Numeric or descriptive? Likert or Semantic? What performance rating scale do you need to choose for your next performance review or employee survey? Let’s find out
When it comes to employee surveys or performance reviews, the support for a rating scale is often conflicted. While some organizations believe that a rating scale is quite effective to get a macro view of employee and organizational parameters, others feel that it offers a myopic view.
However, we cannot neglect the overall importance of using a rating scale to measure critical employee parameters and identify areas to focus on.
Through the course of this article, we will help you understand —
To improve anything, you first need to measure it. Performance rating scales help you do just that. It gives you a clear picture of employee performance and engagement, the gaps in it and helps you with relevant ideas to improve upon. Here’s how —
A rating scale can help you capture employee pulse on different factors in a uniform and transparent manner.
Since there are a limited number of options, there is a standard trend that comes out from a rating scale.
Specifically focusing on employee performance, a rating scale can help you measure the performance of all your team members on a uniform scale, ensuring a standard and transparent approach to appraisals and review.
Second, employee rating scales are exceptional tools for quantitative assessment on different organizational parameters. This can be a great way to capture data points and statistics on factors like engagement, alignment, motivation, performance improvement, etc.
Such data points can enable you to compare trends over time and identify whether or not the organization is going in the right direction.
Finally, a rating scale is easy to administer.
The rate of completion is quite high when it comes to a rating scale.
At the same time, calibration of results is faster and easier for you. While it is important to derive qualitative responses as well, a rating scale can provide an effective starting point for interventions.
Collecting, analyzing and taking action on employee survey comments are great way to bridge the gap between quantitative and qualitative responses from an employee rating scale.
Read how to use employee survey comments for better employee experience to learn more about this.
Now that you have an understanding of how a rating scale can help your organization, let’s quickly explore the different types of rating scales that you can leverage.
While the basic foundation of all employee rating scales is common where the respondents have to select between a few options, the nature of the option varies significantly.
The number of options for each rating scale can range from 2 to 7 depending on the variance that you wish to add and the clarity you are able to create between the difference for each option.
The first type of rating scale can be distinguished on the basis whether the options are numeric or descriptive in nature.
A numeric rating scale involves questions whose answer options are the form of numbers which signify the pulse of those providing the rating.
Here lowest and highest scores refer to being least likely and highly recommendable respectively.
Here’s another example:
This is one of the top examples for using a numeric rating scale, where you don’t need much information from your employees, but just want to get a quick snapshot. However, a numeric rating scale can be ambiguous at times, and each point on the rating scale could have different connotations for different individuals.
A descriptive rating scale, on the other hand, is one in which the responses are more verbose in nature and are able to capture employee pulse in a more effective manner. There are several types of descriptive rating scales that you can leverage.
One of them is the Behavioral Anchored Rating Scale (BARS). The idea is to identify one behavioral aspect that you wish to get insights on and attach a few anchors to it. Then rating takes place on each anchor which ultimately adds up to the behavioral rating. Below is a quick example for performance rating on teamwork for an employee
Rate Mr. X on the following anchors of team work (scale of 1-5)
In the Likert rating scale, the options are generally descriptive in nature and they seek to measure the response to a particular statement.
Instead of a direct question, you can add a statement for your employees to share their view on, from a list of options.
Q2. ‘I believe it is easy to collaborate with other team members’
It is best to have an equal number of positive and negative responses, with a neutral response, if required.
A semantic rating scale has similar characteristics. However, while the Likert scale has a description for each option, the semantic scale provides two extreme options like success and failure with no names in between. Your employees can rate the statement based on the degree of extremity.
Q1. I believe Mr. Y pays attention to detail in his work
In the nominal rating scale, there are a few options under the questions, which don’t have any relation to one another. This can be a multi checkbox sort of scale
In the binary rating scale, there are only two option, Yes or No that the employee has to choose from
Once you understand the difference between the various employee rating scales, you need to identify which one is the best for you. Chances are that you will need to experiment with a combination of a few based on different requirements.
Start by exploring what is the need. This suggests you need to be very clear on what you seek to achieve from the rating — better performance, more engagement or something else (specify). Here are a few use cases and the best rating scale for each
Use the BARS rating scale from the descriptive type and you will be able to gauge pulse on different anchors for a particular parameter.
Consider the Likert scale and encourage your employees to react to a statement or belief/ attitude to the degree they agree to it.
