1:1 Conversations Reporting within People Intelligence

Contents

1. 1. Background
2. 2. Available Dashboards & Reports
3. 3. Reports Details Deep Dive
4. 4. Use Cases
5. 4. Additional Notes & Caveats

1:1 Conversations Reporting can be found under the People Intelligence tab on your dashboard. For more information on how People Intelligence works, please review this section.

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Background

1:1 Conversations, which fall under Reflektive's Performance umbrella, are meant to be utilized on a frequent and consistent basis. The insights that you can derive from our People Intelligence platform in regards to usage statistics can greatly inform you on how to further drive adoption of the tool while optimizing the experience for your employees. Additionally, these reports can uncover trends on what these 1:1s are covering, and what actions are happening as a result.

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Available Reports &  Dashboards

There are currently 3 key report types for 1:1 Conversations. To access them, visit the Intelligence tab, then the Reports left-hand sub tab, and then click on the drop-down menu to select Conversations, Topics, or Users. We'll go over the report types in more detail below:

• Conversations (will be updated in the Fall 2020 Release on Oct 27th)
  Allows reporting on various metrics of 1:1 conversations, including count of 1:1s and average topics per 1:1.
  
  
  • The existing Conversations reports are:
    
    
    • Number of Active Manager/Direct Reports Conversations
    • Active Manager/Direct Report Conversations (shows participants, whether or not the conversation is active, and the number of open topics)
      
  • The new reports coming in the Fall Release are:
    
    
    • Total Active Manager-Direct Report 1:1s (last 30 days)
    • Active 1:1s by Department and Type (last 30 days)
    • Recurring vs Non-recurring Active 1:1s by Department

• Topics (will be updated in the Fall 2020 Release on Oct 27th)
  Allows reporting on various metrics of 1:1 topics, including reporting on Conversation Starter Templates usage. (Note: We don't show specific topic titles/descriptions to admins or managers in the report.)
  
  
  • The existing Topics report is:
    
    
    • Conversation Topic Breakdown
      
      
  • The new reports coming in the Fall Release are:
    
    
    • Topic Categories Breakdown
    • Average Topics per 1:1 by Department and Type

• Users (new reports being added in the Fall 2020 Release on Oct 27th)
  Allows reporting on unique users (employees) in Reflektive and their related 1:1 activity. The new reports coming in the Fall Release are
  
  
  • Inactive Managers (last 30 days)
  • Active vs Inactive Managers (last 30 days)

•  

Finally, the Conversations Dashboard has been updated with these new reports.

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Reports Detail Deep Dive

Below, you'll find detailed information as to what each of the fields mean in these reports. These precise definitions will allow you to better understand the data-set you are selecting for, especially in the context of the use cases further below.

Conversations Report Type

New Field Name	Description
Count active action items last 30 days	Total number of action items updated within the last 30 days on the 1:1
Count closed topics	Total number of closed topics (as of the current date) on the 1:1
Count active conversation starter topics last 30 days	Total number of topics copied from conversation starter(s) and updated within last 30 days on the 1:1 Activity includes updates to topic or related comments.
Created on	1:1 creation date
Department	Concatenation of creator’s department and participant2’s department.  Not available as a Grouping field Example:  “Sales-Marketing”
Has conversation starter topic	Flag indicates if 1:1 includes a topic copied from a conversation starter: Yes:  topic from conversation starter was copied onto 1:1 No:  no topics were copied from conversation starter onto 1:1
Creator department	Department of the creator of the 1:1
Creator email	Email of the creator of the 1:1
Creator gender	Gender of the creator of the 1:1
Creator job title	Job Title of the creator of the 1:1
Creator location	Location of the creator of the 1:1
Creator manager email	Email of the manager of the creator of the 1:1
Creator manager name	Name of the manager of the creator of the 1:1
Creator name	Name of the creator of the 1:1
Creator [custom attribute]	[custom attribute] of the creator of the 1:1
Is active in last 30 days	1:1 was updated within last 30 days Activity includes updates to the 1:1 or related action items, topics or comments.
Is recurring	Flag indicating if 1:1 is recurring or not: Yes No
Last activity on	Last update applied to the 1:1 itself or any of its related content, including action items, topics or comments.
Location	Not available as a Grouping field
Manager is active in last 30 days	Flag indicating if manager on the 1:1 applied an update to the 1:1 within the last 30 days.  Activity includes updates to 1:1 or any of its related content, including action items, topics, or comments
Manager last activity on	Last update applied to the 1:1 by the manager on the 1:1
Manager name	Name of the manager on the 1:1 Implies the 1:1 is “Mgr-DR” type
Count open topics	Total number of open topics (as of current date) on the 1:1
Participant2 department	Department of other participant on the 1:1
Participant2 email	Email of other participant on the 1:1
Participant2 gender	Gender of other participant on the 1:1
Participant2 job title	Job Title of other participant on the 1:1
Participant2 location	Location of other participant on the 1:1
Participant2 manager email	Email of the Manager of other participant on the 1:1
Participant2 manager name	Name of the Manager of other participant on the 1:1
Participant2 name	Name of other participant on the 1:1
Participant2 [custom attribute]	[custom attribute] of other participant on the 1:1
Count active topics last 30 days	Total number of topics updated within the last 30 days. Updates include changes to topics or their related comments.
Count total action items	Total number of action items (as of current date)
Count total conversation starter topics	Total number of topics added from conversation starter template (as of current date)
Count total topics	Total number of topics (as of current date)

