Diary notes are a simple and effective way of recording notes made about an employee by their manager at any time.
Your managers are probably doing this already; saving emails, making handwritten notes, some might even have these notes in excel! So why bother rolling out diary notes on intelliHR?
The answer is simple; as a system administrator, you can configure the types of notes, such as recognition or skills-gap, that you expect your managers to be entering about their employees. Next, your managers can record these notes anytime, anywhere on intelli and the notes will be time-stamped and stored against the employee's profile. Moreover, all of these notes will form part of the performance report when viewed as the supervisor, meaning all of those small, sometimes intangible things, are used to produce a holistic view of the employee's performance. Oh, and the real kicker is that any diary notes recorded will calculate a cost to the business based on the salaries of those involved and the time spent dealing with potential issues. This is all filtered in Analytics to help you see where managers are spending their time.
The article below is designed to provide advice on how to roll out diary notes to your organisation and the resources you will need.
What Resources are You Providing
- Video Introduction to Diary Notes
- Quick-Start Guide (in-app)
- Template email - Diary Notes
1. Go to Settings >> Diary Notes Categories >> Add or amend the diary note categories.
*This is a great way to guide the behaviour of your managers specifying what they should be making diary notes about.
2. Ensure Remuneration data has been recorded against employee profiles.
*Although diary notes will still add value to your reporting without remuneration data, the ability to attach a cost to specific diary notes and the broader categories of notes being recorded will prove extremely valuable when making a business case for potential interventions and/or when prioritising which categories require the immediate attention of the business.
How Should I Roll this Out?
1. Communicate the roll-out of diary notes to managers. A template email has been provided below and this can be amended to highlight the reasons why you will be using diary notes and how you intend to provide training whether this is in person or simply using the intelliHR guides and video introduction to the feature.
Now that we have our great new People Management system, we are going to start rolling out some of the features to you that will be able to help you as a leader. The first of these features is Diary Notes! Whilst this might not sound exciting to you, the reason for this rollout is to help you in your role as a leader. You will now be able to make diary notes about your reports online, anywhere and anytime. These notes will be time-stamped and recorded against the employee's profile. The notes will also be automatically pulled into the employee's performance report so that during reviews you can draw on these notes to understand employee performance across the period without having to try and remember what happened back in January! Some of the things we're really looking forward to are:
We'll be running training sessions for managers over the next week so keep an eye out for the calendar invite, but for now, take a look at this introduction video to use diary notes on intelliHR.
2. Provide training for leaders.
*Depending on the size of your business you may wish to run in-person training sessions for your managers or simply provide links to the knowledge base articles that can be used to help managers understand how diary notes are logged.
**However you choose to provide training for managers we strongly recommend that you communicate to managers the benefits of using diary notes with regards to a holistic view of employee performance over time, where diary notes sit in that performance process and the ability to track costs of notes to help identify where processes can be improved to help managers lead.