Use the numeric rating scale to gauge how likely your employees are to recommend others to work in your organization.
On the same lines, you can identify the use case and align your needs to select the right rating scale.
Next, based on the need, once you identify a rating scale, try to understand if the options you have captured are able to measure what you seek to gauge or not. For instance —
You need to first gauge the intent variety of responses you are likely to receive and choose the rating scale accordingly. For instance, for some parameters, only three options are enough to capture a variety of perspectives. On the other hand, some might need as many as seven options with incremental differences between each. Thus, identify the right scale based on the expected variance.
Most of the employee rating scales that you see can help you capture a quantitative assessment of the organizational parameter. However, you can also facilitate qualitative assessment with a rating scale by ensuring the following:
Start by leveraging descriptive employee rating scales instead of numeric ones. These scales, in diverse forms allow you to capture deeper insights about employee pulse as compared to a numeric rating.
Ensure that your questions are not only data oriented like Do you agree, or how likely are you, etc. Questions on the top organizational values or best ways of recognition require mutually exclusive options that give you deeper qualitative understanding.
Use the words that your team members most align with, which are commonly used in the organization. For instance, if you use health initiatives as an umbrella term, putting words like wellness might lead to a poor rating.
Each option in the rating scale should have a clear description. For instance, you need to be clear on what strongly agree means or what a rating of 1 signifies, to ensure everyone is on the same page.
By now, you know that having the right rating scale for a specific purpose is the key to understanding and managing your employees. SuperBeings offers you different kinds of scales to choose from and guides you to pick the best one for your specific business need. You can book a quick demo with one of our experts to see how to leverage this.
If you are trying to design a continuous and comprehensive performance management system, you would know the importance of conducting a 360 degree feedback. However, to make this exercise most effective, you need to go beyond simply involving everyone in the process to getting the process right — most importantly asking the right feedback questions to each stakeholder. This article will focus on how to write 360 feedback questions that create maximum organizational impact.
Let us quickly start by understanding what you must include in your 360 feedback questions to make it more effective.
Without wasting any time, let’s dive into the 10 tips that can help you in writing excellent and effective 360 feedback questions.
Keep the language easy to understand and avoid using technical jargon. Make sure everyone is able to gauge the same meaning of the question and the focus is not lost in translation.
Keep adding the questions list for your next 360 degree feedback to your records throughout the year.
Since 360 feedback should focus on all aspects of an employee, if you add questions at different times, they will be more relevant
Ensure that the questions don’t have an inherent bias or don’t push or influence the respondent to answer in a specific manner. Make sure that the questions can have varied options as answers and not a singular focus because that’s what you want as a result. Furthermore, the questions should not create a bias in the mind of the reader of any kind.
Focus on one specific attribute or competency for each question. Don’t try to include everything in a single question to keep the number of 360 feedback questions low. You will end up receiving responses for only a part of the question and it will confuse the respondent too. For instance, if you want to talk about collaboration, do not couple it with factors like leadership skills or problem solving.
Before you start framing the questions, identify the key competencies that are most important for your organization as well as the role. Competencies could include communication, innovation, strategic thinking, etc.
Make sure that as a whole, all the questions cover all aspects you want to gauge the employee on from an organizational and functional role perspective. However, don’t overstuff too many competencies, keep them relevant to the employee in question. For instance, a person in sales may not need a question on technology knowledge as a part of 360 feedback questions.
In addition to being specific, be clear on what you wish to gauge or understand with every question you ask. For instance, a question on whether or not the employee pays heed to the opinion of others can help understand the level of active listening and a spirit of inclusion.
You need to have a fair balance between open ended and close ended questions.
A very long or complicated process is likely to reduce participation and defeat the purpose. Therefore, keep the count of 360 feedback questions to a maximum of 30-40 and make it very easy to participate and complete the same. Preferably, disseminate it through your existing communication/ collaboration tools.
Finally, make sure that the questions are framed in a way that is simple to evaluate. Too complex evaluations might take too much time and delay the action and execution, leading to reduced faith and impact on 360 degree feedback.
To ensure that your questions are relevant and specific, you can start with writing 360 feedback questions for different situations and contexts. Put simply, in this section, we will focus on what you should be asking and when. It will also help you in picking the right questions for the right employees, instead of bombarding everyone with the same questions.
These questions will help you understand what your team members think about the overall management at your organization and the effectiveness of specific team leadership.
