for feedback, manage the process and review their feedback without the guidance of a Coach. 

At Culture Amp, we use this flow as an option for employees to ask for feedback whenever they want to, alongside the timed quarterly/semi-annually Admin driven surveys. 

Permissions:

ED_Coachless__2x.png



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