Announcing Reflektive to Your Employees

Instructions: Send this to All Managers to reinforce the messaging in an All Hands and/or Reflektive announcement email.

• Subject: Enabling your teams’ success using Reflektive’s Performance Management Platform
• From: Executive champion or team
• To: All Managers
• Cc: HR admin
• Bcc: Your CS Advocate

[Dear All Employees],

You heard from [HR Admin] that we will soon be rolling Reflektive’s platform out company wide. I wanted to make sure you understood why we decided to invest in this new tool to support our [current/new] processes.

We want everyone to feel comfortable with requesting, providing and receiving feedback to one another so that as a company and as professionals, we continue to grow. Part of your role as a manager is to take the time to understand each of your direct report’s preferences for how they like to receive feedback - both positive and developmental, and guide them through these discussions. We will arm you with tips, tools, and material resources to set you up for success. Further, we will be showing you on DD/Month how simply you can use the tool to enrich your 1x1 conversations.

We are asking that each of you make a commitment to help us achieve success with this program. You are our leaders and, as such, we ask that you lead by example. Within the first two weeks, please provide each of your direct reports positive and public recognition, and aim to continue at a monthly cadence. You will receive reminders within the plugin after time passes to help! We encourage you to provide additional pieces to others throughout the company and, once you feel comfortable, to begin saving private notes of developmental feedback for your direct reports as well.

Please prioritize our upcoming training so you can learn best practices and the tool itself. Additionally, as we roll this out please let us know what feedback you have!

Feel free to reach out to your HR admins for any questions. 

Instructions: The moment has come to invite your employees into the system. Enable them with the proper instructions and set expectations for how they should begin adopting your new performance management tool!

• Subject: You’re invited - COMPANY’S official roll out of Real-Time Feedback with Reflektive!
• From: HR team
• To: All employees
• Cc: Executive champion
• Bcc: Your CS Advocate

Hey team -

We're excited to officially launch our new real-time recognition system, Reflektive! As I mentioned in [All-Hands last Thursday], Reflektive allows you to give your coworkers immediate recognition when they do something awesome/helpful, and even request feedback when you want it, directly from your Gmail/Outlook inbox [or Slack]. There are three locations in which you can provide recognition:

1. The Real-Time Recognition wall (Reflektive.com)
2. Within your gmail/outlook inbox
3. Within a new Slack channel called Real-Time Recognition
   
   

• [Native Passwords]
  • Get started by logging in here:
    1. Go to this URL: https://www.reflektive.com/app
    2. Click on "Forgot Password or New User" to set up your password for the first time
    3. An email will be sent to you within the next 5 - 10 minutes to reset your password.
    4. If you don't receive your reset password email within 5 - 10 minutes, please check your spam filter or any other filters you have set up. The message subject line is “Reset password instructions” and should originate from support@reflektive.com.

• [Google]
  • Get started by logging in here:
    1. Go to this URL: https://www.reflektive.com/app#dashboard
    2. Click on "Log in with Google" and use your [Company email account]
       
       
• [SSO]
  • Get started by logging in here:
    1. Visit your [Single Sign On] dashboard
    2. Select the Reflektive app to log in
    3. + Please install the Gmail/Outlook Plugin, and then try recognizing a coworker right from Gmail!
       
       
• [Slack]
  • We will be adding you to the Real-Time Feedback Slack channel - no action is needed on your end. That said, follow the instruction below in order for your Slack posts to appear on the Real-Time Recognition wall itself:
    1. Use any of the following recognition words/phrases: (NAMES: insert your chosen words here)
    2. @mention the person whom you’d like to recognize
    3. Respond “yes” to the DM from the Reflektive bot asking for confirmation that you’d like to have your recognition be posted on the wall.

Below are links to key resources:

• Reflektive's Youtube Channel which has short product videos, new features and customer stories
• Reflektive’s blog with HR best practices and strategies
• Knowledge Center – FAQs
• Real-Time Feedback
• Information on how to Request Feedback

Our ask of YOU!

Make this a part of your weekly if not daily routine. Once you log in:

1. Upload your photo
2. Fill out your 1x1 agenda items for your upcoming meeting with your manager (under My Feedback)
3. Input your Q_ goals - start giving your manager visibility and ensuring alignment
4. Thank someone who has made your day easier or gone above and beyond to exemplify one of our core values. Please add one of our core values!
5. Scroll through our Recognition wall to see achievements of others
6. Request feedback within the first 2 weeks. We will follow up with a specific challenge :)

Lastly, if you run into any technical issues please contact support@reflektive.com, however if you have any questions as you get this set up and begin to use the plugin, please let [other admin] and me know.

