How to achieve a successful 360-Degree Appraisal
By: Valerie Heritage, The Communication Challenge
Specialists in Employee Engagement Solutions
http://www.communicationchallenge.co.uk
Introduction
Using 360 degree appraisals is a very effective means of improving management and team performance. To succeed, they have to be carefully planned and well
executed.
Planning your approach
Firstly, you need to understand how the proposed 360-degree appraisal process fits with your current performance appraisal and people management processes. This will help you select the most appropriate questionnaire and process, and ensure that it produces real performance improvements.
The level of investment in time and money that you make at the start of this process will pay dividends in the long-term. The first time you use a
360-degree process, you need to enlist the help of an expert so that you achieve the best possible outcomes. This will set the standard for future success
and ensure that tangible performance improvements are achieved and maintained.
Long-term performance improvement can only succeed if you have an accurate picture of where to start and the majority of employees believe that it is in
their best interests to work together to improve.
Executing your plan
The Engagement Cycle can be seen at:
http://www.index360.com/products.asp?prod=71
Research
Make sure that:
* Your chosen supplier has a full understanding of your needs and organisational culture
* You choose the right time to undertake the exercise
* Participants are properly briefed on the importance of their role in the success of the appraisals
* There is a plan to act on the results of the appraisals and this plan is communicated to your participants
Feedback
First you need to obtain an accurate picture of individuals ‘perceptions’ of the current situation.
This must be:
* Obtained in a confidential and practical way which will not take up too much of their time
* Tangible and reliable to ensure that you gain an accurate picture key strengths and development needs
The best way to do this is to use a straightforward on-line questionnaire which can either be ‘generic’ or ‘bespoke’. The benefit of using a
'generic’ questionnaire is that it is ‘tried and tested’ and you will be able to compare against the other organisations that have used it.
Don’t try and re-invent the wheel’ – most individuals face the same challenges whatever organisation or sector they work in and a properly constructed
generic questionnaire will bring out all the important and relevant issues.
In general allow 10 working days for questionnaire completion, any shorter may not give people sufficient time and any longer will not give the Appraisal
the level of urgency and importance it requires.
Questionnaires - Key Features you should look for:
An example of an on-line index360 questionnaire that we provide for our clients can be seen at:
http://www.index360.com/images/coaching.gif
* On-line, password protected - easy to access
* All positive statements (between 32 – 85) - easy to complete
* No jargon, short and unambiguous - easy to understand whatever level/role in the organisation
* Rating scale 1 to 7 (1 = disagree, 7 = agree) - each response is thought through
* Should take no longer than 20 minutes to complete
* Optional ‘Comments’ section - adding value
* Totally anonymous - honest and reliable feedback is obtained
* Based on an individual’s ‘perception’ – which is their ‘reality’ – it is not a psychometric test
* ‘Save’ facility – if you run out of time you can ‘save’ and return to later to complete
* Easy page navigation – saves time
* Full ‘Help' functionality – easy to understand
* ‘Contact Us’ facility – guaranteed response within 24 hours.
Output - Key Requirements
The format of the output from the questionnaires is crucial to the success of the process. The use of bar charts around a ‘benchmark’ makes it much
easier for the participants to understand.
An example of output from an appraisal that we provide for our clients can be seen at:
http://www.index360.com/images/Two_Bar_example.gif
* no complicated statistics and graphs - making it easy to engage individuals
* uncluttered pages - making it easy to understand and work with the data
* key strengths/development needs highlighted - to quickly see the priorities
* gaps in perception measured between individuals and groups - to allow you to open up discussion and prioritise
* measurement of trends and change over time - to review progress and maintain commitment
* individual and group profiles and comparisons - to highlight the priority areas and 'blue-print' best practice
Discussion
Gathering feedback is only the start. The information obtained from a 360 appraisal does not provide the solution – it acts as a ‘catalyst’ to open up
discussion with the very people who provided the feedback in order to find out why they are feeling this way. By involving them in a independently
facilitated discussion of the results, you can generate a shared understanding and commitment to work together to improve, by building on strengths
and developing areas of weakness.
The ability to compare feedback different individuals also enables the ‘blue-printing’ of best practice across the organisation.
There are various options for delivering feedback, facilitating discussion and generating action plans depending on individuals’ needs and circumstances.
This could include a mix of the following:
* 1-2-1 feedback (2 hours duration) with an experienced coach
* One-day Developmental Workshops with a maximum of 8 participants in each – delivered by an experienced coach and facilitator
* Training for ‘appropriate’ personnel to deliver the feedback and run the workshops with initial support from the chosen supplier
Developmental Workshops are particularly valuable when working with several individuals to build on the information obtained from 360 appraisals.
The workshops are tailored to focus on the needs of each participant/group, using the feedback gathered in advance by the appraisals, so that each
individual leaves the workshop with their own measurable action plan. This format also encourages individuals to support each other on an ongoing basis to
improve performance.
Action
The ‘facilitated’ discussion process leads to practical actions agreed by each individual on how they are going to work to improve performance.
These actions need to be SMART - Specific, Measurable, Achievable, Realistic and Timely.
Learning
Ongoing support to achieve your action plan is essential. This support is likely to involve a combination of independent facilitation, training and
coaching depending on what needs to be achieved. Encouraging individuals to ‘buddy-up’ with a colleague whose strengths compliment their development
needs and vice versa helps to maintain commitment and enthusiasm, in addition to fostering a more supportive and open culture.
Measurement
How do you know things are improving and how do you ensure that the momentum is maintained?
Regular progress reviews are critical to sustain enthusiasm and commitment. Ideally you should repeat the process on a regular basis, preferably
every nine to twelve months, to monitor and review progress and re-define your action plans, based on the results.
Suggested workplan for your 360 degree appraisals
1. Meet with your chosen supplier to discuss your requirements and their approach.
2. Decide on timescales for the appraisals.
3. Plan your questions – do you need a generic or a bespoke questionnaire.
4. Agree the structure of the report (grouping and comparing data).
5. Define the briefing process.
6. Brief participants.
7. Undertake the appraisals.
8. When the appraisals are closed, thank everyone personally via email and outline the next stages.
9. Arrange feedback with each individual who has been appraised within two weeks of receiving all responses
a. 1-2-1 feedback with each individual manager
b. Developmental Workshops for 8 managers in each
(You may choose for some individuals to receive 1-2-1 feedback and others attend a workshop)
10. Develop action plans and get commitment from all stakeholders.
11. Maintain motivation and commitment to the plans through ongoing support and advice.
12. Repeat appraisals within 9-12 months to measure improvement.
Valerie Heritage
About the Author
Valerie Heritage has been providing Employee Engagement Solutions to a wide range of organisations, in both public and private sectors, for the past
twenty years.
Using index360©, a proven on-line feedback solution, she provides organisations with a practical and reliable way to engage people in working
together to improve performance.
www.communicationchallenge.co.uk
