SHARING EVALUATION INSIGHTS WITH EMPLOYEES:
WHEN IS THE RIGHT TIME FOR YOU AS A MANAGER?
There are two parts to the Evaluation process within Truvelop: 1) completing the Evaluation itself, and 2) having a meaningful development conversation using guidance from the Evaluation Insight.
Each Manager takes a slightly different approach to when and how they complete these meaningful development conversations, but what’s important is that we let the Employee know how they are currently performing and where they have opportunities to grow and develop.
Truvelop is a tool and it’s important to figure out how this tool works best for you.
What is the Right Process for You?
STEP-BY-STEP: THE TRUVELOP EVALUATION
Before diving into the three different types of Evaluation discussions, let’s first review the employee assessment process.
The Truvelop Evaluation comprises 15 questions and measures an Employee’s current Performance, Attitude, and Maintenance. Each question prompts the Manager to consider an Employee’s observable behaviors and actions, helping them to answer the Evaluation as objectively as possible. However, keep in mind that once you submit the Evaluation, you won’t be able to go back and see how you answered each specific question.
The reason for this is that we always want to be measuring current employee performance. When we go back to see how we answer each question, we run the risk of comparing current performance to previous performance, potentially skewing our answers and affecting Rater Reliability.
Instead, we recommend using the open text field after each Evaluation section to capture the historical context on why you rated an employee as exceeding in some areas, while maintaining or underperforming in others. You can also attach documentation to each section as a reference point. Remember, that the notes entered after each section are for your internal reference only, and will not be shared or visible to the employee.
Internal notes can only be viewed by the Manager in the Team Member Dashboard under Contextual Reporting. In each notes section, we recommend that you identify the specific behaviors that you’ve measured, provide context behind why you answered the questions the way that you did, and even self-check that you’re answering the questions objectively by citing evidence of a Team Member showing exceptional attitude towards their co-workers.
By spending a few extra minutes each Evaluation to capture observations and thoughts in the notes section, you’re able to tell a full story around an employee’s experience.
If you do want to share a note with the Employee, you can use the General Comment section at the end of the Evaluation. We typically see Managers use this section to share a general summary of the Employee’s current performance, highlighting what has been going well and where they have an opportunity to develop or improvements that should be made.
A Manager might also ask to schedule time with the Employee to review the Evaluation in more detail and determine next steps. Again, each Manager uses this section slightly differently. It’s all about figuring out what works best for you and your management style.
TO SHARE OR NOT TO SHARE?
Once you submit the Evaluation, if Send Summary is turned on, you’ll have the option to send an email to the employee. An SMS text notification will also be delivered to the employee if text messaging has been enabled by the team member. The Summary Email sent to the employee includes the Employee Facing Evaluation Summary and the General Comment (if a General Comment has been included).
Remember, the Employee will only see the Evaluation Summary and Descriptor in this Summary Email, the employee will not see the Evaluation Score (A, B, C etc).
The decision to share or not share the Employee Facing Evaluation Summary in an email typically comes down to asking yourself the following questions:
- “Is this evaluation summary going to be a surprise to the Employee?”
- “Does this employee know that they are underperforming or lagging behind their peers?”
- “Have I shared this type of feedback with the employee before?”
- “Will the employee be taken off guard?”
WHEN MIGHT YOU SHARE?
When a Manager chooses to Send Summary , you’re drawing the Employee’s attention to the Evaluation that has been recently completed and you’re delivering information about where they are currently performing. If this Employee is a consistent performer or they already know where they stand, the Evaluation Summary would likely not be a surprise. Instead, this email can be a reminder or notification that encourages them to login to Truvelop and check out My Dashboard.
Please note that these Evaluation Emails are not intended to replace an in person conversation. Instead, it can serve as a conversation starter for a more meaningful development focused or coaching conversation. It is also designed to let the employee know how they are doing and encourages self-reflection on their individual performance to jump start personal growth and development.
WHEN MIGHT YOU NOT SHARE?
