How to perform employee calibration in Bob! ⚡

PERFORMANCE MANAGEMENT CALIBRATION PROCESS IN HIBOB

Numerous enterprises have implemented the performance management process utilising HiBob; however, they subsequently encounter the necessity to perform employee calibration outside the system.

As HRIS People Operations specialist, I was entrusted with developing a calibration procedure that possesses the following attributes: traceability, reportability, authorization, repeatability, and ease of execution.

My initial step was to investigate the possibility of performing this task through the HRIS system HiBob. I was very excited to discover that this can be all done inside of Bob with some HRIS witchcraft and wizardry 🧙

GET THE MOST OUT OF YOUR PERFORMANCE MANAGEMENT PROCESS AND ADD IN A CALIBRATION AREA!

1. In order to create a calibration process in Bob you first need to create an employee field area named Calibration here you will add in all of the fields you require for your calibration process. Please visit the Miro Board if you need some inspiration 😊 (🛠️Tools will be attached at the bottom)
2. You will also need to create a task list – these are the tasks you want to trigger when calibration has been submitted, example can be Manager notified to advise employee calibrated correctly.
3. You will need to create a flow for the calibration to be completed as an action ensure to include all of the fields you would like the calibrator to submit.
4. Once the flow has been created you can then associate the task list to this flow.
5. If you have a sandbox you may want to use this to stage the new scores so that everyone has a view of the current scores and the changed ones.
6. You will then need to assign your roles, You will need the following
   1. Admin – To complete the setup and the imports
   2. HR People Partner – To complete the Calibration changes and submissions lead the calibration groups
   3. POI/Coordinator/Administrator – To make changes to scores in sandbox and/or this role can also submit the changes for calibration allowing People Partners and leads to discuss whilst they update. (Sandbox is optional and you also need the module to use it)
   4. People Development Specialist – Help to bring the process together, training materials, comms for managers & employees, set-out approvals and calibration groups, can kick off the processes and is the backup to the admin team.
   5. Calibration group leads – Groups for the leads calibrating you will have multiple of these unless you calibrate all employees within one group.

I AM ALL SETUP AND READY TO GO WHAT IS NEXT?

I will now take you through the process this is also outlined in the Miro board, within the board you will see GIFS and detailed instructions.

If you need any help or just have a question please feel free to comment or message me on Heartcore

• Once your performance management review have all been submitted in the system, your admin team can go and download the reports for the scores and the comments, if you are doing a manager and self-review please remember to download all scores.
• The admin team can then complete the upload sheet for each of your employees, this includes the scores, the comments, the approvers, and the group this employee will be part of. The admin team will then load this into the calibration area on the employees profile.
• You can now start your calibration for each of your employees, you can setup the performance calibration meetings and groups align the calibration groups to their permission groups and then send them some comms advising on how they can view their groups calibration scores, comments, and to come ready with any feedback for in favor of no change to scores or changing scores.
• The people partners will need to apply filters to the insight’s pages for each of the groups they meet with. They will also want to add columns to the table view below. You can now add the employee scores, employee comments and the manager comments to the table view. Managers and Leads won’t need to apply the filters but they will need to add the columns.
• Once you are ready to calibrate an employee you can hover over their employee bubble and you will then see the option to view profile, click this and the employees’ profile will then open in a new tab. From there you can then navigate to the actions menu select “Update Profile” and then select “Calibration”.
• You will then see the Calibration fields you aligned to the flow. Complete the score change drop down – Scores have changed / scores have not changed. If the scores have changed enter these into the area for the new scores, in the calibration comments add in the current scores and what you are changing them to so that this goes over to the approvers. Once done you can then submit the changes by clicking next.
• HAVE SANDBOX – If you have the sandbox module then invite a People Ops Admin to the calibration meetings and they can update the scores, in sandbox so that you can show each group the current scores and then the changed scores on the insights pages.
• You will then see the task list associated to this, check this is the correct one, if you are happy click next.
• You will then see a review of the changes you have submitted, the task list that will trigger and who the approvers will be, if everything looks correct then please hit done.
• This will then go to the people partner for approval.
• There are now a number of ways you can gain approval we download all of the changes from all of the groups and then organize them by approver, we then share the sheets in excel with the Senior leadership in the final calibration meeting, and gain approval this way. Once all approvals on the sheets have been returned People Partners then approve them in Bob. (We have a small senior team it would take to long for them to approve one by one in Bob)
• If you have sandbox you can also show the senior leadership the views of current vs changes.
• Once all approvals have been granted the tasks will trigger to the managers, advising of the changes that are to be made to their employees scores. Most will receive the task advising that the employee has been correctly calibrated and there is no score change. For the managers that have employees with scores that are changing they will have a week to challenge the score change with their local people partner.
• Once the date has been reached for all score challenges to be completed by the People Ops Admin team receive notifications for each employee whose score is changing they then impersonate the manager and make the changes to the performance scores. (Any who are still being challenged will have to be highlighted to the people ops admin team, manually)
• Once all changes are submitted you can then complete the calibration process.
• Remember if you are going to use sandbox you need to take a cut of production a couple of days before.

Here you can locate the Miro board, Performance Calibration Miro