Create a Performance review

Modified on Thu, 31 Oct at 1:09 PM

Overview

In this article, I’ll show you how to create a new review cycle, set the appropriate review type, participants, questions, and timelines, and explain the tasks each review participant has. As an employee, feel free to also read these articles: How to nominate peers and how to write feedback.

TABLE OF CONTENTS

Overview
1. Review Details
2. Participants
3. Questions
4. Timeline and notifications

Go to Performance Reviews > Reviews > NEW REVIEW.

Once you’ve started the setup process, you’ll go through the following steps:

1. Review details, including review title and review type

2. Participants

3. Questions

4. Timeline and notifications

To save your work in progress, click SAVE DRAFT & EXIT in the top right. You can continue editing and finalizing the draft later.

1. Review Details

Give your review a title and, optionally, an introduction. Now select one, multiple, or all review types.

Reviewer	Description	Anonymity	Nominate reviewer
Self-Assessment	Answer questions on one’s own performance, behavior, etc.
Manager	Managers evaluate their direct reports (Top-Down Feedback)
Direct Reports	Managers are evaluated by their direct reports (Bottom-Up Feedback)	if anonymous feedback is enabled
Peer-Review	Nominated feedback providers evaluate feedback reviewee	if anonymous feedback is enabled	Two options: 1. Reviewees nominate peers from whom they’d like to receive feedback: Enable this to allow feedback reviewee to nominate their own feedback reviewer. Otherwise, nominations will be made by the participant's direct manager or admin. 2. Limit the number of nominated peers: Enable this to set a minimum and maximum number of possible nominations.

For performance reviews involving managers and direct reports, Kenjo automatically assigns feedback providers based on your company structure. Feedback providers don’t need to be feedback reviewees to participate.

Once you complete the steps, click SAVE & NEXT to continue setting up the review.

2. Participants

On the Select and manage participants page, you can choose who will receive feedback in this review cycle.

To 1.) Add participants there are two options:

Use the search bar to find an employee by name.
Use filters to view employees with specific attributes, such as a particular location, team, or those with a manager.

Available employees are displayed in the left column. Click (+) to add them to the review cycle.
In the right column, you can see all the SELECTED EMPLOYEES. You can remove participants using the trash icon or click NEXT if your selection is complete.

In the 2.) Manage Participants section, you can see an overview and assignment of review participants.

REVIEWEES: Displays selected participants for the review cycle.
MANAGER: Automatically selects the managers of feedback reviewees. If an employee doesn’t have a manager, the field will display No reviewer in gray. You can manually assign a feedback provider using the edit pencil icon or proceed without a reviewer.
DIRECT REPORT: Shows all of your subordinate team members as feedback providers. No Feedback Provider indicates that the feedback reviewee has no direct reports. You can manually assign a feedback provider using the edit pencil or proceed without one.

On the right, under Summary, you’ll see a wrap up of your entered details, including the amount of feedbacks clustered by review types, e.g. 2 self-assessments or 2 manager feedbacks that will have to be given.

3. Questions

In the Questions section, you can now select the main element – your questions – for the review.

On the first page, Select the questions for the reviewers to answer you can choose whether a 1. Potential-Performance Matrix should be calculated. This matrix, commonly used in employee or talent development, indicates where an employee stands between performance evaluation and potential (ability or capacity).

Since the Potential-Performance Matrix question is exclusively for managers, they are the only ones who can see the question, if it is selected. The results can be see by Admins, HR admins and Managers. The reviewee doesn't see neither the question nor the answer.

The Overall rating question is automatically added at the end of the questionnaire with these default options (1-5): Below Expectations, Meets Expectations, Exceeds Expectations, Significantly Exceeds Expectations, and Truly Outstanding. The 1-5 scale can’t be changed, only the wording of each question option. To adjust:

Click the edit pencil next to Overall rating.
Click the three dots.
Click Edit to change the text.
Click SAVE.

Add Questions

Click + ADD QUESTIONS to add questions to the review.

You can create your own questions, use Kenjo’s standard questions, or a mix of both. On the left, you’ll find categories like Goals Achieved, Communication, or Leadership & Decision-Making.

Select a category. You can click the info icon for a description of each category.

Click the info icon to edit or delete a category. The detail view will open. Use the three-dot icon (⋮) to edit or delete a category.

The Recommended by Kenjo categories cannot be edited or deleted.

