Setting up a formal review can be a daunting task. Thankfully this support article is all about how to do just that. To make things easier the article will be split into 6 sections going over the different sections of the review. 


TABLE OF CONTENTS


An overview of setting up a Formal Review. 

  • First set up the Company Values
    1. Head to the admin cog and click on the option under People called Company Values
    2. To add a new Company Value, click the action button on the top right of the screen and click on the option Add a New Value
    3. Fill in the title, the description
    4. Click on Submit to save
  • Next set up Competencies
    • Creating new Technical Competencies
      1. First head to the admin cog and click on the option Technical Competencies
      2. To add a new Technical Competency, click the action button on the top right of the screen
      3. Click on the option Add a New Technical Competency

      4. Add the:

        • Title
        • Competency 
        • Competency description
        • Click Save
    • Creating new Behavioural Competencies
      1. From the admin cog and click on the option Behavioural Competencies
      2. To add a new Behavioural Competencies, click the action button on the top right of the screen
      3. Click on the option Add a New Behavioural Competency
      4. Add the:
        • Title
        • Competency 
        • Competency description
        • Click Save
  • Setting up Objectives
    1. Head to the admin cog and click on the option Objective Categories
    2. To add a new Objective Category, click the action button on the top right of the screen and click on the option AddObjectiveCategory
    3. Add the title and click save
  • Next set up PDP's
    1. From the admin cog and click on the option Development Types
    2. To add a new Development Types, click the action button on the top right of the screen and click on the option Add Development Type
    3. Add the title and click save
    4. From the admin cog click on the option Development Programme
    5. To add a new Development Programme, click the action button on the top right of the screen and click on the option Add New Development Programme
    6. Add the title and type then click save
  • Set up Review Questions
    1. First head to the admin cog and click on the option Review Questions
    2. To add a new Review Question, click the action button on the top right of the screen and click on the option Add a New Review Question
    3. Add the new question and click Save
  • Set up Performace ratings
    1. First head to the admin cog and click on the option Review Performance Ratings
    2. To add a new Performance Rating, click the action button on the top right of the screen and click on the option Add a New performance rating
    3. Add a title and description.
    4. Click on Save


Setting up Company Values.

What are values?

Company values are the core values or standards that guide the way that a company does business. These help sum up what your business stands for, influences the organizational culture, and also drives how and why you as an individual do things within your company. As part of the formal review process, we allow employees to measure themselves against these values to see if they feel they are adhering to them.


Creating Company Values.

To create new values for your company you first need to head to the admin page of Immese Works (the little cog in the top right of the page). Once here click on Company Values which is located under the General heading.

 


This then brings you to the Values page, it's here where you can view all values that are set up for the company. To add new ones simply click on the Actions button in the top right and then click Add New Value.



This then brings up a new page that allows you to create new value. Simply fill in the value title and description and click save and you are done. Here are some examples of values that companies already use:


Performance: Sport is the foundation for all we do and executional excellence is a core value of our Group. - Adidas

Togetherness: Togetherness is at the heart of the IKEA culture. We are strong when we trust each other, pull in the same direction and have fun together. - IKEA

Focus on the user and all else will follow: Since the beginning, we've focused on providing the best user experience possible. Whether we’re designing a new Internet browser or a new tweak to the look of the home page, we take great care to ensure that they will ultimately serve you, rather than our own internal goal or bottom line. Our homepage interface is clear and simple, and pages load instantly. Placement in Search results is never sold to anyone, and advertising is not only clearly marked as such – it offers relevant content and is not distracting. When we build new tools and applications, we believe that they should work so well you don’t have to consider how they might have been designed differently. - Google

Cost-Conscious: Being cost-conscious is about keeping an eye on expenses and making smart, sustainable choices even in the small, everyday things.- H&M

Courage: You say what you think, when it’s in the best interest of Netflix, even if it is uncomfortable. You are willing to be critical of the status quo. You question actions inconsistent with our values. - Netflix

Champion The Mission: Prioritise work that advances the mission and positively impacts the community. Build with the long-term in mind. Actively participate in the community and culture. - Airbnb


As soon as you create a new value this will appear in all reviews company-wide. So keep in this in mind when creating values.


And there you have it you now know how to create company values.


Setting up the default Value Outcomes.

When completing a review the company values are graded against an outcome profile by both the user and the line manager. If you wish to change these outcomes you can! To change the outcome head to the system admin page and find the Custom Outcome Profile/Custom Outcomes Link that is located under the Reviews heading.


