Security Confidentiality Anonymity In 360 Degree Feedback

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In this document I list the key factors for successfully implementing 360 Degree Feedback from a security, confidentiality and anonymity point of view - very important for getting good response rates …

In this document I list the key factors for successfully implementing 360 Degree Feedback from a security, confidentiality and anonymity point of view - very important for getting good response rates and buy in for the 360 Degree Feedback process.

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  • 1. Track Surveys Ltd: 2009
  • 2. Success with 360 Degree Feedback: Ensuring Your 360 Degree Feedback is Secure, Confidential and Anonymous Track Surveys Ltd: 2009
  • 3. Successful 360 Degree Feedback requires: Security: making sure the system is only accessible by authorised people Anonymity: not Confidentiality: attributing limiting access to feedback to reviewees’ specific reviewers feedback within (with some the organisation exceptions) Track Surveys Ltd: 2009
  • 4. Summary: Ensuring your 360 Degree Feedback is Secure, Confidential and Anonymous As well as being well-designed and properly implemented, the basic requirements for successful 360 Degree Feedback are that it complies with security and confidentiality guidelines, thus ensuring that both reviewees (those receiving feedback), and reviewers (those giving the feedback) have trust in the process and are not apprehensive about the outcome. Anonymity is the third key concern for most organisations, especially when 360 Degree Feedback is at the early stages of being implemented. In general reviewers tend to be more honest with their scores and their comments if the feedback is not going to be attributable to them. The 360 Degree Feedback report should therefore be designed in such a way that anonymity of reviewers is protected (apart from line manager feedback which is normally attributable to the line manager). However there are some organisations who allow some or all reviewers’ feedback to be identified, in particular when they have a strongly established culture of feedback and performance review. Track Surveys Ltd: 2009
  • 5. • Host the 360 Degree Feedback on a professional, secure website. • Allow access to users through system-generated usernames and passwords. • Provide usernames and passwords on request (not in bulk emails). • Limit administration access to a small number of authorised users in the organisation, and limit the information that internal authorised users can see (e.g. Security Internal administrators should be able to view the amount of feedback, but not view the feedback content, for each reviewee. • Limit personal data of reviewees and reviewers only to that required for the 360 Degree Feedback exercise. Track Surveys Ltd: 2009
  • 6. • Only the reviewee should have online access to, or be emailed, their 360 Degree Feedback report. • If the line manager, coach or mentor is to view the 360 Degree Feedback report or if they are going to be emailed the report, this should be clearly communicated to the reviewee in advance – the purpose should be made clear (e.g. for a coaching session with the reviewee). • If anyone else in the organisation, including HR or Learning and Development are going to be able to view 360 Degree Feedback report, the reviewee should also be Confidentiality made aware of this. • If the 360 Degree Feedback report is going to be used for any process, reporting or analysis by the organisation, this must be communicated to reviewees. For example, their 360 report may be reviewed as part of the appraisal or performance review, or as part of a wider Training Needs Analysis. • It must also be clear how and where the 360 Degree Feedback report is going to be stored, and if it is going to form part of the individual’s personnel file or official records. Track Surveys Ltd: 2009
  • 7. • Reviewees should be encouraged to request as much feedback as possible; this makes the feedback more valuable, but it also reduces any risk of individual feedback being identified, which can discourage colleagues from giving honest feedback • There should be a minimum amount of feedback provided from each reviewer group (e.g. From peers, team members etc). This needs to be at least 2, although 3 or 4 is preferable. Feedback from a group that is less than the minimum must be combined with feedback from Anonymity another group. • Feedback from line managers, and sometimes from customers, can be identifiable as this forms a key part of the individual’s feedback. • Reviewers should be advised that, even where scores are not attributable to individuals (unless it is line manager or customer feedback), it may be possible for the reviewee to guess who has given particular comments and examples if they are very specific. Track Surveys Ltd: 2009
  • 8. For more information on how to ensure Security, Confidentiality and Anonymity for your 360 Degree Feedback, contact us at: info@tracksurveys.co.uk Or on +44 (0) 20 7206 7279 www.tracksurveys.co.uk Track Surveys Ltd: 2009