These questions can help you understand the level of communication efficiency in your organization to ensure there is no gap between intention and execution.
Use these questions to identify and nurture employees that show leadership potential to build an effective succession pipeline.
These questions can help you understand how committed your employees are towards the organization, which will impact their level of engagement and quality of work.
You can leverage these questions when you wish to understand which employees are quick to think on their feet and will be able to address problems/ challenges that might come their way.
These questions can help you gauge the level of alignment between what your organization stands for and the core values/ beliefs of your employees.
Focus on these questions when you want to understand how well your employees are able to connect with their peers and other stakeholders.
These final set of questions can help you gauge how efficiently the employees are able to get work done. This points to the presence of the right skills to utilize resources in the best way possible.
To keep the entire survey with 360 degree feedback questions interesting and engaging, you can experiment with different question formats and templates. While some of your questions can have simple Yes/No answers, some can have multiple choices along with room for providing open ended answers as well. Here is an easy to follow template you can leverage.
Key competency: Strategic decision making
Top line: The employee/ subject name is able to
Open ended questions
Once you roll out the survey with your 360 feedback questions and receive the answers, you need to analyze the responses to come up with a final report and plan of action. However, any response analysis is subject to biases and other factors which might put the validity and reliability of the report into question. Fortunately, you can leverage these following practices to eliminate such instances:
Before concluding this article, we would like to discuss the top 8 questions that most managers have when it comes to 360 degree feedback, highlighting concerns they may be having.
Highlight how the performance and feedback on the performance of others is likely to have an impact on their performance too. Make them believe they can be an integral part of the growth journey for their team members.
Make the feedback anonymous to prevent sugar coating. At the same time, do not rely upon a single review as the ultimate feedback for any employee. Analyze at least 2-3 feedback responses for each employee to get the real picture.
3. How to make the process time effective?
Leverage technology platforms to roll out the surveys and collect responses. Furthermore, you can rely on the NLP sentiment analysis to gauge insights from open ended questions in addition to trend generation based on quantitative questions.
Check out how SuperBeings can help you conduct seamless 360 degree feedback. Book a free demo today
Highlight the positive impact of participation as a whole. Make it an interesting part of the employee lifecycle. Provide employees designated time within their work schedule to provide feedback. Do not make it an added burden. Additionally, keep the process simple with not a lot of questions at once.
Depending on the nature of the organization you can decide on the level of anonymity. Facilitate anonymity will help you fetch greater and more authentic responses. However, sometimes, you might struggle with context in this case. Therefore, you should adopt an approach of flexible/ partial anonymity.
Create a business case for 360 degree feedback. Illustrate how it can lead to a better employee experience, strategic learning and development, greater employee retention and other aspects which can lead to better performance and productivity.
Ensure that your questions are neutral and don’t lead to a specific sentiment or response. For instance, if you want to gauge punctuality for an employee, don’t use statements like do you think the employee is always late to work, rather focus on how would you rate the punctuality and sense of time for the employee?
Try to conduct 360 feedback on a regular basis and not wait for the end of the year to ask all the questions. Maintain a cadence to gauge responses.
As we end this discussion, it is clear that if you want to write 360 feedback questions in an effective way — you need to adopt an all encompassing approach, taking into account the different aspects of employee attributes, performance, personality and behavior.
It is, therefore, ideal to leverage platforms like SuperBeings to help you roll out, gather and analyze the responses using NLP and automation for best results. You can leverage our best practices to not only get the questions right but to also enable your managers to facilitate employee development at the end of the process.
If interested, feel free to book a demo today. No initial commitment required.
In the recent years, there has been a lot of attention that is being given to employee feedback, performance reviews and evaluation as a part of the whole performance management system.
While a major focus has been to prepare managers to give feedback in a constructive and effective manner, paying attention to employee self evaluation is equally important. Knowing what self appraisal comments to use can play a major role in helping employees to effectively reflect and evaluate their performance and convey it effectively to the rest of the team.
The purposes of employee evaluation and performance review in general have been talked about time and again. However, self appraisal takes the process of evaluation at a very personal and individual level, leading to a more pronounced understanding of an employee’s performance. Some of the top benefits of employee self assessment include:
In the section above, we have talked about the purpose or the need of self evaluation mostly from the perspective of the employee. However, self appraisal, when done correctly, has equally compelling benefits for the team as well as managers. A quick snapshot is captured below:
With self appraisal, employees become active participants in their review and appraisal process, rather than simply being passive recipients. Consequently, they feel valued, motivated and the level of engagement increases. Furthermore, with greater engagement, levels of commitment, retention and productivity go up.
