Advice about the process including the selection of respondents
General questions
How secure is the information?
We use industry standard SSL (Secure Sockets Layer) to secure survey response information across the internet. SSL ensures the information cannot be read by anyone on the internet as it travels between your computer and our server. Our hosting company has a strong professional reputation and all servers are protected by firewalls. At the hosting company only people with Government security clearance have access to the databases.
Is anonymity maintained?
Any report or sub report which contains less than 3 respondents cannot be presented by our system.
Management summary reports exclude any data which would identify an individual.
How long will you keep my data?
We will hold data for a maximum of three months, after which it is deleted from our systems. We remove survey responses and all details about survey candidates & reviewers.
What about the Data Protection Act?
Picasso HR Ltd is the Data Controller and we are registered under the DPA, number Z9590346.
What if I make a mistake when entering information?
As long as you haven’t finally submitted the survey, you can use the Previous Page button to go to earlier questions.
Can someone undertake the survey twice?
The system is configured so that a survey can only be answered once by each respondent.
What if one of my respondents is off work sick?
It depends on how many respondents you have. If you only have a few, you will need to speak to your line manager to determine how to proceed.
About the feedback process
How do I select respondents?
Its best to have a mix of feedback from both subordinates, peers, and line management, but this is not always possible. Select people that know you reasonably well and who have had direct contact with you within the last 6 months
Selecting respondents
Try to select between 4 and 6 people to provide you with feedback
It’s best to have people that have worked with you or know you from the last 3-6 months
Consider who is likely to give you open and honest feedback
Get a range of views: don’t select just people you get on with
Ensure people can respond in the timescales
Choose respondents from different areas and levels
About giving feedback
Ensure you understand the behavior being assessed
Suggest other behaviors that would improve individual performance
Consider how well the subject exhibits the behavior
Consider if the behavior enhances or hinders performance
Avoid picking the middle marks – the easy way out…… Give the mark deserved
Ensure comments are specific, relevant and helpful
Avoid comments that reflect personality. Concentrate on what affects performance
Describe any effect the subject’s behavior has on you
Concentrate on behaviors that influence performance – NOT personality
Describe effective or ineffective behaviors and their impact on you