 

Topics Report Type

New Field Name	Description
1:1 is recurring	Flag indicating if the 1:1 is recurring or not: Yes (recurring) No (non-recurring)
1:1 type	Type of the 1:1 Mgr-DR (indicates manager-direct report 1:1) Peer (indicates peer-to-peer 1:1)
Conversation starter category	Conversation starter category of the conversation starter topic copied onto the 1:1
Conversation starter template	Conversation starter template of the conversation starter topic copied onto the 1:1
Conversation starter topic modified	Conversation starter topic modified flag (indicates if a conversation starter topic was copied onto the 1:1, then modified): Yes (indicates Conversation Starter Topic was modified) No (indicates Conversation Starter Topic was not modified)
Department	Department of the creator of the 1:1 + Department of the other participant on the 1:1 Example:  “Sales-Marketing” Only available as a report column or filter field (not available for grouping)
Creator department	Department of the creator of the 1:1
Creator email	Email of the creator of the 1:1
Creator location	Location of the creator of the 1:1
Creator job title	Job Title of the creator of the 1:1
Creator manager email	Email of the manager of the creator of the 1:1
Creator manager name	Name of the manager of the creator of the 1:1
Creator name	Name of the creator of the 1:1
Location	Location of the creator of the 1:1 + Location of the other participant on the 1:1 Example:  “Sales-Marketing” Only available as a report column or filter field (not available for grouping)
Manager on 1:1	Name of the manager of the 1:1 Implies 1:1’s type is “Mgr-DR”
Manager on 1:1 department	Department of the manager of the 1:1 Implies 1:1’s type is “Mgr-DR”
Manager on 1:1 location	Location of the manager of the 1:1 Implies 1:1’s type is “Mgr-DR”
Manager [custom attribute]	[custom attribute] of the manager of the 1:1 Implies 1:1’s type is “Mgr-DR”
Count comments	Total number of comments (as of current date)
Participant2 department	Department of other participant on the 1:1
Participant2 email	Email of other participant on the 1:1
Participant 2 location	Location of other participant on the 1:1
Participant2 job title	Job Title of other participant on the 1:1
Participant2 manager email	Email of the Manager of other participant on the 1:1
Participant2 manager name	Name of the Manager of other participant on the 1:1
Participant2 name	Name of other participant on the 1:1
Topic copied from conversation starter	Flag indicating if topic was created from a conversation starter: Yes  No
Topic created on	Topic’s creation date
Topic last activity by	User the topic was last updated by
Topic last activity on	Topic’s last activity date Activity defined as any updates to the topic or related comments
Topic status	Status of the topic

