Want to learn how to effectively and efficiently create your 360 in Retainify? We are happy to help! We will be showing you our tips and tricks in this step-by-step guide and will be with you every step of the way, from start to finish! Before we begin, let's see what we will cover for today.


Step 1. What is a 360?

A 360 assessment collects feedback from the people that you have worked with, such as your peers, direct reports, managers, and gives you a complete picture of your strengths and opportunities. A 360 assessment is a tool that helps to provide a consistent way to gather and present feedback to you and is designed to help you create your personal development plan that you can track and measure progress over time.

Feedback shouldn’t be scary. At Retainify, we are here to help organizations normalize feedback in the workplace.


Step 1.1. The importance of conducting 360s in your organization:

Let's explore the 3 Whys to help us get a better understanding of the importance of conducting 360s in your company.

#1: Why should employees be open to conducting a 360 on themselves?

360 feedback helps to reveal our blind spots, which “are the areas in which others may see in us, but we may not see in ourselves” (Cooper, 2021). With the help of a 360, it helps to reveal our strengths (what we are good at), and our opportunities (what areas need improvement).

360s help to develop our career development because the reliability and the feedback gathered from a variety of different professionals allow your managers to gain more insights on what suggestions they can offer to you and what areas need improvement, which are information and insights that the manager might not have known prior.

360 assessment provides a sense of self-awareness, where an employee is able to compare their ratings of themselves to the ratings that their peers, direct reports, or manager thinks of them. In other words, “your own perception of yourself is rarely accurate or predictive” (Zenger & Folkman, 2012).

If similar feedback is being made towards an employee from different sources, it helps to create a feeling of credibility. Feedback from just your manager does not give you the whole picture of who you are as an employee. In order for an employee to get a real and accurate picture of themselves, it requires feedback from those they have worked with that, such as their managers, peers, direct reports, and others within the company. The uniqueness of 360 feedback is that you get feedback, not from just one person and perspective, but from a variety of different sources that have worked with you. In other words, “rather than just receiving praise and constructive feedback from a manager, employees have the opportunity to get feedback from their direct coworkers, reporting staff members and other company officials” (Indeed, 2020).

360s can be used by every employee in the company. From employees who wish to enhance their development to managers and leaders who wish to be more productive, innovative, and develop their team members (Cooper, 2021).


#2: Why should employees be open to conducting a 360 on themselves?

Through 360s, employees can provide honest feedback, which can help to contribute to the development of their peers and highlight both their strengths and opportunities. When you complete a 360 for your peers, you are able to give them valuable feedback because it is based on the behaviours that you experience, and see from your peers (LinkedIn). Through your first-hand experience feedback, you can set your peer up for success, whether it be in their current role or their future ones.

When you complete a 360 for your peer, your peer will do the same for you when you wish to conduct a 360. By providing honest feedback to your peer and helping them become more successful in their current role, they will do the same for you. You help them, and they will help you.


#3: Why should employers implement 360s?

Every organization should adopt a 360 feedback culture because they help you to prioritize training and hiring needs based on the strengths and opportunities of your organization. They help to align employees’ behaviours with the organization’s needs and they help to reveal truly gifted leaders against those who manage up to be mentors or culture ambassadors.

According to Forbes, “more than 85% of all the Fortune 500 companies use the 360 degree feedback process as a cornerstone of their overall leadership development process” (Zenger, 2016).

360 feedback can help to motivate your employees to put in more quality work in order to reach their own personal goals (Indeed, 2020). With a sense of motivation from employees, it can help build your company's capability, which can help to better the success of your company (Cooper, 2021).

Through the help of 360 feedback, organizations can have a clear picture and understanding of what employee needs. This allows companies to understand the weak areas within the organization and the areas that require improvements that are hindering the growth of their company (Indeed, 2020). Companies can take the data that they have received from their employees 360 and provide solutions, such as training to help fix the issue (Indeed, 2020).

