Form Designs can be used for a variety of reasons. Several of the most common uses are Compliance, Continuous Feedback and Performance Tracking.
Tracking performance within your organisation will be key to your ongoing success. However, who is responsible for that performance? Do those responsible have the tools required to lead employees to improved performance? A key feature of the intelliHR platform is the ability to update a multi-faceted performance report in real-time giving managers and leaders the tools to effectively review performance and plan for improvement. By creating forms to track performance that are tailored to the needs of your organisation you can make sure that employees and leaders alike have a wealth of data points throughout the year included in one report that can be accessed at any time.
How can Form Designs help me accurately track performance?
For years, employees and managers have dreaded performance review time with a mutual disdain for the hours spent collating data, locating old paper files and trying to remember all aspects of employee performance throughout the period. Through the use of forms created by you and tailored specifically to your organisation you can collect crucial information at several points over the course of your review period enabling meaningful conversations between employees and managers with the most up-to-date information about their all-round performance at the click of a button.
What information can I track?
The simple answer is, anything! However, for the creation of your forms it will be important for you to seriously consider:
- What are the Key Metrics in your organisation?
- What other aspects of performance should inform the performance review? e.g. Achievements, Role Evaluation, Manager's assessment.
- How many times will you be requesting this information throughout the reporting period?
Before creating your forms you should spend a significant amount of time ensuring the metrics you choose are suitable for your organisation, and that employees understand what these metrics consist of.
The cadence of your form will also influence the form itself. For example, if employees are tracking their performance metrics through the forms every quarter you may provide quite a detailed form. However, if you increase the cadence of your forms you may wish to create a form that is quicker and more convenient to complete.
Are there any examples I can use in intelliHR?
Yes! On your platform the forms that are pre-set to track key metrics are the 'Self Assessment' or the extended 'Self Assessment and Role Evaluation'. Following employee completion of this self-assessment, the 'Performance Assessment and Summary Task' is triggered so that managers can also rate employees performance over the same time period. To make the forms convenient for employees, questions regarding happiness and ongoing achievements and challenges are gathered from other forms such as the 'Check In'. For a complete summary of where the performance datasets originate from, please see the help desk article regarding Performance Report card Elements here.
Where do I start?
Create the form! We want to make things as easy as possible for you, so the CS team will take care of making sure the metrics you are using pull through to the performance report; just make sure to let us know what they are once you have created your form. The metrics you report on will most likely be gathered using ratings fields; however, we recommend aligning expectations at the beginning of the form by clarifying both the metrics and the rating scale you choose to use. The easiest way to do this will be with a HTML Content field as seen below:
1. Navigate to Automation >> Form Designs >> Create New Form Design.
2. Complete the Form Settings and save.
3. Add Field.
4. Select HTML Content and use the Megaphone Icon to add a callout box.
- Include instruction on how to complete the form.
- Include information regarding who will see the responses and where this will go; for example, 'Your responses will be visible in the Performance Report and will form the basis of your ongoing performance'.
- Defining the performance metrics will be extremely useful to ensure the quality of responses is maintained and that perspective does not become a confounding factor.
Using rating fields to track key metrics:
Although you may wish to extend your performance tracking form with additional questions relating to employee performance the key fields you will need to include will be rating fields to easily track key metrics. To add these fields please follow the steps below:
1. Navigate to your Performance Tracking Form Design.
2. Add Field.
3. Select Rating fields.
- Label: Name the metric you wish to track; For example, Teamwork.
- Start: The start number of your values; For example, 0.
- End: The end number of your values; For example, 200.
- Step: The distance between the ratings; for example, 50.
- Labels and Values:
- The labels will be the ratings used; for example, Needs Help, Getting There, Satisfactory, Doing Well, Outstanding.
- The values can be used to differentiate and score the ratings; for example, 0, 50, 100, 150, 200.
An average can be taken of the ratings scores; the distance/step between each rating should be equal. Using rating values of 1-5 would be equally as valid; however, with a greater number of employees differentiating the averages between 1-5 may not be as clearly visible as when the difference between the values start and end is 0-200.
4. Mark the field as Required and Save.
5. Providing a Text field for comments regarding each metric can provide an area for employees to provide context for their comments.