Users Report Type

Field Name	Description
Count action items closed in last 30 days	Total number of action items the user has marked as “closed” within the last 30 days
Average conversation starter topics / 1:1	Average conversation starter topics is calculated as follows: Total topics copied from a conversation starter template / total 1:1’s for the user
Average open topics / 1:1	Average open topics is calculated as follows: Total open topics / total 1:1’s for the user
Average topics / 1:1	Average topics is calculated as follows: Total topics / total 1:1’s for the user
Location	Location of the employee
Name	Name of the employee
Count 1:1s user updated in last 30 days	Total number of 1:1’s the user has updated within the last 30 days.  This includes updates to the 1:1 itself as well as any related action item, topic or comment on the 1:1.
Count 1:1s user is active manager in last 30 days	Total number of 1:1’s with type “Mgr-DR” where the user is the Manager on the 1:1 and where the user has updated within the last 30 days.  This includes updates to the 1:1 itself as well as any related action item, topic or comment on the 1:1.
Count 1:1s user is manager	Total number of 1:1’s where the user is the Manager on the 1:1. Note:  this implies 1:1’s of type “Mgr-DR” only.
Count 1:1s active in last 30 days	Total number of 1:1’s the user is part of that have been updated within the last 30 days by either participant on the 1:1.
Count action items user updated in last 30 days	Total number of action items the user has updated within the last 30 days.
Count action items active in last 30 days	Total number of action items on 1:1s the user is a participant of and that have been updated within the last 30 days by either participant on the 1:1.
Count closed topics	Total number of closed topics (topics marked as “Discussed”) across all 1:1’s where the user is a participant.
Count direct reports	Total number of Direct Reports the User has. Note:  this implies the user is a Manager.
Count Mgr-DR 1:1s active in last 30 days	Total number of Mgr-DR 1:1’s where the user is a participant and that either participant has updated within the last 30 days. Updates include changes to the 1:1, action items, topics, or comments.
Count open action items	Total number of open action items across all 1:1’s where the user is a participant.
Count open topics	Total number of open topics across all 1:1’s where the user is a participant.
Count peer 1:1s active in last 30 days	Total number of Peer-to-Peer 1:1’s where the user is a participant and that either participant has updated within the last 30 days. Updates include changes to the 1:1, action items, topics, or comments.
Count recurring 1:1s	Total number of 1:1’s that are recurring where the user is a participant.
Count topics added from conversation starter	Total number of topics added from a conversation starter template across all 1:1’s where the user is a participant.
Count topics closed in last 30 days	Total number of topics closed (by either participant) on the user’s 1:1’s within the last 30 days
Count topics user updated in last 30 days	Total number of topics the user has updated (across all of the user’s 1:1’s) within the last 30 days Note:  updates include changes to the topics or related comments
Count topics active in last 30 days	Total number of topics updated on 1:1s the user is a participant on within the last 30 days (either participant applied updates) Updates includes changes to topics or related comments
Count total 1:1s	Total number of 1:1s that the user is a participant on
Count total topics	Total number of topics across all 1:1’s where the user is a participant
Department	Department of the employee
Primary Manager	Primary Manager of the employee
User has recurring 1:1	User has at least one recurring 1:1
User is active in last 30 days	User has made at least one update to a 1:1 within the last 30 days Activity is defined as updates to any 1:1 or its related action items, topics or comments
User is manager	User is a manager in Reflektive (defined as having at least one direct report)

 

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Use Cases

The following are sample use cases provided to help guide you in thinking about reporting on 1:1s usage and adoption metrics within People Intelligence, and in determining actions to take to drive higher usage. Follow the directions to create and configure your reports in order to get the information to answer the use cases below:

Use Case #1:  I want to ensure managers and their team members are using the 1:1 tool

Active (or inactive) managers list

• Report Type:  “Users”
• Report:  “Attributes of Users”
• Columns:  Name, Department, Count of direct reports, Count of active Mgr-DR 1:1s in last 30 days, Count total 1:1s
• Filter:  User is manager = Yes, User is active in last 30 days = Yes (or No, if looking at inactive managers)
• Notes:  
• You can adjust filters and use Last Activity On date range instead in order to report on a wider timeframe. 
• Additional columns may be included to provide more visibility into other usage metrics by manager 

Active vs Participating Users by Department (last 30 days)

• Report Type:  “Users”
• Report:  “Count of Users”
• Filter:  Last activity on (date range specifies last 30 days)
• Grouping:  Department, User is active in last 30 days
• Style:  Show last grouping as columns = enabled
• Notes:  
• Last activity on date will filter users who had active 1:1s, regardless of which participant updated the 1:1 (indicates participation on active 1:1s)
• User is active in last 30 days grouping field indicates user applied updates (indicates user activity on 1:1s)