It's important to create categories for all aspects you want to assess later, as it will make analyzing results easier.

Below each question, the response format is shown right next to the (->).

Kenjo’s standard questions use a Likert scale with these options: Strongly Disagree, Disagree, Neither Agree nor Disagree, Agree, and Strongly Agree.

Click the blue (+) next to a question to add it to the questionnaire, and the red (x) to remove it. To add all questions in the current category at once, use SELECT ALL.
On the right, under Questions Included in This Review, you can see the summary of your questionnaire.
You can choose if a question is mandatory by selecting Required. If you check Not Visible for reviewee the question won’t be shown to the feedback receiver, but it will still be visible to managers, peers, or direct reports.

After selecting questions by category, click SAVE to update your changes.

To find out how to change questions after launching a review, read this article on managing Performance reviews.

Create Questions

Click the (+) next to Questions to create your own question. A window will open:

Enter your question and an alternate wording.
Select the category and response format (e.g., numeric, text).

Response formats:

Text

suitable for complex matters
Scale Good for evaluations. Default options include Below Expectations, Meets Expectations, Exceeds Expectations, Significantly Exceeds Expectations, Truly Outstanding
Multiple Choice Good for trends. Select as many options as you like and decide if comments are allowed
Single Choice Select as many options as you like and decide if comments are allowed
Numeric Number-based rating like school marks

Click SAVE. The question will appear in the selected category.

To edit or delete a question, click the question title. Details open on the right. Use the three-dot icon (⋮) for Edit and Delete actions.

Question Overview

You can change the question order by clicking the (=) symbol next to each question.
Select the audience for each question by clicking All Participants and checking the appropriate box.

Save Questions as Templates

Once you add the questions, you can save a template by choosing the Save questionnaire as a template option.

When you try to create a Template with the name of an existing template, the existing template will be overwritten. You'll be given a warning when the template name matches an existing template.

Once the templates are created, you can use the templates during the review creation process at a later point in time. If you already have templates, you can choose the Load a template option to use an existing questionnaire template.

An existing template can be renamed by clicking the edit pencil icon.

An existing template can be deleted by clicking the bin icon.

4. Timeline and notifications

Timeline

In this section, you can define the timeline for each step of your Performance Review. The overall timeline is relative to the Review start date. Hence the app will display an error if the timeline doesn't match.

The timeline can be defined for the following sections:

1. Peer nomination

If Peer review type is selected, reviewees or their direct managers can nominate peer reviewers during this timeframe

2. Review start date

Date when all the reviewers can start to write their feedback

3. Review end date

Number of Days/Weeks since the review start date, post which the review process will end.
If the Share feedback immediately option is checked, reviewers will be able to share their feedback with the reviewee as soon as they have written it. Otherwise, all feedback will be shared once the review end date has passed

The feedback that is shared or completed can't be edited. Unfinished feedback is editable and shareable.

Choose when the feedback should be shared,

Share feedback immediately after the review is finished: When you choose this option, the feedback is shared as soon as the review is finished by the reviewer.
Share feedback once the review end date is reached: When you choose this option, the review is shared as soon as the review end date is reached.

How is feedback shared?

Feedback is shared with the reviewees via email or Kenjo in-app notifications.

The reviewee is notified in Managers, Direct Reports or Peer Reviews.
The reviewee’s direct manager is notified in Self-Assesment reviews.

Once the timelines are defined, you can view the actual dates in the Summary section on the right-hand side.

Notifications

Participants and reviewers will be notified via email at each stage of the review. In this section, you can click on the Preview button to view the respective email templates. If you click on the pencil icon, you can edit or customize the notifications.

You can return to the default notification by clicking RESET TO DEFAULT.

Note: if the notification has already been edited, you will see an "edited" tag next to the notification, as well as an information message that includes the name of the person that edited the notification and the date.

Once the review is set-up completely, you can click on Launch review to initiate the review process.

To know how to manage the existing reviews, please refer to the Managing Performance reviews article.

Text	suitable for complex matters
Scale	Good for evaluations. Default options include Below Expectations, Meets Expectations, Exceeds Expectations, Significantly Exceeds Expectations, Truly Outstanding
Multiple Choice	Good for trends. Select as many options as you like and decide if comments are allowed
Single Choice	Select as many options as you like and decide if comments are allowed
Numeric	Number-based rating like school marks