When employees take a step back to reflect on their performance with self appraisal, they become more receptive to diverse ideas. Put simply, in the absence of self reflection, they will have a hard time gauging where they need to improve. Consequently, they will be defensive when a manager or the team gives them feedback on the same. However, self evaluation will help them accept the gaps and be open to learning and growing.
When employees reflect on their performance and identify the development areas, they will don a problem solving hat on to accelerate their professional journey. Through the course of time, this problem solving attribute will become a part of their skill set which will benefit the team and the manager greatly.
As a result of greater alignment due to self reflection on the strengths and areas of development, teams will see a greater sense of accountability to bridge the gaps identified. Under conventional circumstances, performance improvement might be seen as just a tick in the box by employees. However, after self appraisal, employees truly acknowledge and accept the need to bridge those gaps and take greater ownership and accountability.
Now that you have an understanding of why self appraisal matters, let’s quickly look at how to make it most effective. If you are experimenting with self evaluation for the first time, it can be an overwhelming activity for your employees. It is human nature to feel uneasy when you’re expected to evaluate your own performance. However, if you provide your employees with some comments they can use for self evaluation as a starting point, you can make the journey easier for them.
Put simply, self appraisal comments are common statements that can be customized by your employees during the self evaluation process, especially, if they find themselves at a loss of words to describe their performance
These phrases are available for both strengths and areas of development to help employees paint a realistic picture of their performance. Here are the top 100 self appraisal phrases that you can use for different performance parameters.
Use these self phrases to reflect on your clarity of communication, willingness to listen to others, etc.
These self evaluation phrases reflect how reliable or dependable you are for your team members, especially under special circumstances.
Using these self appraisal phrases can help indicate how invested or engaged you are in taking ownership of work without being asked to at times.
Similar Read: 150+ performance review phrases for managers
The following self appraisal comments are important to help review your performance on the basis of how punctual and attentive you are.
Use these self evaluation phrases when you want to highlight your strengths/ areas of improvement of working with the team, your collaboration skills, etc.
Creativity self appraisal comments can help you in reflecting on how effectively you are able to come up with novel and innovative solutions to challenges and new ideas to augment the impact and value created.
The following phrase can create a picture of your quality of work and how much attention you pay while undertaking a particular task during your self reflection process.
You can use these self appraisal comments to illustrate how well you understand what is expected out of you and how well you are able to deliver on the same.
Customer satisfaction self evaluation performance phrases help gauge how effectively you are able to address customer requests or complaints that leads to a higher Net Promoter Score, brand credibility, etc.
Finally, these self-appraisal comments can help you highlight your growth plans towards your professional development and impact on the organization.
With a broad understanding of the more than 100+ self appraisal comments that you can use as a part of your self evaluation process, let’s move to this concluding section. Here, we will focus on sharing a few templates that employees can use to articulate their performance in an effective manner.
The self evaluation phrases mentioned above can be added at the right places in these templates to give a holistic picture of one’s performance. A few things to focus on include:
In the last <performance period>, I have successfully <activity/ initiative undertaken> which led to <tangible impact (metrics)> for the organization.
My focus was on <a detailed view of everything that was done> which resulted in <accomplishments>.
Overall, I believe that I have been able to create an impact by achieving <top 3 achievements> and seek to amplify the same in the future.
I believe that the last <performance period> has been full of learning and development for me.
While I was able to <quick snapshot of achievements>, I acknowledge that I need to pay attention to <areas of improvement>.
I believe that this focus will help me <intended outcome for improvement>.
Towards this, I will ensure that I consistently work towards <improvement plan (courses, behavioral changes)> to achieve <SMART goal>.
That said, self appraisal is an extremely crucial step of performance review. As a manager you must encourage your team members to provide honest reflection on their performance without being afraid of any negative consequences. Apart from providing the self appraisal comments mentioned above, you can also use assessment tools to make self appraisal a common practice within the organization.
Holistic performance reviews are integral for any organization that seeks to create a high performance culture. However, the nature of performance appraisals has undergone significant transformation with a focus on 360 feedback and review.