Inactive users by Manager (last 30 days)

• Report Type:  “Users”
• Report:  “Attributes of Users”
• Columns:  Department, Primary manager, Name, Department, Count 1:1s active in last 30 days, Count total 1:1s
• Filter:  User is active in last 30 days = No 
• Notes:  
• An inactive user may still be part of an active 1:1 (where the 1:1 was updated by the other participant) and this is indicated by the column “Count 1:1s active in last 30 days”
  
  

Use Case #2:  I want to see if employees are having regular, recurring 1:1s

Recurring usage of 1:1s by Department by 1:1 Type

• Report Type:  “Conversations”
• Report:  “Count of Unique 1:1s”
• Filter:  Is recurring=Yes 
• Grouping:  Creator department, Type
• Style:  Show last grouping as columns = enabled
• Notes:  
• Add Last activity on date range as Filter to narrow the results to activity within a specified time period 

Recurring vs non-recurring active 1:1s by Department

• Report Type:  “Conversations”
• Report:  “Count of Unique 1:1s”
• Filter:  Is active in last 30 days (or Last activity on for other date range)
• Grouping:  Is recurring, Creator department
• Style:  Show last grouping as columns = enabled
• Notes:  
• Add “Last activity on” date range as Filter to view results within a specified time period 

 

Use Case #3:  I want to see general metrics by Department to understand usage patterns and trends

Count of 1:1s by department and type

• Report Type:  “Conversations”
• Report:  “Count of Unique 1:1s”
• Grouping:  Creator department, Type
• Style:  Show last grouping as columns = enabled
• Notes:  
• Add “Last activity on” date range as Filter to show results of active 1:1s within a specified time period 

Count of active topics by Department and Type (last 30 days)

• Report Type:  “Topics”
• Report:  “Count of Topics”
• Filter:  Topic is active in last 30 days=Yes 
• Grouping:  Creator department, Type
• Style:  Show last grouping as columns = enabled
• Notes:  
• Use “Last activity on” date range as Filter (instead of “Topic is active in last 30 days”) to show results within a specified time period 

Topics last updated (by week over time)

• Report Type:  “Topics”
• Report:  “Count of Topics”
• Grouping:  Topic last activity on=Weekly
• Style:  Line type of report
• Notes:  
• Add “Last activity on” date range as Filter to show results of active 1:1s within a specified time period 
• This report reflects the last time a given topic was updated and not the audit trail of updates on topics; the latter provides more accurate trends reporting, but this report will show when topic updates ‘drop off’. 

 

Use Case #4:  I want to see the depth of usage by user

Average topics per active user

• Report Type:  “Users”
• Report:  “Attributes of Users”
• Columns:  Name, Department, Average topics / 1:1, Average open topics / 1:1, Count total topics, Count total 1:1s 
• Filter:  User is active in last 30 days = Yes
• Notes:  
• Use “Last activity on” date range as a filter instead to view by different timeframe

Average topics per 1:1 (active vs inactive topics)

• Report Type:  “Conversations”
• Report:  “Average Topics per 1:1”
• Grouping:  Creator Department, Is active in last 30 days

 

Use Case #5:  I want to understand the types of conversations occurring so that I can better gear the Conversation Starters to my employee community.

Types of Conversation Starters by Department

• Report Type:  “Topics”
• Report:  “Count of Topics”
• Grouping:  Conversation Starter Category
• Notes:  
• Use date filtering to narrow the report data set

Usage of Conversation Starters on 1:1s by Department

• Report Type:  “Topics”
• Report:  “Count of Topics”
• Grouping:  Department, Topic copied from Conversation Starter
• Notes:
• Report compares count of topics copied from Conversation Starters vs count of topics created by 1:1 participant 

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Additional Notes & Caveats

Since we're taking the time to make 1:1 Conversation to be as robust as possible, there will be some enhancements and changes to how reporting is done in general:

• Conversation Starters - The new 1:1 reports use the new Conversation Starter Templates feature released as part of the Fall 2020 Release. They will not include the prior conversation starters.
  
  
• Trends Reporting - You can report on last updated topics by week over time. True trends are under development and will be released at a future date.
  