If the Employee might be surprised by the Evaluation Summary, then the Manager may hold off on sharing the Evaluation Summary in an email and instead deliver the information to the Employee in person. Ideally, an Employee knows where they stand at all times, but we recognize that this might not always be the case. If an Employee could be surprised by the Evaluation Summary, then you risk demotivating or disengaging them. Instead, you may want to meet 1:1 with the Employee first, before sharing that they completed an Evaluation. In the 1:1, you can highlight current performance, identify potential obstacles to success, share opportunities for development, and emphasize support for the Employee’s growth. Again, the important piece is that the Manager is having the development conversation and giving the Employee the opportunity to grow and improve. Since you didn’t share the Evaluation email, be sure to follow the conversation up with a Spark to document major takeaways and next steps so that the Employee can refer back to the feedback in My Dashboard.
One piece to keep in mind is that even if you do not share the Evaluation Email, the Evaluation data will still populate the Employee dashboard. Meaning, if your organization shares Summary or Detailed Reporting in My Dashboard, the Employee could login and will be able to see the Evaluation Summary and Insights in Summary Reporting and the Evaluation data point in Detailed Reporting. For this reason, we recommend having the development discussion sooner rather than later so that the Employee doesn’t login to Truvelop and feel surprised by the new data populating in My Dashboard.
We recognize that these types of conversations can be uncomfortable, especially for newer Managers. For more resources on how to navigate these constructive conversations, check out:
3 WAYS TO DISCUSS CURRENT PERFORMANCE WITH YOUR EMPLOYEE
There isn’t one right way to meet with your Employee. Each Manager has a slightly different style and approach to the development discussion and when they complete their Evaluations. Some Managers prefer to meet with their Employee before they complete the Evaluation, some like to complete the Evaluation with their Employee present, and other Managers prefer to discuss the Employee’s current performance after they’ve already completed the Evaluation. Below are three different scenarios describing instances in which a Manager may want to meet with their Employee at a specific time in the Evaluation process.
BEFORE THE EVALUATION
Recently, this Employee has been struggling with their performance. They’ve been distracted and have been showing signs of burnout. As their Manager, you recognize they may have a lower Evaluation score than they usually do. As a Manager, you don’t want this come as a surprise, so we recommend meeting with the Employee before completing the Evaluation. In this discussion, you can share observations about their current performance, identify barriers to success, and see how you can support them and guide them back to the performance standard that you know they’re capable of. This discussion preps them for a potentially lower Evaluation Summary while also letting them know that you and the Employee are in this together and believe in their ability to grow and improve.
DURING THE EVALUATION
This Employee is just getting started in this role and still navigating the responsibilities of this new position. As a Manager, you also want to learn more about their motivators, perceptions of the role, and personal goals. In order to give them more insight into what you’re looking for as a Manager, completing the Evaluation with them present can be a good way to achieve this. You can let them know why you’re answering each question the way that you are, while also inviting them to share their perceptions and experiences. They will see the Evaluation Summary live with you, giving you the ability to answer any current questions they may have about the role or current performance, while also establishing expectations and next steps that will help them grow and improve.
Keep in mind: you have 20 minutes to complete an Evaluation before the system will have you refresh the page. When you refresh the page, you will lose all progress, so be sure to copy your notes onto a separate page. In order to ensure strong Rater Reliability, we limit the Evaluation process to 20 minutes. This prevents any instances where a Manager might be pulled away from their computer during an Evaluation, causing them to come back in a different headspace and skew the remainder of the Evaluation answers.
AFTER THE EVALUATION
This Employee has been in their role for a while now and is a consistent performer. They’ve been receiving regular Sparks and know where they stand. Going into this data-driven development conversation, it would be helpful for both parties to come equipped with the most recent Evaluation Summary and Insight to review. Both the Manager and Employee can use Detailed Reporting to consider the Employee’s progress and identify any trends that may be occurring. In this conversation, it may be helpful for the Employee to use the recent Evaluation Summary to reflect on what has been going well and identify anything that they want to focus on in the performance period ahead, giving them more autonomy in their own development.