Instructions: Help your managers get off on the right foot by inviting each of their direct reports to reflect on and share their preferences for receiving feedback. This is the first of many great conversation the tool should help facilitate.

• Subject: Reminder - Send Feedback Questionnaire to your team
• From: HR team
• To: Managers
• Cc:
• Bcc: Your CS Advocate

I see that quite a few of you have already been actively using Reflektive with your team members. Keep it up!!!

I wanted to also remind you all of the short questionnaire I shared with you right before the roll-out. Please distribute to your reports and ask them to share their responses at your next 1:1. Again, asking them for this insight into how they like to receive feedback is another step forward into improving our INSERT CORE VALUES / DESCRIPTION OF IDEAL CULTURE.

Below are the 5 questions to ask. You can send them over via email or put them in the 1:1 agenda tool in Reflektive to prompt the conversation.

1. Give me an example of a time when you had a great experience getting positive feedback.
2. Give me an example of when you benefitted from constructive feedback.
3. What's important for me to know about how you like to receive feedback?
4. What doesn't work well for you in receiving feedback?
5. How do you like to be coached for growth?

Instructions: The moment has come to invite your employees into the system. Enable them with the proper instructions and set expectations for how they should begin adopting your new performance management tool!

• Subject: You’re invited - COMPANY’S official roll out of Goals with Reflektive!
• From: HR team
• To: all employees
• Cc: Executive Sponsor
• Bcc: Your CS Advocate

Hey team -

We're excited to officially launch our new Goal management system, Reflektive! As I mentioned in All-Hands last Thursday, the Goals platform:

• Includes our company-wide goals
• Is simple to use: start by entering in your goals and make note of the simple steps you’ll take later on to keep them up to date
• Will help ensure alignment between you and your manager
  
  

• [Native Passwords]
  • Get started by logging in here:
    1. Go to this URL: https://www.reflektive.com/app
    2. Click on "Forgot Password or New User" to set up your password for the first time
    3. An email will be sent to you within the next 5 - 10 minutes to reset your password.
    4. If you don't receive your reset password email within 5 - 10 minutes, please check your spam filter or any other filters you have set up. The message subject line is “Reset password instructions” and should originate from support@reflektive.com.

• [Google]
  • Get started by logging in here:
    1. Go to this URL: https://www.reflektive.com/app#dashboard
    2. Click on "Log in with Google" and use your [Company email account]
       
       
• [SSO]
  • Get started by logging in here:
    1. Visit your [Single Sign On] dashboard
    2. Select the Reflektive app to log in
    3. + Please install the Gmail/Outlook Plugin, and then try recognizing a coworker right from Gmail!

• Below are links to key resources:

  • Manager and direct report goal setting responsibilities
  • Creating and managing goals
  • Goal management for managers
  • Reflektive's Youtube Channel which has short product videos, new features and customer stories
  • Reflektive’s blog with HR best practices and strategies
  • Knowledge Center – FAQs

  We will be hosting a goal-setting session on [insert date and time] where we will be discussing our company and department-level goals, and guidance on how to create your goals.

  Lastly, if you run into any technical issues please contact support@reflektive.com, however if you have any questions as you get this set-up, please let [other admin] and me know.

For Managers

Instructions: Reiterate what managers will be expected to do, beyond setting their own, personal goals.

• Subject: Managing your team’s goals in Reflektive
• From: HR team
• To: Managers
• Cc:
• Bcc: Your CS Advocate

Thank you Managers for your attendance in today’s session.

What did you learn?

• How to set personal goals
• How to set team goals (managers only)
• How to help your team set and achieve goals
• How to use the Reflektive platform to facilitate conversations around goals
• How to align with higher level goals

Stay tuned for the company-wide email letting you know you can begin creating your goals and viewing those of direct reports.

Thanks!

For All Employees

Instructions: Coordinate with your CS Advocate so that, following your goal-setting session, the goals module will be turned on for your employees. Email your organization letting them know they begin creating their goals within Reflektive.

• Subject: Goals at COMPANY - Next Steps
  
       Or
  
  
• Subject: Goal Management in Reflektive: aligning with your company goals / with your manager
• From: HR team
• To: all employees
• Cc: Executive sponsor
• Bcc: Your CS Advocate

All,

Thank you for attending our goal setting education yesterday. We hope you learned helpful information to create and update a focused set of key goals.  

As a next step, please:

• Enter the goal(s) you created into Reflektive
• Talk with your manager about your goals in your next 1:1
• Update your 3-4 goals together with your manager so they reflect your current focus areas
• Please make at least one, if not, all goals public (we trust your good judgment on what should be private) so that we can understand how to help one another

Feel free to reach out to me or [other admin] with any questions on your goal creation.