According to Harvard Business Review, their data illustrates that employees that score high on strategic thinking are more likely to:

  • Emphasize innovation solutions

  • Analyze trends

  • Establish stretch goals (HBR)

In other words, 360s can indicate what your employees are more likely to do.

Through the use of our 360, you can create your skill library using Retainify. In order to make decisions, organizations need current data. We advised that you run job skills assessments annually or every 1.5 years. This is a great way for employers to stay current with their skill inventory. It also helps hiring managers and HR to consistently align their hiring strategy based on needs and the talent market condition.

AND The great thing about using Retainify is that we make the progress so easy that you don’t need HR or paid consultants to run the 360 feedback program. We offer easy-to-read 360 reports. We help employees focus on the right actions by providing practical advice and we provide a structured follow-up process for employees to adopt.

Now that we took a look at what a 360 is and the importance of conducting 360s, let’s now create our 360 blueprint.


Step 2. Create a 360 blueprint:

When it comes to our application, you can use 360 for both employee development, and performance. For development, there are 2 categories, one that focuses on behavioural competencies, such as leadership, and the other focuses on technical competencies, such as coding. Today we will be creating a 360 that focuses on leadership.

Before going directly into our Retainify system, we recommend identifying what type of 360 you would like to conduct and then compiling your list of questions, question types, answers, and tags into Excel or on Google Sheets to maximize your efficiency.

Creating a 360 blueprint allows you to review and finalize your questions with your internal stakeholders before building your survey. We have made a template that you can use and download to compile a list of questions that caters specifically to you and your company.

For your questions, the best practice is to include 15-25 questions. For question types, we have configured the types of questions that are available through our Retainify system specifically for 360s, which are Rating, Dropdown, and Comment Box. Tags help to group our questions by categories. For instance, empathy or adaptability, and these tags can be a tag that is already in our system, or you can create a tag that is specific to your company, such as Continuous Learning.


Step 3. Create a tag:

  1. Click on Tags located in the left panel.

  2. Search up the tag that you want to include to ensure it is not already in our system.

  3. Click on + New Tag button located on the top right of the application.

  4. Enter a tag Title.

  5. Click Save.


Step 3.1. Create a question:

  1. Click on Questions located in the left panel.

  2. Search up the question that you want to include to ensure it is not already in our system and that the question aligns with your survey through the tag.

  3. Click on + New Question button located in the top right.

  4. Select a Question Type. The question types available in our system specifically for 360s are Rating, Dropdown, and Comment Box.

  5. Configuration portlet displays on the right. Complete Configuration box and click Save.


Step 4. Create a template:

  1. Click on Templates located in the left panel.

  2. Click on + New Template button located on the top right of the application.

  3. Go to Settings to enter a Survey Title.

  4. Select 360 tag.

  5. Click Save. You are now back on the survey builder page.

  6. Click + add section to create a new section. You can reorganize section tabs by dragging and dropping the tabs!

  7. Enter section Title under the Configuration portlet on the right side of the screen and click Save.

  8. Go to the Toolbox located on the left side of the screen to create questions. Or click on Library and use questions in the content library.

  9. You can configure your survey questions both at the template and at the survey level.

  10. After creating your questions, a pop-up may display: "Some of your questions are not tagged!" when navigating out from the Survey Builder.

  11. Click Yes to go back to your question(s) to add your tags or click No to leave the Survey Builder page.

The system automatically saves your work as you build the survey. You will never lose your work because your laptop shuts down unexpectedly or when you lose your internet connection!


Step 4.1. Create a landing page:

  1. Go to Toolbox portlet on the left side of the screen in the survey builder.

  2. Click on Text Blurb. The text blurb is populated on the section page.

  3. Click on Empty Text Blurb, Configuration portlet displays on the right.

  4. Click on Configure Text. The Text Blurb pop-up displays.

  5. Enter content.

  6. Click Save when you are done with the configuration.


Step 4.2. Configure survey questions:

To configure a rating question:

  1. Click on a survey question you would like to configure.

  2. Configuration portlet displays on the right.

  3. You are now able to configure labels, alerts, and make the question required, skippable.


Step 5. Create a 360:

  1. Click on 360s located in the left panel.

  2. 360 Details Displays.