One of the key pillars for the same is employee self assessment and self appraisal. Through the course of this article, we will share with you why self assessment is important and how you, as a manager, can help your employees get it right to facilitate maximum impact.
As the name suggests, employee self assessment or self reflection is the practice or process where employees reflect on and assess their performance over a period of time to identify accomplishments, development areas and other performance aspects
The aim of self assessment is to get the employees’ view of their performance and add the information and data to manager and peer feedback. This can enable organizations to get a holistic understanding of the employee performance and gauge the overall contribution, some of which might be invisible from a macro view. Here are a few reasons why employee self assessment as a tool for performance review makes sense for growing organization:
With the rise of continuous performance management and regular review and appraisal, your self assessment process should follow a similar approach.
Instead of pushing employees to assess and reflect on their performance at the end of the year, you should encourage them to conduct regular self assessment
On one hand, regular and continuous performance linked self appraisal by employees will ensure that no part of their performance goes unnoticed. On the other hand, it will constantly give them a chance to reflect on their performance and improve on the development areas on the go, instead of waiting for the year end. Invariably, they will embark on the path of development and improvement at an accelerated pace.
Here, if you leverage employee pulse surveys which are short and frequent in nature, you can ensure consistent and continuous self reflection from employees. With as frequent as one question a day, you can encourage your employees to build a culture of performance-oriented self assessment.
With self assessment and reflection being a fairly new practice to performance management, many organizations and employees struggle with getting it right.
While some believe that employees might see it as a chance to explain their bad performance, others believe that it might end up biasing the manager’s perspective.
However, when done right, employee self assessment can be an extremely powerful tool to facilitate a high performance culture. Here are a few tips to get your employees conduct performance self assessment the right way:
Encourage your employees to be open and honest. Employees must not see self assessment as a place for self aggrandizing in the hope of a better rating, rather an honest assessment of one’s performance.
For self evaluation to be effective, your employees need to reflect on their performance without the worry of being penalized for identifying areas of development and improvement
It is important to not see self assessment as the sole foundation for promotions and appraisals, but rather as a journey towards growth.
Next, persuade your employees to reflect on their OKR performance. The idea is not only to assess what has been achieved with OKR grading. It should also include reflections from OKRs about the possible enablers and blockers to further refine them for the next performance period. The employee must be guided to reflect on what helped achieve the OKRs and what other support is required as well as what he or she would personally like to work towards.
Download: Free OKR grading template
Third, when self assessing for performance review, employees must incorporate feedback from their conversations with managers and peers. If your organization has a culture of regular 1:1s, this will be very easy for your workforce. The idea here is to motivate your employees to reflect on what feedback they have been able to gauge and whether or not according to them their performance is a reflection of the same. 360 degree feedback can also be a helpful tool for employees to understand all aspects of their performance.
Factors like what did the manager praise about their performance or what did a coworker thank them for are very important for self assessment.
Finally, as a part of performance review self assessment, employees need to reflect on the challenges and opportunities, both internal and external. Internally, they need to assess their attributes, skill sets and aspirations and align them with the expectations to gauge their level of performance. Similarly, external factors like resources, team support and their impact on performance needs to be documented.
When you share these above mentioned tips with your team members, they are bound to ask questions about the best practices for writing or filling up self assessment surveys in the most effective way. We have you covered for that as well. Here are a few quick tips to help your employees write effective self assessment:
If you look at these best practices closely, you will realize that the key to writing effective self assessment also lies in the questions that you ask.
Simply asking an open ended question like reflecting on your performance will seldom yield any substantial responses, mainly because your team members will struggle with starting their answers
Therefore, we have compiled a list of questions and potential answer prompts/ templates to help you make self assessment a part of your performance review process effectively.
Ensuring impact with self assessment is not only dependent on your team members. There are several ways in which managers of an organization can help build a culture of effective self evaluation.
Create an open culture where employee self reflection does not become the sole tool to penalize or promote employees, see it as an extended glimpse of performance
As we come to an end, it is clear that employee self assessments are an integral part of performance reviews and if conducted in the right manner have the potential to drive a high performing culture. However, we understand that administering and facilitating participation for self assessment can be daunting, especially for a growing organization.
Fortunately, custom pulse surveys by SuperBeings with automated sending and reminders, along with NLP based sentiment analysis can take care of the same for you. If interested, book a free demo today to learn more.