Instructions: Use this when you want to conduct a performance review or a more holistic review of your employees. A 360 review will include not only self- and manager-assessment, but also upwards feedback and peer review feedback. If Real-Time Feedback has been active for some time, address how that feedback will enrich the reviewing experience for all.

Following training (at least for your managers) send this email letting your employees know the review has officially kicked off. Be sure to include due dates!

• Subject: Performance or 360 Review kicks off today!
• From: HR team
• To: All employees
• Cc: Executive champion
• Bcc: Your CS Advocate

Hello Team,

[Insert text about the review here]. The review will be done using Reflektive.

Get started by logging in here:

1. Go to this URL: https://www.reflektive.com/app#dashboard
2. Click on "Log in with Google" and use your [Company email account]

These are the steps in the review process:

• Step 1: Select Reviewers - Due MM/DD
• Here you will select peer reviewers to give you feedback
• Step 2: Approve Reviewers (managers only) - Due MM/DD
• Managers, in this step you will approve the list of reviewers your direct reports selected.
• Step 3a: Fill out Self Reviews - Due MM/DD
• As soon as you submit your self review, your manager will be notified and will be able to access it.
• Step 3b: Fill out Reviews for Your Coworkers - Due MM/DD
• Step 4: Administer Feedback to your Team (managers only) - Due MM/DD
• Here managers can view all reviews for their direct reports, which they should deliver in person
• Step 5: Deliver Reviews to Your Direct Reports - Due week of MM/DD

Thanks in advance for your participation - we will be closing the review and ensuring all reviews are released by MM/DD.

Instructions: Use this when you want to conduct a lightweight review predominantly focused on  measuring status of goal progress and alignment between manager and employee on that progress. Some customers use this quarterly, some monthly for the purpose of encouraging frequent conversations around both developmental and business goals.

• Subject: Q_ [Check-in name] Kick off today!
• From: HR team
• To: all employees
• Cc: Executive champion
• Bcc: Your CSM

Hi all,

Based on feedback we’ve received from you in the past, and some changes we are making to our overall HR strategy, we have decided to run a more frequent, yet light-weight Check-In. [Elaborate on why this decision was made and what you hope to achieve.] To support you in this new review process, we have taken or will take the following action items:

• Held Goal Setting Education for all employees on ______
• All employee responses will be clearly visible to managers
• We are adding additional education and/or resources for everyone:
  • MM/DD - Manager training
  • MM/DD - Individual contributor training

What is the Purpose of These Quarterly Check-Ins?

• Ensure alignment on goals
• Discuss and assess progress on goals
• Facilitate employee growth

What's the Timeline?

• Self-Check-In: MM/DD - MM/DD
• Employee Education on Self-Check-In: MM/DD
• Manager Check-In: MM/DD - MM/DD
• Check-In Conversations: MM/DD - MM/DD

Action Items:

• Please start filling in your check-in (link this)  and complete by DATE
• Fill out the attached worksheet (how to have effective feedback conversations)
• To make sure that both you and your manager are aware of when you will have your check-in conversation, either create a new calendar invite for your check in or specify which 1X1 will be designated as your check in

For any help with writing your self check-in or preparing for a check in conversation, please feel free to reach out to [ADMIN NAME].

Instructions: The most important part of the check-in comes when the check-in itself is complete in Reflektive. Managers and employees should find time, separate from normal 1x1s, to sit down and review the feedback together.

• Subject: It's Time for Check-In Conversations!
• From: HR Admin
• To: All employees
• Cc: Executive champion
• Bcc: Your CS Advocate

Hello [COMPANY]!

We are now in the final part of our [insert check-in name], which is having your Check-In conversation.  We expect that check in conversations are complete by [insert date].  **If offering office hours: Per Name’s note on Friday, to provide support for you in preparing for a check in conversation, we have set up time for you to sign up for 1:1 office hours with me or name.

A check-in conversation typically reviews the following 3 things:

• Ensure goal alignment
• Discuss and assess progress on goals
• Facilitate employee growth

To schedule a time with me or name for help on preparing for your conversation, please [insert instructions].

Managers

• Please don't forget to update your 1:1 subject line this week or next week to be titled "Check In Conversation" so that your employees know when to expect their check in!
• Prior to your check-in conversation, you may want to ask your employees to email you what they'd like to receive more of: Appreciation, Coaching or Evaluation.

As always, please feel free to reach out to the Employee Success/People/HR team with any questions.

Thank you,

[ADMIN NAME]