On this page you can see all available profiles on your system, from here you can set your default, edit and create new ones. To change which outcome appears against your values during your review simply change the default! If you want to know more about creating outcome profiles find out more in this support article: How do I create a Custom Outcome Profile?


Setting up Competencies.

What are competencies?

Simply put Competencies are the knowledge, skills, abilities, and behaviours required by an individual to complete their role. Similarly to the company values, the formal review process will allow individuals to measure themselves against the skills and abilities they should have to complete their role successfully. This part of the article is all about how you set up both Technical and Behavioural competencies.


Creating Technical Competencies.

To create a technical competency first head to the admin area of Immerse Works, next click on Technical Competencies which you can locate under Reviews. This will then bring you to the technical competencies page where you can find all current technical competencies that are set up for the business.



To create a new technical competency click on Actions in the top right-hand corner of the page. Then from the dropdown click on Add a Technical Competency. 



This then brings up the form to create a new technical competency, simply insert a title, a competency level and the description. We have included some examples below to help out:


Web Design - Basic Level - Be competent in completing all  basic functions to support the company website

Phone System - Be competent in the use of the phone system -
- Know what to say when answering external calls
- Know how to put calls on hold
- Know how to transfer calls
- Know what to ask when taking messages for colleagues

Microsoft Office - Be competent in using  Microsoft Office - Be able to competently use:
- Google Mail
- Google Docs
- Google Sheets
- Google Slides

Excel Skills - Expert Level - Be able to do all the intermediary skill level plus:
- Know how to use V look-up to manipulate data
- Be competent to teach others in excel skills

Delivering Quality Code - Delivering Quality Code - Ability to deliver quality code adhering to best practices and principles with abstraction in mind and ensuring defects are not injected


And there you go! Now you know how to set up technical competencies. 


Creating Behavioural Competencies.

To create a behavioural competency first head to the admin area of Immerse Works, next click on Behavioural Competencies which you can locate under the Reviews heading. This will then send you to the behavioural competencies page where you can find all current behavioural competencies that are set up for the business.



To create a new behavioural competency click on Actions in the top right-hand corner of the page. Then from the dropdown click on Add a Behavioural Competency. 



This then brings up the form to create a new behavioural competency, simply insert a description and the descriptors. We have included some examples below to help out:


Business & commercial awareness -
- Manages, develops & implements processes to improve clients service within individual team or discipline
- Takes steps to develop a deep understanding of the clients marketplace and competitors
- Confidently presents/pitches to clients marketplace and competitors
- Effectively manages the communication strategy within their own portfolio and collaborates to ensure end to end service delivery
- Plans key negotiations in detail, considering the other party’s likely needs, objections and style to maximise the outcome for both parties
- Makes tough decisions when client work is no longer profitable

Communication & Influence - 
- Updates key Stakeholders in line with agreed milestones for projects & tasks without being reminded
- Participates in group situations & asks questions to gather information
- Uses appropriate levels of face to face, phone and email to influence others
- Demonstrates ability & will to follow instructions/briefings from others so as to achieve the task
- Takes pride in producing high quality work and is not afraid to challenge others or be challenged so as to stretch & continually improve what we deliver

Empowering People -
- Encourages others to learn from their mistakes as an important part of the development of a high performance culture
- Involves team members in reviewing their own performance, encouraging them to identify areas of improvement for themselves
- Creates a culture where performance departmental excellence is seen as standard and team members are highly self motivated to achieve greatness
- Takes regular opportunities to coach employees or sub contractors to improve skills or overcome issues
- Seeks opportunities to stretch and challenge high performers
- Encourage cross functional communication and team working


And there you go! Now you know how to set up behavioural competencies. 


Assigning Competencies to Job Specifications.

Once the competencies have been created, you can then assign these to a job specification. This needs to be done so that competencies can appear in a user's review. You can do this by first heading to Job Specifications which is located under the General heading on the Admin page. This will then bring you to an overview page which shows all Jobs that are currently set up on the system. (Find out how to set up new Job Specifications here: Job Specifications - How do I create a new Job Specification?).



To add competencies to a job specification you will need to have a preexisting existing job specification already created, find the job role you wish to edit, click on Actions next to the role and then click on Edit



Once on the edit page scroll down and you will come across the competency section. This appears as a table with the first row populated with all available competencies. Relevant competencies can then be dragged to the adjacent columns. 


Most competencies you will most likely want to be assigned to the "selected competencies" column, but if you wish to make it so a competency needs to be at a certain level. drag the competency across to one of the other columns.