  
• Department & Location - 
  • Under the new User reports, department and location attributes can be used as report columns, filters, or groupings
  • Under Conversations and Topics reports, there are two participants on each 1:1 and therefore two departments and two locations (one each for the creator and participant2)
  • On some conversations and topics reports, there are three options:
    • Department / Location -- Department is a concatenation of both the Creator and Participant2’s Departments (and the same is true for Location); these values are not available as Grouping fields at this time
    • Creator Department / Location -- Department / Location of the user who initially created the 1:1
    • Participant2 Department / Location -- Department / Location of the other participant on the 1:1

• New Date Filters - 
  • Last Activity On
    • Applies to all reports under Users and Conversations
      • Applies to user’s activity on the Users reports
      • Applies to the 1:1’s activity on the Conversations reports
    • Can be used as report column, filter or grouping field; if used for grouping, a rudimentary trends report can be created (see Trends reporting above for details)
    • Recommended to use for reporting beyond 30 day range
  • Is Active in Last 30 Days
    • Applies to Conversations reports
    • Activity is defined as any updates applied to the 1:1 or its related information, including action items, topics, or comments
    • Can be used as report column, filter or grouping field
    • Recommended for use on dashboards as the user does not have to modify the date range selected for reporting
  • User is Active in Last 30 Days
    • Applies to Users reports
    • Activity is defined as any updates that the user has applied to any of the user’s 1:1s or related fields, including action items, topics, or comments
    • Can be used as report column, filter or grouping field
    • Recommended for use on dashboards as the user does not have to modify the date range selected for reporting
  • Topics Last Activity On
    • Applies to Topics reports
    • Activity is defined as any updates applied to the topic or its related comments
    • Can be used as report column, filter or grouping field
    • Recommended to use for reporting beyond 30 day range
• Count Fields
  • Attribute Reports
    • The attributes reports include:  Attributes of Users, Unique 1:1s, and Unique Topics
    • Fixed timeframe counts
      • Some count fields are fixed to 30 day range as they are calculated nightly and stored in the reporting tables
      • These fields reflect activity over the last 30 days only
      • Examples include:  Count active Mgr-DR 1:1s in last 30 days, Count active 1:1s in last 30 days
    • Counts as of current date
      • Other count fields are calculated as of the current date and stored in the reporting tables as such
      • These fields represent activity as a snapshot of the current date
      • Examples include:  Count total 1:1s, Count total action items
  • Calculation Reports
    • The calculation reports include:  Count of Unique 1:1s, Average Topics per 1:1, Count of Topics, Count of Users
    • For each of the above calculation reports, there is a single dynamically calculated field (represented by the name of the report)
    • Count fields (both fixed as of 30 days and as of current date) from the corresponding Attribute reports may be used as filters or grouping fields on the Calculation reports
      • For example:
        • Report:  Average Topics per 1:1 (under Conversations Report Type)
        • Filter:  Count active topics last 30 days ‘greater than’ 2
        • Grouping:  Creator Department
        • The report will display average topics per 1:1 by Department where the 1:1 had 3 or more active topics within the last 30 days
• User Participation: Active
  • On the Users reports, reports can be created to show activity where the User’s 1:1s were updated by either participant on the 1:1 OR where the user applied the updates
    • User is active in last 30 days vs Last activity on
    • Count of 1:1s user updated in last 30 days vs Count of 1:1s active in last 30 days
    • See example reports above in Use Cases section
• Managers
  • You can report on managers of each participant on a 1:1 as well as by the manager of the 1:1 (the latter applies only to 1:1’s with “Mgr-DR” type)
  • You can gain insights into manager activity on 1:1’s with the following:
    • Conversations reports
      • Manager is active in last 30 days (applies to the manager on the 1:1)
      • Manager last activity on (applies to the manager on the 1:1)
      • Informational fields:
        • Manager name (the manager of the 1:1)
        • Creator’s manager name and email
        • Participant2’s manager name and email
    • Topics Reports
      • Informational fields:
        • Manager on 1:1:  name, department, location, custom attributes (applies only to 1:1’s with “Mgr-DR” type)
        • Creator’s manager name and email
        • Participant2’s manager name and email
    • Users Reports
      • Manager is active in last 30 days (implies user is a manager)
      • Manager last activity on (implies user is a manager)
      • User is Manager
      • Informational fields:
        • Primary manager

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