360 Feedback HR Representative - Initiation

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1 360 Feedback HR Representative - Initiation Presented by: Kristin Chapman Janet Taggart

2 Why 360 Feedback? Increases self-awareness Clarifies behaviors Measures the how Raises accountability Promotes dialogue Improves working relationships Encourages development and enhances performance

3 How are survey results handled? 360 feedback is confidential Administered online, via secure website Administered by an outside firm (DecisionWise) The people who rate a leader will remain anonymous, except for the supervisor. 360 feedback is for development A critical measure of leadership lies in the perceptions of those with whom we work 360 feedback increases awareness of how a leader s actions, communications, and behaviors are perceived by others. It is designed to help a leader in their development by encouraging open and honest feedback for discussion with their supervisor. 360s help your focus on a leader s own growth and improvement.

4 About the 360 Survey The survey questions describe specific, observable behaviors of successful leaders The feedback is relevant to success in the Leader s current position The survey is based on competencies critical to leadership effectiveness in your organization INSERT SAMPLE COMPANY SURVEY The feedback is reflective (past) as well as predictive (future)

5 How does the process work? HR Representative DecisionWise 360 Portal

6 Initiation Portal Fill out your address Fill in the name and address of the leader Select the Region You can initiate up to 15 people at a time

7 Confirmation Page Once you have initiated someone, they will be sent a Rater Selection with instructions and a link to select their raters.

8 Rater Selection Dear John Sample: Congratulations on your decision to participate in Suddenlink s 360-Degree Assessment. This process provides an excellent opportunity for you to receive feedback on important leadership competencies and get candid insight from those around you on ways to grow and succeed. To start the process, please select a group of raters who you believe will be willing to take the short questionnaire and who you would consider good resources for feedback on your leadership style. We encourage you to choose individuals who work with you regularly and can provide you with objective, balanced feedback. Your group of raters will include yourself, your immediate supervisor, direct reports who have worked for you for a minimum of 6 months, and at least 3 colleagues. You may choose outside raters such as customers and/or vendors, if those relationships are meaningful to this process. Click on the link below to select raters for your survey. Rater Selection After submitting your list, your HR representative and your supervisor will review your selection and give final approval. Once that approval has been received, we recommend you send a note to the raters letting them know that you selected them to participate in your leadership assessment. You and your raters will receive an invitation from DecisonWise with a link to take the survey. (Below is a draft you can send to your raters.) If you need additional information, please reply to this or contact me at I look forward to working with you through the process! Janet Taggart DecisionWise, Inc. Sample to Raters: I have decided to participate in Suddenlink s 360-Degree Assessment process and have chosen you to be one of my raters. This process is designed to provide me with candid, meaningful, and relevant feedback on my leadership competencies to help me define a development plan that supports my on-going success as a leader. The responses are managed through a 3rd party and the report that I will receive will summarize the feedback and list the comments from all the raters selected. Your specific feedback will be blended with the other participants and will be known only to the 3rd party administrator. Your perspective is valuable to my development, so I encourage you to be completely candid and honest in your responses. Your opinion matters to me so I would be grateful if you could make the time to help me with this important information! You will receive an from DecisonWise, Inc, our external survey partner, in the next few days with a link to take the survey. It will take approximately 15 minutes to complete. Thank you in advance your time!

9 Rater Selection Screen Instructions: To start the 360 process, please select a group of raters who will take your survey and inform them that they have been selected. Choose individuals who work with you regularly and can provide you with objective, balanced feedback. For every category (except for Supervisor) that you would like feedback from, select at least 3 individuals. It is recommended that you select at least 8-12 raters. Inform these individuals that you have chosen them to take your survey. For your convenience, an has been drafted that you should send to your raters, which explains that you would like them to provide you with feedback and that they will be receiving an from DecisionWise with the survey link. You may edit this text to fit the audience to which you are sending. Click here to access the sample . Finally, enter the names and addresses of each rater in the fields below. When you are finished selecting raters, push the "Submit" button at the bottom of the page.