Setting Competency Outcomes.

Similarly to the Company Values, Competencies are also graded against outcome profiles, Competencies can even be assigned unique outcomes per job role!


To assign an Outcome to either a technical or behavioural competencies. First, open up the job that you wish to assign the outcomes too. Do this by heading to the admin page then to Job Specifications which you can find underneath the General heading, then click on the actions button and edit next to the job you wish the change.


When on the jobs page scroll down to where the competencies are located. There are two dropdowns located above each of the competency sections. Simply click on the dropdown and select the outcome you wish to use. If you want to learn how to create new outcomes follow this support article here: How do I create a Custom Outcome Profile?



Setting up Objectives.

What are objectives?

An Objective is an aim for a user this usually consists of where the user wants to go in the future and their goals. Normally they are a statement of purpose such as: "I want to develop my Excel skills". An objective is an excellent way to break a strategy down into a set of achievable targets. With a formal review, a user is able to assign objectives against themselves and mark their progress. They can then discuss these with their manager who is able to edit these objectives and make comments. Whilst the objectives are made on a user level, as an admin you are able to create categories for objectives that allow for easier reporting. This part of the article is all about how you set up these categories. 


Creating objective categories.

Whilst you don't necessarily need objective categories when it comes to creating your reviews, they are incredibly useful for reporting purposes. They create an extra heading that is useful for grouping certain objectives together.


To create Objective categories simply head to the admin page and click on Objective Categories which is found under the Reviews heading.



This then opens the Objective Categories page which is where you can find all current categories on the system. Similarly to other parts of Immerse Works, you can edit and delete these categories by clicking on Actions. 


To create a new category, click on actions in the top right and click on Add Objective Category simply add the new title and click on save. And that's it your done! Now when a user is creating their objectives they can choose from these categories.


Some examples of categories can be seen below:


- Revenue and Financial Performance
- Activity Management 
- Client Management
- Business Development
- Project Management
- Supplier Management
- Financial Management

Setting up PDP's.

What is a PDP?

A Personal Development Plan is a written account of self-reflection and improvement, which doubles up as a detailed action plan used to fulfil academic, personal, or career-based goals. As part of the formal review process, a user can work with their manager to create a personal development plan, which can be checked upon and graded throughout the year. This part of the guide will explain how you create development types and programs.


Creating Development Types.

If you're looking for a way to categorize your PDP's then development types are a great place to start.    


To create new development types on Immerse Works first head to your admin cog in the top right of the page. Then once on the admin page look under the Reviews heading to find the Development Types link. Click on this to head to the development types page.



The Development types page will show all available development types currently on the system. To add more click on the Actions button in the top right and then click Add Development Types.



Now you can set the title for the development type. Once you have done this click on save and you are done! Your development type will now be available to use when creating your PDPs.


Creating Development Programs.


If you're looking for a way to categorise your PDP's further then development programs are another great option.    


To create new development types on Immerse Works first head to your admin cog in the top right of the page. Then once on the admin page look under the Reviews heading to find the Development Programs link. Click on this to head to the development programs page.



Similarly to the development types page, the development program page will show all available development programs currently on the system. To add new categories click on the Actions button in the top right and then click Add a New Development Program.



Simply fill in the title, select the type and click on save 


Setting up the Review Questions.

What are the review questions?

The review questions are asked at the end of the review and are normally used to summarise the entirety of the review, allowing both the user and the manager to leave comments. This part of the article is all about how you can set up these questions.


Creating review questions.

To create review questions first head to the admin cog in the top right corner. Then once on the admin page look under the Reviews heading to find the Review Questions link. Click on this to head to the review questions page.



The Review Questions page will show all available review questions that are currently on the system. To add new categories click on the Actions button in the top right and then click Add a New Review Question.



A modal should pop up asking you to input the question and select the question type, simply fill this in and click on save and you're done!


Setting up the Performance Ratings.

What is the review performance rating?

At the end of the review process, there is the option to add a review rating. This review rating is a way that a manager can grade the overall performance of their direct report.


Creating performance ratings.

To create a performance rating you first need to head to the admin page via the cog in the top left-hand corner. You can find the link for Review Performance Ratings located under the Reviews heading. If you click on this you will be taken to the Review Performance Rating page.



When on this page you will find all of the review ratings that are currently on the system, as well as having options to create a new rating and edit end delete preexisting ones. 


To create a new rating simply click on the actions button in the top left and then on Add a New Performance Rating



Simply add a title and description and you're done!


After doing all this you should have a review that's ready to go!