Create a Performance Review Part 2: Questions and Timeline

Here, at Part 2 of our Performance Reviews Learning Journey you'll find out everything about adding or creating questions and how to set the right timeline for your performance review. Let's get it going!

Note: Please first read this article about Part 1, before you continue with Part 2. 

TABLE OF CONTENTS

• 3. Questions
  • Add Questions
  • Create Questions
  • Question Overview
  • Save Questions as Templates
• 4. Timeline and notifications
  • Timeline 
  • Share Feedback
• Notifications

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:

1. Click the edit pencil next to Overall rating.
2. Click the three dots.
3. Click Edit to change the text.
4. 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. 
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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. 

Share Feedback

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

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