360 – how often is too often?

Once people start to use a 360 questionnaire and realise the value of gaining the insight into how others see them, it’s sometimes easy for them to make the (incorrect) leap in thought process that the more 360s they do, the quicker they’ll develop and acquire the skills and behaviours they’re looking for.

So how often should we be utilising this tool?

Based on the experience both of our Head of Psychology and the feedback from customers as to what works for them, we’d recommend this to be every 12-18 months as a minimum. Any more often than this and you may start to see a less effective 360 feedback emerge.

Why is this?

People tend to get ‘rater fatigue’ when they're constantly being asked to fill in 360- degree questionnaires. 

You need to allow sufficient time between reviews for people to make the behavioural changes identified or to plan and engage with any personal development which comes out of the 360 feedback session.  There’s likely to be little shift in the behaviour and therefore the ratings in just, say, 3 months.

But even if it isn’t the time to complete a full 360 questionnaire, it’s worthwhile gathering on-going, regular feedback at critical points. For this reason, both our Talent Performance® and Talent Advance® modules from our on-line talent management Talent® system include a ‘Get Feedback' function. This enables people to get more informal, immediate 'pulse' feedback on things that have just happened or on areas they're developing. This is usually shorter, qualitative, aimed at a small number of people and related to one or two specific questions, which doesn't create the rater fatigue that 3 month full-360s would.

To talk about this more, let us know your thoughts below.

7 benefits of moving on-line for 360 review

Want to know what the key benefits to moving to on-line 360 as highlighted in our recent survey?  Some are obvious, some less so.  Read on.

1.     Reduction in administration time.  77% of organisations in our recent survey have observed this time saving. It seems that some of this time is 're-invested'.

2.     More time spent on development planning. 46% of survey respondents signal that they now spend more time on development planning. 

3.     Better individual understanding of own strengths and development areas: 91% have found this to be the case showing the improvement since going on-line.

4.     Greater commitment to the development plan: 73% reported that their people were more committed to their individual development plan after moving on-line. 

5.     Easier comparison of people across departments and the organisation with 55% commenting that this is easier since going on-line.

6.     Faster analytics: 60% of respondents say that the analytics are faster with the on-line system.

7.     Spotting of those with high potential made easier:  57% comment that is it easier to now identify those employees with high potential.

If you’d like to know more about our research or are looking to see how moving on-line with your performance review can bring these benefits, do get in touch.

Is your organisation ready for 360? Think again...

There is no doubt that a well implemented 360-degree review and feedback process will make a significant and cost-effective contribution to your organisation. But, is now the time? We share what we consider to be the main considerations for maximising the effectiveness of 360 feedback programmes. If you come up short on any of these, do think carefully about the timing.

1. Ask yourself – is it still a step too far?

360 should be approached as an evolutionary way to capture feedback. If there is no historical approach to feedback being a fundamental and accepted part of the culture it may encounter significant obstacles. It may be that a formalised review processes and one to one feedback needs to be introduced to lay the foundations for the full 360 and help to realise the value it can add to an open, honest culture with a genuine desire to improve performance. Perhaps a pilot in a certain part of the business (usually the top) might be a better starting point?

2. Can I create a ‘What’s in it for them’?

When positioning the 360 with the end-user it is imperative that a clear purpose is defined. Is the overall outcome designed to support Management Development, Coaching, Career Development or Performance Management? Are you introducing new competencies, ways of working or bonus schemes? It may be some or all of these. By exploring with the users it will help to sell the “what’s in it for me” gaining buy-in and provide clarity to how the organisation will use the results.

3. Can I deal with ‘emotional’ objections?

Explain how the 360 will be administered, who will ensure it happens, who will collate the results and how, when will they receive the feedback and who from? Ensure that the process is transparent and all can see what the desired outcomes are. It is useful to show at this stage that the 360 process will be revisited to allow individuals to see how they have improved based on feedback captured over time.

4. Can I create a ‘What’s in it for the Management population’?

Is there an overarching strategy or goal that the organisation is working towards? 360 can be extremely effective when clear links can be seen between the outcomes and the future vision of an organisation. Are there values or a core mission statement that the behaviours link to?

5. Can I enlist their support as opposed to just agreement? 

Identify the key stakeholders to act as “Champions” supporting the pilot of the process and promoting its worth and usefulness as a management tool. These may be a Senior Management Group or well respected members of specific business areas. This group would then define and promote the organisational need for the 360 i.e. to identify current skills against those required for future growth and develop training plans to assist this.

6. Are the questionnaires fit for purpose and considered relevant? 

Here possible ensure that the questions reflect the desired competencies. If the organisation does not use competencies ensure that the language used is common across the organisation, appropriate to the respondents and can clearly elicit the desired responses. It is useful to discuss the design of the questions and format with a pilot group of differing levels to ensure your format will deliver what is required and provide one clear consistent message of its worth. Do see our other resources on this subject.

7. Are these outputs aligned with other core Talent Management processes? 

Wherever possible align the feedback to the Personal Development and Career Planning process within the organisation (you do have those don't you?!). Formalising action plans based on the feedback and reviewing quarterly shows commitment to the users. It also ensures the feedback is revisited and discussed regularly keeping the process alive and helping to embed it into the organisations culture. The choice should be given to the individuals to discuss the action plans with their manager or a mentor. Sharing by choice in this way can then help to naturally encourage a feedback rich team who seek to adopt the process into every day operations.

8. Are those tasked with delivering and receiving the feedback ready, willing and able?

Be specific when and how the feedback will be delivered. Ensure that the individuals are briefed on the stages on feedback - shock, anger, rejection, and acceptance. This helps them to mentally prepare for the sessions and understand their emotions are natural and expected. In our experience individuals can move more quickly to acceptance (and therefore action) when they understand the stages and the reasons for their feelings. Thus helping the feedback to be digested and understood more fully. Ensure each individual understands that by being a willing participant in a 360 feedback process, they own the feedback. By accepting to be involved, make sure any ground rules are laid out in advance and that choosing to decline is 'ok'. It is only they that can act upon the feedback and use it to provide deeper self insight. Also explain that what they receive is in no way altered or edited - it is the views of their chosen respondents as provided on the forms.

Trends

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Promoting a feedback-friendly culture

We have refined this handy 3-point checklist for developing the culture in your organisation to support the giving and receiving of feedback. Not easy we know, but implemented gradually over time with support from the top and you could make some inroads into this difficult problem. You could of course also ask us to help!

1. Improve and ensure the quality of feedback

• Train supervisors and others about how to provide useful feedback
• Create clear standards concerning valued behaviours that are relevant to organisational goals
• Provide clear performance measurements
• Provide reports tying individual performance to bottom line departmental or organisational metrics
• Provide time to review and clarify feedback results with others such as one's supervisors

2. Emphasise the importance of feedback in the organisation

• Expect top-level managers to serve as role models about how to seek, receive, and use feedback
• Ensure that everyone actually receives feedback (i.e. its not voluntary or the sole preserve of a select few)
• Involve employees in the development of behaviour and performance standards
• Ensure that performance improvements following feedback are recognised and rewarded

3. Provide support for using feedback

• Provide skilled facilitators to help recipients interpret formal (i.e. 360) feedback and set development plans and goals
• Train and reward supervisors for coaching
• Encourage feedback recipients to discuss their feedback with colleagues to help clarify it and to reach shared agreement concerning behaviour expectations and changes
  provide feedback recipients with the freedom to act on the feedback to give them a sense of control
• Provide formal and inofrmal opportunities to learn

Do ask us how we include many of the above items within our 360 feedback programmes as standard to ensure a successful 360 review project.