All you need to know about participating in surveys
Complete your self-evaluation. It is important that you record how you think you are performing in an area. This is compared to how your team sees your performance. Any difference should be looked at in context of the work landscape and then a plan put into action to improve in identified areas. Encourage all your feedback team to provide their responses by the due date. Having at least 3 raters in each category adds depth to your report and provides you with comprehensive data on which you can act.
Inviting raters to participate
Before registering your rating team (the people you would like to get feedback from) it is recommended that you ask your raters for permission to include them.
What to say to your Raters
Consider covering the following points.
– Explain the aims of the process
– Reinforce that you value their feedback
– Inform them their responses will remain confidential and anonymous (manager excepted)
– Encourage them to be honest
– Explain that survey completion is confidential, simple and should take about 15 to 20 minutes. Surveys are completed on the internet (alternative methods are available)
Draft Rater invitation letter
Below is a suggested invitation that you can customise and send to your raters:
Subject: Invitation to participate in my 360 Degree Feedback Process
I am participating in a 360 degree feedback program, which involves seeking feedback about how others perceive me in the workplace. I would like you to be part of my feedback team.
You will be asked to complete an online survey that will take approximately 15 minutes. You are encouraged to be constructive and honest. Your responses will be processed by the company Full Circle Feedback, who will prepare my feedback report. Your responses will be reported to me anonymously and confidentially, with the exception of my manager’s responses which will be identified in the report.
Please let me know if you are not able to participate. Otherwise, you will soon receive an email from Full Circle Feedback with the survey instructions and contact details for more information.
Survey Completion Instructions
360 Degree Feedback at our organisation
Each of the participants will identify a number of “raters” – people who they would like to receive feedback from, about their performance. You may be selected as a participant and as such will need to nominate those that you are seeking feedback from.
This program will provide each “rater” with the opportunity to provide feedback on how the participant is perceived in relation to their leadership and work performance. If you are asked to be a “rater” for several participants, it is important to remember to carefully consider your responses for each individual participant.
The information from all raters will provide the participant with:
– A mirror into how others see them;
– Insights on their strengths and development opportunities; and
– The opportunity to build on their strengths and establish ways to work on development areas.
Confidentiality of feedback responses
With the exception of the participant’s manager, the survey responses given by raters will be averaged and grouped into specific categories. Individual responses, except for the manager’s responses, will not be revealed to the participant. Your response is completely anonymous.
Guidelines for giving feedback
Participants will be seeking your feedback because they value your opinion. Please:
– Be honest, constructive and balanced;
– Be objective and fair (reflect on examples);
– Avoid the “Recency” effect (answering questions based only on very recent evidence only, or on a single recent event);
– Avoid the “Halo” effect (answering all questions similarly based on one trait);
– Don’t discuss your ratings with anyone
How do I complete the survey?
The survey is completed online. You will receive information from Full Circle Feedback (FCF) about how to log on and access the survey. Your survey will be saved page by page on the FCF database as you complete it, and you will be able to review or amend your responses up until you click the ‘Submit’ button.
Relates to whether or not you observe the stated behaviour. If the behaviour is required, you will need to consider whether or not the person applies the behaviour consistently. Try to remember specific past situations.
You may also be asked to respond to a Multiple Answer question (where you are given the option to select several answers from a list) and Free Text questions. When responding to a Free Text question, be constructive and balanced. All the responses are collated and displayed exactly as they are written.
You will have approximately two weeks to complete the survey. Please contact us if you are having difficulty completing the survey or meeting the timeline.
Who to speak to about questions
If you have any questions, please contact us on 1300 553 351 or email firstname.lastname@example.org
Your survey may contain the following items.
Performance Column (select 1 item from a list)
Consider each question and rate on the basis of whether the behaviour is consistently demonstrated when it is required. Try to remember specific situations in the past when making your assessment.
Multiple Answer (select multiple items from a list)
Consider each question carefully and then select your responses.
Free Text (enter your comments)
When answering any free text questions, please be aware that your responses are collated along with other raters and are displayed exactly as you have written them. Please endeavour to be concise. Important note: Please ensure you do not use any apostrophes, brackets or unusual symbols as these may cause an error.
If you are unable to make an assessment
You may feel that you cannot make an assessment in all areas. If this is so, you will have the option of answering accordingly (e.g. Not assessed, Not applicable, Not observed, etc.).