  3. Click on + New 360.

  4. Enter a Name for this 360 workflow.

  5. Select a 360 assessment in the Template dropdown menu.

  6. Enter information in the Employee Instructions text blurb. This is the first page an employee sees when requested to nominate 360 participants in the email invitation notification. You can use this space to introduce the 360 assessment purpose, process, and how to nominate participants.

  7. Enter information in the Nominee Instructions text blurb. This is the first page a nominee sees when requested to provide 360 feedback to a 360 participant. You can use this space to introduce the 360 assessment purpose, process, and how to complete the 360 assessment.

  8. Click Continue.

  9. Configure the Employee Notification. This is the first notification that the employee receives to nominate 360 participants.

  10. Click Continue.

  11. Configure the Nominee Notification. This is the notification nominees receive to complete the 360 assessment.

  12. Click Continue.

  13. Configure the Declination Notification. This is the notification the employee receives when a nominee declines to participate. This gives the employee an opportunity to nominate a new nominee.

  14. Click Continue.

  15. Select a Report Target. Who receives the 360 report? The employee, manager, or HR?

  16. Click Continue.

  17. Review the work information. If everything looks correct, click Submit.


Step 6. Send 360s:

  1. Click on 360s located in the left panel.

  2. List of 360s display.

  3. Click on the icon under Send 360.

  4. Check the box of the employee you would like to send the 360 assessment to. You can also enter keywords (e.g., Marketing) in the Search field to locate your employee(s).

  5. Click Send 360 located in the top right corner of the screen.


Step 7. Send 360 reminders:

  1. Click on 360s located in the left panel.

  2. List of 360s display. Search for the 360 survey that you would like to send reminder notifications.

  3. Click on the arrow icon under Remind 360.

  4. Complete Email Subject and Email Body.

  5. Click Next.

  6. Check the box of the employee you would like to send the 360 reminders.

  7. Click Send.

Step 7.1. To send individual 360 reminder notifications:

  1. Click on 360s located in the left panel.

  2. List of 360s display. Search for the 360 survey that you would like to send reminder notifications.

  3. Click on the Load Sub-table arrow icon located on the left of the 360 assessment name.

  4. Locate the 360 assessment you want to send reminder notifications.

  5. Click on the icon located under the Remind 360.

  6. Complete Email Subject and Email Body. If you have previously sent a bulk reminder at the survey level, the email subject and body would be populated here.

  7. Click Next.

  8. Check the box of the employee you would like to send the 360 reminders.

  9. Click Send.

Step 7.2. To create a schedule for 360s:

  1. Click on Schedules located in the left panel.

  2. Schedules display.

  3. Click on + New Schedule.

  4. Enter a name for the schedule in the Name field.

  5. Click on the 360 Reminders radio button.

  6. Select the 360 you would like to schedule in the 360 dropdown menu.

  7. Enter a Start Date and End Date for the schedule. These dates indicate how long the schedule is active.

  8. Enter an Interval (numerical value only) and Interval Unit (Days, Months, Years). Interval and Interval Unit determine the frequency the schedule runs.

  9. Click Save.


Step 8. Edit a 360:

  1. Click on 360s located on the left panel.

  2. List of 360s display. Search for the 360 survey that you would like to edit.

  3. Click on the icon under Edit 360.


Step 8.1. Delete a 360:

  1. Click on 360s located on the left panel.

  2. List of 360s display. Search for the 360 survey that you would like to delete.

  3. Click on the icon under Delete.

  4. Pop-up displays: Are you sure you want to delete this 360?” Click Ok.

  5. 360 is deleted.


