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How to set up 360-degree feedback cycles?
How to set up 360-degree feedback cycles?
Livia avatar
Written by Livia
Updated over a week ago

The Teamflect 360-Degree Feedback feature allows HR professionals to collect comprehensive feedback from multiple sources within the organization. This inclusive feedback mechanism encompasses self-assessment, peer evaluation, manager assessments, direct reports, and even input from external collaborators.

Let's learn more about how to set up templates!

Before starting:

1. Visit the Teamflect Admin Center at admin.teamflect.com

2. Navigate to the Feedback modules under the ''Modules'' section on the left.

3. Scroll down and click ''Create/see 360-Degree Feedback Templates.''

On this page, you'll see the sample templates. To start from scratch, click the button on the top left titled ''Create a new 360-degree feedback template.'' To edit the sample templates, click the ''Pen'' icon.

Now you have three sections to complete. Please keep in mind that you can tailor the whole process however you want; not everything you see is a must-have.

Step 1: Set up the basics

Template details

Give your template a name to make it easily accessible within the Admin Center. This title will not be visible to your end users.

Description

Optionally, explain the motivation and the expectations of your users when they receive this feedback. Utilize rich text options, insert links, or copy and paste images. It's up to your imagination how you'd like to instruct your users before they fill it out. After you are all set, click the button on the bottom right titled ''360-degree feedback'' and proceed to the next step.

Step 2: Include sections

Now, it's time to decide how to utilize the 360-degree feedback company-wide. Start by turning the designated buttons on to enable the sections, depending on your ultimate purpose of initiating 360-degree feedback.

If you're undecided about the use cases, please see the bottom of this article.

Sections Explained

Self-assessment

When enabled, the user needs to provide feedback to themselves. They will not have to request feedback from other people but should express their opinions by answering the questions. See the example below from a live 360-degree feedback cycle:

Ask your peers

Once enabled, the mutuals in your company will have to provide feedback to one another. Example: Elizabeth and Nancy are working closely but in different departments. Their rank is equal. Elizabeth will be able to express how effectively she has collaborated with Nancy, and so will Nancy. Below is an example of how the section layout is:

Ask managers or supervisors

When included and the cycle is started, Teamflect may optionally check the individuals included in the cycle and send requests to the individuals' managers or supervisors for them to provide feedback about their direct or indirect reports. This section may be utilized if you want the employees to receive feedback from their managers.

Ask from direct reports or supervisors

When included and the cycle is started, Teamflect may optionally check the individuals included in the cycle and send requests to the individuals' direct reports or supervisors for them to provide feedback about their manager. This section may be utilized if you want the employees to provide feedback to their managers.

Ask from external people

Without an active Teamflect license requirement, external people, such as collaborators or volunteers who are not Teamflect users, will be able to provide feedback for the employee during the 360-degree feedback cycle.

You can also add notes before sending the requests to highlight specific points about the feedback for the provider.

Step 2.1: Adjust Questions and Other Settings

For each section activated, you need to select a feedback template.

It means that you may either use the sample feedback templates prepared by Teamflect or create your own template by clicking on the ''Create new feedback template'' option under the placeholder.

However, if you'll use one of the sample ones, feel free to tailor it to your specific needs by clicking ''See/edit questions'' instead.

After providing a title for the question set you're creating and providing an optional description for your users to keep in mind, there is one important point you should pay attention to: the template type. So, the type of template defines its accessibility and purpose. Also, if not set correctly, you may not be able to search for it under the desired 360-degree feedback section.

Template Type Explained

Default

This means that the review template does not check the aim of the sections included and may be included no matter what.

Official

This type is only for the admins' use. No one other than a Teamflect admin will be able to see the questions and provide feedback by answering them. So, it's not ideal to select this type while initiating new 360-degree feedback.

Manager to direct report

If the questions are for the managers to answer to provide feedback to their direct reports, select this. The related section for this template type is ''Ask from managers or supervisors.''

Direct report to manager

If the questions are for the employees to answer to provide feedback to their managers, select this. The related section for this template type is ''Ask from direct reports or supervisors.''

Self-assessment

If you want to include these questions in the self-assessment section of the feedback, select this.


After defining the related target audience of the questions included, you can freely edit the questions by changing them from 'Free form' to 'Rating,' 'Ranking,' 'Multiple Choice,' and 'Likert Scale.'

You may also want to ask for additional comments or keep the questions required. To do so, check the related boxes. Additionally, utilize the symbols on the top right of each question to change its order, duplicate, or delete it.

After your questions are ready, hit ''Create'' if you've created questions from scratch, and click ''Update'' if you've edited an existing one.

Step 2.2: Setting up some boundaries

Select the minimum and maximum required number of feedback providers (Min = 0 means 360-degree feedback is optional)

After the template is selected, it's time to set a specific number of feedback providers (people to whom feedback is requested).)

If you keep the number at 0, it means that the section is an optional one, and no one needs to send a feedback request and is still able to complete the feedback cycle.

However, if it's bigger than 0, it's a required section and a specific number of people should be requested for feedback; otherwise, the employee will not be able to have a completed 360-feedback cycle.

Step 2.3: Visibility settings

Now, it's time to decide what parts of the feedback will be visible or not.

Both the feedback provider and the results are visible.

This means if this cycle is sent to Kate and Liz gives some feedback saying that Kate is a rockstar, Kate will know Liz said she's a rockstar.

Feedback results are hidden, but provider names are visible.

Now, Kate will not know what Liz said, but she'll see Liz say some things about her without knowing the context.

Feedback results are visible, but providers are anonymous.