Please note that surveys are saved page by page on the Full Circle Feedback database as they are completed. Survey responses may be reviewed and amended up until the time that the “Submit” button is clicked. This gives you the option to complete the survey in more than one sitting without losing what you have entered and saved. Also, if you experience an Internet disruption or an interruption while completing the survey you can log back in at a later time to complete the survey. Then simply scroll through the survey by clicking Save and Continue until you reach the point where you can continue completing the survey.
Common survey completion problems and solutions
The most likely reasons for difficulty completing or submitting surveys are:
No Internet access
You must have external Internet access to complete surveys on-line. If you do not have Internet access please email email@example.com and we can arrange to send you an electronic or paper copy of the survey.
Browser time out
Internet browsers often time out after a set period of time. If you leave the survey for some time (e.g. to attend a phone call or a client) then you may need to log back in to continue completing the survey.
Mistaking internal Intranet access, username and password for Internet access and Full Circle Feedback username and password
You may need to use internal processes and passwords before you can access the Internet. Make sure you do not confuse your internal processes, username and password with the Full Circle Feedback process, username and password.
Internet access is disrupted or temporarily unavailable
If there is a disruption to the Internet you may receive an error message and not be able to proceed. Please log back in when the disruption is rectified and simply scroll through the survey by clicking Save and Continue until you reach the point where you can continue completing the survey.
Incorrectly entered password
Full Circle Feedback users lowercase alpha passwords. Incorrectly entered passwords will result in an error message saying: “You have entered a bad user name or password”. Please retry your password or try copying and pasting the password from the email.
Incompatible symbols in the Free Text responses
Some symbols may not be used in Free Text answers. Please make sure you have not used symbols like inverted commas, brackets, percentage signs, etc.
If you have any questions or need help please email us at firstname.lastname@example.org.
Individual Debriefing Session
We are convinced that a major key to the creation of a productive and positive work environment is to deliver constructive, specific and timely feedback. We all know that people need to feel connected to their workplace to give and to keep giving their best effort. Feedback is the cheapest, most powerful and yet most under-used motivational tool available.
Feedback requires a complex set of skills. We encourage you to continue developing your individual and organisational feedback skills. Without feedback our capacity to grow and influence others is diminished.
There are many barriers to giving feedback – time, skills, fear of consequences to name a few. A major barrier is that people often find it very difficult to give honest feedback. This is due to a range of reasons, including cultural norms, power differences and fear of conflict. Developing skills in giving and receiving feedback is essential if the process is to be constructive. Here are some tips for preparing to give feedback.
Prior to the Meeting
– Make sure you are fully briefed about all details of the FCF-360 process.
– Review the Feedback Report, looking for major patterns and themes.
– Spend no more than 20 minutes reviewing the report, otherwise you risk over interpretation. Your role is to facilitate not diagnose. You cannot interpret an FCF-360 report without the participant.
– Arrange to spend one to two hours with the participant in a quiet location away from all distractions.
Beginning of the Meeting
– Confirm the purpose of the 360-degree project, explain how the Feedback Report will be used and confidentiality. Outline the role of the facilitator and the session process. Be assertive, specific and supportive at all times.
– Reinforce that 360-degree feedback is simply a collection of perceptions. Assess the levels of defensiveness in the participant’s body language and verbal responses. Concentrate on establishing a rapport if there is evidence of resistance to feedback seems evident.
– Ask the participant who was in their rating team. Explain that the participant is likely to find the feedback useful and interesting. It is your role to ensure that the session is constructive.
– Ask the participant to list three of their strengths and three challenges which they face in their current role.
– Ask the participant to give a summary of the feedback they have obtained in their career to date and the knowledge that has resulted from this feedback.
– Ask the participant to describe their relationship with their manager and team.
– Spend no more than five minutes on this introductory activity, as participants will be keen to explore the report.
During the Meeting
– Ask clarifying questions to stimulate insights.
– Use tentative/hypothetical language when building a picture with the participant.
– Observe and provide feedback about visible behaviour linked to the report.
– Provide support and encouragement – lead with the positives.
– Help the participant to identify key themes within the report. What are some of the overall messages?
– Identify major gaps and similarities between the self-rating and the perception of other raters.
– Focus only on behaviours not the personality.
– Try and make sure that the Participant is providing most of the comments.
End of the Meeting
– Brainstorm options for improvement and development.
– Develop a few specific actions that can form the basis of an Action Plan.
– Ask them for feedback about the process. You can gain ongoing feedback for your own development by asking this question.
– Thank the participant.
– Encourage the participant to have a follow-up meeting with their manager. Participants usually have questions about the ratings given to them by their manager. It is also important for the manager to be involved in ongoing development plans
– Encourage the participant to give their rating team some feedback about what they learned from the process