To get started with 'Review Cycles' in Frankli, navigate to your Admin Dashboard and click on the available icon as highlighted below.
Note: The ability to create review cycles is limited to Administrators in Franki. All Administrators will have access to see any 'Active', 'Scheduled' or 'Completed' review cycles created jointly across the company.
Next select 'Create New Review'
This will bring you into the set-up and design steps involved in creating a review cycle in Frankli.
When setting up a review cycle, you will be asked to choose between 'Open' and 'Sequenced' cycles.
In an open cycle, all the steps you have selected will start at once. This allows the participants to update their reviews in real-time over the review period.
In a sequenced cycle, the steps will run in the order you have chosen, but when a participant has finished the step that is active, they can move on to the next step without having to wait for it to start.
Give your Review Cycle a unique name that is easily recognizable like 'Mid Year Review 2020'.
Define the period under review in terms of months or a full year.
Define your starting month and end of review period month to align with the review period you selected.
When you define the period under review, all the data that becomes visible in terms of goal progress, feedback, 1:1's for your employees is limited to the defined period. It ensures the review focus is timely and relevant for all people involved. One last point, the period of the review will always be in the past up to and including the last full calendar month in which you are setting this review cycle up.
Next you define your 'Recipients'. This is your audience who will take part in the review cycle. You have the option to 'Select All' including everyone company wide or filter by specific department, locations or individual employees.
Steps offer you flexibility and structure to how your review process will run within Frankli and is the most important piece of the puzzle. Here you can design up to three step types in whatever order works best for you encompassing the following elements:
Self Reflection step - an opportunity for each of your people to reflect on their overall progress during the period under review and to outline their future aspirations
Peer Reviews - Here we offer employees the option to nominate up to 05 peers to conduct a peer review on their progress. As part of this step, manager approval is firstly sought on the nominations.
Manager Led Reviews - Here each manager of people will conduct a review of their direct reports.
Each step defined above will have an associated start and end date. If you are running an open cycle, the order of the steps won’t matter, as all the steps will start at the same time, and will run alongside each other. If you have set up a sequenced cycle, the order of the steps will define which steps can be accessed when.
If this process is new to you & your company, we suggest starting with a two step approach consisting of 'Self-Reflections' and 'Manager Led' reviews. We find this is still the most popular approach & ensures all your people have a chance to contribute in the process.
Review Cycle Questions
Based on the number of steps and sequence you have decided upon, next you will create the relevant questions you want to ask in each step.
Frankli comes pre-populated with some recommended question types and areas of focus. Feel free to move things around, delete out of this cycle or remove entirely from your library and create your own.
To the right side is the question bank. This contains all of our recommended questions and any custom questions you have created. To add questions from the question bank to your cycle, simply drag and drop them into the list on the left.
You can choose to edit any of our questions by hovering over one of them in the sidebar (or the cycle questions list) and clicking the edit icon.
A form will appear with the question filled in. You can then change the question however you want. Once saved, this question will be added to your own question bank so it can be re-used later.
You can also create custom questions entirely from scratch. Doing so allows you to define the question and the type of response you wish to receive to it. To add a question, hover above or below an existing question and click on "Add a new question type". Questions created using this method will automatically be added to your question bank for use in later cycles.
When clicked, a window will appear asking you to choose between two question types, text or likert.
Once you have selected a type, you will be asked to define a question for it.
You can edit or remove any questions that are already in the cycle by clicking the relevant icons on the right side of each.
Editing will open the same edit window as if editing from the sidebar. Removing will put the question back into the question bank.
An optional addition at the end of both the 'Self Reflection' and 'Manager Led' reviews is to append an assessment group questions to allow your people rate their performance and also for their manager to do the same. The wording can be edited to better suit your process.
Again this step is an important one to get right but we'd recommend if you're new to the process less is more. Framing some good forward looking questions for your employees is just as important as asking them what they felt they've achieved during this period. Also for Managers, there's a real opportunity here to get some specific examples of great performance while also outlining developmental needs.
The last piece before confirming is to have a review of each step and preview what it will look like before going out, as well as confirming the timeframes for each step in the overall review cycle.
Once you're happy, click 'Create'.
The final screen will outline what will happen next in terms of invite emails that go out to your each of your people in the review cycle and their managers. Also as an Admin, we outline what you can expect from here.
Saving a Draft
Drafts allow you to save your progress through the form. Whenever you attempt to navigate away from the form, you will be prompted to save your changes as a draft.
Choosing to save it as a draft allows you to return to the form later to finish creating the cycle.