Now, Kate will know someone called her a rockstar; however, she won't know Liz is the one who said it.

Both feedback results and provider names are hidden.

Kate has no idea who said what now. She won't know Liz appreciated her by saying she's a rockstar.

Step 2.4: Putting someone in charge of feedback requests

Now, you'll decide who will be responsible for sending feedback requests. In the ''Ask from managers/supervisors'' and ''Ask from direct reports/supervisors'' sections, you have the option to put Teamflect in charge of sending automatic requests to the manager or direct reports of the employee included in a 360-degree feedback cycle.

However, if you haven't checked those boxes or enabled either of these sections, you have three options:

Both the feedback recipient and the feedback recipient's manager (not available with anonymous visibility)

Lily is Kate's manager. Kate is the feedback recipient; she can send a feedback request to Liz by typing her name in the placeholder, and so can Lily.

Feedback recipient's manager and admins only

Now, as Kate's manager, Lily can type names in the placeholder and send feedback requests to the people who can provide feedback about Kate, and so can a Teamflect admin. The request will be sent from the manager, Lily, and the section will be blocked for Kate's usage.

Admins only

If selected, an admin will be required to see the 360-degree feedback sent to each user and send feedback requests to the other people in the company for them to answer questions about the feedback recipient.

Step 3: Start and Automate

Now, you can start a cycle right away or set up an automation rule for Teamflect to automatically trigger a 360-degree feedback cycle later on by selecting a scenario.

3.1. Select a scenario from the following options

Start a one-time 360-degree feedback cycle now.

It starts a cycle right away but does not repeat.

Automate to start 360-degree feedback cycles periodically.

You may select a frequency for the system to start 360-degree feedback automatically.

Automate for employees who complete their first "X" days in the company.

You may set up an automation based on the hire date of the employee. Say the newcomer needs to receive feedback from their buddy after they're onboarded. On the newcomer's 30th day, this scenario is perfect. Please make sure the employee's hire date is set correctly either in Microsoft or TeamFlex; otherwise, it won't trigger and send nothing.

After selecting the scenario, please provide a cycle name for your users to view and take action accordingly.

3.2. Selecting feedback receivers

Everyone in the company

This is for companies that have utilized Teamflect with every individual working in the company. Please keep in mind that this selection will not exclude non-Teamflect users, assuming everyone already uses it.

Everyone who has signed in to Teamflect so far

This is for companies that have utilized Teamflect with a specific group or number of people. If the company has 1000 employees, but 800 of them are Teamflect users, you may select this. This selection will exclude non-Teamflect users.

Choose manually (you can select groups as well)

If the feedback is meant for a small group of people, type their names to select them as recipients. If you want, you can select the group members of a specific Microsoft Teams group in your Teams account.

Filter users by attributes

A self-explanatory option comes in handy to select a more targeted audience for your 360-degree feedback.

Upload a CSV file containing the user emails

You can download a CSV template, fill it out, and upload it back to Teamflect.

3.3. Due Dates

After selecting who will be included in the feedback cycle and receiving feedback from some respective people, you can now decide when the feedback requests should be sent from the first party (feedback recipient, Kate, or someone else who’s in charge of the feedback requests) and feedback provided by the second party (feedback provider, Liz).

3.4. Click start

After making sure everything looks good to go, click the button on the bottom right, 'Start.'

Use Cases

Use Case 1: Enhancing Self-Reflection

  • Scenario: Imagine an employee who wants to gain a deeper understanding of their strengths and areas for improvement.

  • Solution: By initiating a 360-degree feedback cycle and including the "Self-Assessment" section, individuals can evaluate themselves, leading to valuable self-reflection and personal growth.

Use Case 2: Promoting Peer Feedback

  • Scenario: A team leader wants to encourage team members to provide constructive feedback to one another.

  • Solution: Team leads can set up feedback cycles that include the "Ask from Peers" section. This encourages a culture of continuous improvement and teamwork.

Use Case 3: Managerial Feedback for Development:

  • Scenario: Managers aim to provide targeted feedback to their team members for professional growth.

  • Solution: Managers can easily request feedback from their direct reports through the "Ask from Managers/Supervisors" section. Teamflect automates this process for convenience.

Use Case 4: Gathering External Perspectives

  • Scenario: Your organization collaborates with external partners or volunteers who can offer valuable insights.

  • Solution: Include the "Ask from External People" section in your feedback cycle to collect feedback from these external contributors, enriching the feedback process.

Use Case 5: Customized Feedback Templates:

  • Scenario: Your organization has unique evaluation criteria.

  • Solution: Teamflect allows you to create custom feedback templates in addition to using predefined ones, ensuring that feedback aligns with your organization's specific needs.

Use Case 6: Confidential Feedback

  • Scenario: Some feedback should remain confidential.

  • Solution: Utilize visibility settings to control who can see the feedback results and provider names. Options range from complete transparency to full anonymity.

Use Case 7: Streamlined Feedback Receiver Selection

  • Scenario: You need to select feedback receivers efficiently.

  • Solution: Teamflect offers various options, from manually choosing participants to filtering by department, location, or managerial status, making the process straightforward.

Use Case 8: AI-Enhanced Insights (Optional)

  • Scenario: You want actionable insights from the feedback received.

  • Solution: Toggle on the AI summary feature to receive AI-analyzed feedback, including action items and recommendations based on responses.

By following the steps outlined in this guide, you can harness the power of Teamflect's 360-degree feedback cycles to foster personal and professional growth within your organization. Whether you're focused on self-improvement, team collaboration, or gathering external perspectives, Teamflect has you covered. Let's get started on setting up your first feedback cycle!

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