Form Designs can be used for a variety of reasons. Several of the most common uses are Compliance, Continuous Feedback and Performance Tracking.
As a data driven platform intelliHR facilitates your ability to achieve continuous feedback from your people; providing managers and people leaders alike with numerous data points helping to create more accurate insights regarding employee performance, engagement and blockers. Once completed, responses will remain on the employee's profile. Group responses can also be collated in Analytics.
Key Elements of a Continuous Feedback Form
Following the Form Design Masterclass delivered as part of the implementation, you will be aware of several key considerations when creating a form to track continuous feedback. This article will highlight some of these key considerations, provide a step by step guide to creating a simple Continuous Feedback Form and also briefly discuss how to automate this feedback through the use of recurring pulses:
- What's in it for Me? - Does the form contain a section, such as a callout field, to explain what the employee will get out of filling in the form? E.g. How will the form help employees? Can they expect to receive feedback? Will the responses be used as part of their performance reviews?
- Safety - Have you made clear to the employee who will be able to view the responses? How will the responses be used and what effect will their responses have on their role? If the answers to any of the questions mentioned previously are unclear you may find that the forms are not completed or that the answers are not honest. Providing a level of transparency will be key to encouraging a maximum response rate among your employees.
- Convenient - Is the form easy to complete? Ensure that questions are simple and clear. Confusing or difficult to understand questions may harm the response rate and the perception held by employees about your forms. Also, you may have a number of excellent questions but remember; your people are probably busy and completing a very long form on a regular basis is possibly not the best use of their time. We recommend that your continuous feedback forms should not take much longer than 10 minutes to complete. If the form is too long consider separating this into two forms and re-evaluating the purpose of each question.
Creating a Simple Continuous Feedback Form
One example of continuous feedback is the simple Check-In. This form can be used to create an environment of constant communication and specified forum for employees to relate their successes and their blockers. Continuous feedback such as check-ins are often primarily created with text fields to capture qualitative data. However, by adding simple rating fields such as the happiness rating to also obtain quantitative data, continuous feedback can therefore be tracked over time using a specific metric to then be averaged across any period of time:
To create a Continuous Feedback Form:
1. Select the questions you plan to ask your employees on a continuous basis
2. Navigate to Automation >> Form Designs >> Create New Form Design
3. Enter the appropriate Form Settings depending how you want the form to behave, settings that could be important to your continuous feedback form have been highlighted below:
- Auto-Ignore - If the form is to be received by the employees at regular intervals setting an auto-ignore may be prudent to avoid employees that do not complete the form having multiple incomplete forms on their profile.
- Completion Recipients - If the form is designed to trigger a feedback loop initiated by the employee's manager adding the supervisor as a completion recipient will email the responses to the manager and allow them to act where appropriate.
4. Add Fields
- Callout Box: In any form design a callout box is a staple field that can be used to provide information regarding the key considerations mentioned above.
- Key Metrics - If employee happiness is something you are interested in - tracking a rating field can help track this over time and will allow you to view averages at the end of your time period.
- Text area: When requesting text responses choosing a text field will indicate that a short response is expected whereas the use of a text area field would denote the need for a more detailed answer.
5. Once you have added all the questions you wish save and preview the form.
Automating the Collection of Continuous Feedback
Once you have created a form to track continuous feedback you can automate the collection of this data through the use of recurring pulses. It will be important to think carefully about the cadence of this continuous feedback. The more data provided, the better your Analytics will be; however, requesting the same data every week may lead to survey fatigue from your employees and diminish the value they see in completing such a form. Here at intelliHR, we complete the standard Check-In that can be found on your platform once a month as we find this cadence helps trigger communication between managers and employees and collect data on a consistent basis while not bombarding the employee with the same questions every week!
To create a recurring pulse for Continuous Feedback:
1. Navigate to the Automation >> Recurring Pulses
2. Select Create New Recurring Pulse
3. Type the Name of your Pulse (will be used to identify the pulse in your records)
4. Select the Continuous Feedback Form Design to be used in your Pulse.
5. Select your targeted group(s) of employees (default is All).
6. Select the Start Date/Time to set when the first occurrence of this Pulse will be sent out.
7. Choose the Frequency of the Pulse.
- Enter Days to set the pulse to repeat on that number of workdays.
- Enter Weeks to set the pulse to repeat on that number of weeks.
- Enter Months to set the pulse to repeat on that number of Months.
- Enter Years to set the pulse to repeat on that number of Years.
9. Select Create Recurring Pulse.