10 Selecting Raters: Rater Groups Self: The leader will take the survey for themselves Supervisor: The immediate supervisor will rate the leader. If a leader has changed supervisors in the past 3 months, they may want to invite their previous and current supervisors to participate Direct Report: Include their direct reports who worked under them Others Supervisor SELF Direct Reports Peer: Choose 3-5 peers with whom they work on a regular basis Other: (optional category for internal or external clients, indirect supervisors, etc.) Peer

11 Rater Selection Screen

12 Rater Approval Once a Leader has selected their raters, an will be sent to the HR Director (or designated HR or training representative) who initiated them with a link to the Rater Approval form. Hello, As the H.R. representative for John Sample, you are asked to consult with the leader s supervisor, and consequently review and approve the self-selected raters and ensure that the correct and most appropriate participants have been selected to complete the 360-degree survey. To view and approve the rater list, please click on the name below. John Sample If you have question about Suddenlink s 360-Degree Assessment, or if you need assistance with this process, please contact me at Thank you, Janet Taggart Survey Administrator DecisionWise

13 Rater Approval You can add and delete raters If you make any deletions to the list, then make sure to communicate it to the Leader. Once you click Approve, the participants receive an with a list of their final raters and all the surveys are sent out.

14 Hello John Sample: Participant Once you click Approve, the participants receive an with a list of their final raters. Your HR Director has reviewed your raters and the surveys have been launched. Here is your list of raters: Self John Sample Supervisor Craig Brown Peer David Black Rhonda Brown Sally Smith Direct Reports Sam Green David White As a participant in the 360 feedback process, you need to take your survey and rate yourself. This is an important part of the 360-degree process and will enhance the value of your 360 Leadership Intelligence Report by comparing your perceptions to the perceptions of others. It takes 15 minutes to complete the survey. The deadline for this survey is December 27, 2012, so please complete the survey by then. To access the survey, click on the link below: Suddenlink s 360-Degree Questionnaire If you need additional information, please refer to the FAQ, reply to this , or call me at Thank you for participating! Janet Taggart Survey Administrator DecisionWise, Inc.

15 Survey Launch As soon as the HR Representative Approves the raters for a Leader, the survey invitations will go out to all raters. Hello Sally White: You are invited to participate in Suddenlink's 360-Degree Questionnaire for the following individual(s): John Sample, Rhonda Brown The 360 survey provides participants an excellent opportunity to receive direct, confidential feedback from multiple work groups, such as Supervisors, Peers, and Direct Reports, on important leadership competencies and get candid insight from those around them on ways to grow and succeed. Unless you are a supervisor to the participant, your responses will remain confidential. It takes 15 minutes to complete the survey. The deadline for this survey is December 21, 2012, so please complete the survey by then. To access the survey, click on the link below: Suddenlink s 360-Degree Questionnaire If you need additional information, please refer to the FAQ, reply to this , or call me at Thank you for participating! Janet Taggart Survey Administrator DecisionWise, Inc.

16 Survey Access Screen The link will open the Survey Access Screen where a rater can see all the surveys that they need to take. The Take It! link will open the survey.

17 Survey The name of the leader will appear at the top of the survey The rater relationship will appear at the top of the survey

18 Timeline Typical Timeframe: 3-5 weeks Ways to speed up timeline: Encourage the Leader to prepare their rater list Once a Leader selects raters, approve the list as soon as possible. Make sure that the minimum requirements are met for survey completion: 1. Leader completes their self survey 2. Supervisor completes the survey 3. At least 2 people in each category complete the survey. Participation can be encouraged by HR Representatives using the real-time participation link.

19 Participation Participation Links are updated in real time.

20 Report Delivery The 360 Feedback Report is complete for John Sample and can be accessed through the link below: John Sample 360 Feedback Report Please download a copy of this report and have a feedback session with the Leader. Here is a copy of the Action Plan form that you can use for your feedback session. We can provide further assistance if you have any questions. Pease reply to this or contact me at Thank You, Janet Taggart Survey Administrator DecisionWise, Inc.

21 The 360 Report Demographic Summary Shows the number of respondents in each rater group. Competency Summary Shows summary scores for each of the selected competencies. Focus Areas Highlights the highest and lowest average scores (relative to the norm). Behaviors Shows the average scores by rater group for each competency area and behavior. Derailers Shows the average score by rater group for each derailer. Written Comments Shows the exact comments made by your raters about your strengths and areas for improvement.

22 Making an Impact Coach Receive and understand feedback Goals Develop Action Plans Awareness Action Follow-up Support and mentoring Accountability

23 Questions? Janet Taggart DecisionWise Project Manager

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