Step 8.2. Revoke an employee 360:

  1. Click on 360s located on the left panel.

  2. List of 360s display. Search for the 360 survey that you would like to revoke an employee 360.

  3. Click on the Load Sub-table arrow icon located on the left of the 360 assessment name.

  4. Locate the specific employee 360 that you would like to revoke.

  5. Click on the icon located under Revoke.

  6. Pop-up displays “Are you sure you want to revoke this entry for this 360?”

  7. Click Ok.


Step 8.3. View 360 completion status:

  1. Click on 360s located in the left panel.

  2. List of 360s display. Search for the 360 survey that you would like to access the 360 completion status.

  3. Click on the checkmark icon under Completion Status.

  4. The status of the 360 survey appears (Name, Participation, Complete, Declined, Total).

  5. Click on the Participation bar.

  6. A breakdown of status displays (Name, Complete, Declined, Relation).

  7. Click on the 360 employee name beside the Participation bar. HR can directly go in and mimic that employee.


Step 9. Access a 360 report:

A 360 report is generated when 80% of the nominees have completed the assessment. However, there are exceptions to the 80% rule.

  • When there are less than 3 nominees (including employee and manager), a 360 report will generate at 50% completion.

  • When there are 4 nominees (including employee and manager), a 360 report will generate at 75% completion.

  • When there are a total of 5 or more nominees (including employee and manager), a 360 report will generate at 80% completion.

There are two ways to access a 360 report - (1) Email and (2) Retainify Application.

To access the 360 Report via Email:

  1. Once 80% (see above for exceptions) of participants completed the 360 assessment. A report link is then sent to the report target (e.g., Employee, Manager, HR, etc.).

  2. Click on Open Report in the email notification to access the 360 report.

To access the 360 Report in the Retainify Application:

  1. Click on 360s located in the left panel.

  2. List of 360s display. Search for the 360 survey that you would like to access the 360 report.

  3. Click on the Load Sub-table arrow icon located on the left of the 360 assessment name.

  4. Locate the 360 assessment you want to access the 360 report.

  5. Click on the report icon.

  6. A new tab opens, and the 360 report displays.


Step 10. Access 360 segment dashboard:

  1. Scroll down to 360 in the left panel.

  2. Click on 360 Segment under 360.

  3. Select a 360 Survey.

  4. 360 Segment Dashboard displays.

  5. Click on Show Number to show scores across the heatmap.

You can also filter the 360 Segment Dashboard by Demographic, Tags, or Respondent.


Just like that, your 360 is finished and ready to go. We can use our 360s to understand our strengths, opportunities, and learn about any patterns across the organization. Remember, learning is a journey and not a sprint. If you have any questions, please feel free to reach us at hello@retainify.com. Thank you for joining our 360 journey and we'll see you in the next one!


Sources:

Cooper, C. (2021, July 23). Developing self-awareness through 360 degree feedback. Retrieved March 11, 2022, from https://www.linkedin.com/pulse/developing-self-awareness-through-360-degree-feedback-caitlin-cooper/

Indeed. (2020, November 05). How to Conduct 360 Performance Reviews: A Guide for Leaders. Retrieved March 11, 2022, from https://www.indeed.com/hire/c/info/360-review

Marr, B. (2018, September 30). Measuring Employee Performance With 360 Degree Feedback. Retrieved March 11, 2022, from https://www.linkedin.com/pulse/measuring-employee-performance-360-degree-feedback-bernard-marr

Zenger, J. (2016, March 10). How Effective Are Your 360-Degree Feedback Assessments? Retrieved March 11, 2022, from https://www.forbes.com/sites/jackzenger/2016/03/10/how-effective-are-your-360-degree-feedback-assessments/?sh=20774e41a690

Zenger, J., & Folkman, J. (2012, September 07). Getting 360 Degree Reviews Right. Retrieved March 11, 2022, from https://hbr.org/2012/09/getting-360-degree-reviews-right

Zenger, J., & Folkman, J. (2020, December 23). What Makes a 360-Degree Review Successful? Retrieved March 11, 2022, from https://hbr.org/2020/12/what-makes-a-360-degree-review-successful#:~:text=A%20360%2Dfeedback%20process%2C%20when,or%20they%20change%20their%20behavior.

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