Selecting Your Reviewers

You have chosen to take part in a voluntary 360 review, the purpose of which is to help you to become more aware of your observable and perceived performance levels. The results will highlight your strengths and create awareness of areas where you might benefit from some development.

The decision about who to select as your reviewers could have a significant impact on the level of accuracy and balance in your report. The report will show your performance level within a particular context (your role, a particular project you are working on, or your team) so selecting the right reviewers is an important part of the process.

Think about the following aspects when making your choice:

1. Number of reviewers

The maximum number of reviewers is 22:
• 1 Self review
• 1 Manager’s review
• Up to 10 Direct Reports
• Up to 10 Peers, beneficiaries or stakeholders (Other)
• In some cases you may also be able to select a second manager.
In order to ensure the responses of reviewers in the Direct Report and Other categories remain confidential, a minimum of 3 completed reviews is required in each.
• If you have fewer than 3 Direct Reports, you may want to include them in the Others category, making sure you receive more than 3 reviews from this group.
• If you select too few reviewers in either of the Direct Report or Other category, the score for that category will not be shown in your report.
• If you have fewer than 3 reviews for the Direct Reports and Others combined, a report cannot be produced for you.
• It is recommended that you have at least 10 reviewers, including your manager.

2. Opportunity to Observe

The results are based on the combined responses to questions which are based on observable behaviour.
You and your reviewers will be asked to select a score for each descriptive statement. The standard ratings run from 0 to 5 and although the descriptions may vary, typically they are:
0 – Not observed/cannot comment
1 – Ineffective/Not demonstrated
2 – Development opportunity
3 – Effective
4 – Superior
5 – Exceptional
If the ‘0’ option is selected, the reviewer’s score is not included in the calculation of the overall rating for the particular statement. This means that a ‘0’ rating does not have a negative impact on the results, but it allows the reviewer to opt out of a particular question should they feel unqualified to make a rating on it. However, it is preferable to have as few ‘0’ ratings as possible.
• Select reviewers who have had a lot of opportunity to observe you in your daily work role.
• As far as possible make sure you select reviewers who have worked with you for at least 3 months.
• Try to select reviewers you have worked with regularly within the last 6 months. If you have not had sufficient contact within that period, your reviewer will not be able to review your current performance accurately.
• If you have just started in a new role you may wish to delay your 360 until later in the programme.
• You will know which reviewers will be of greatest all round value to you.

3. Dynamic of the relationship

Keep in mind the purpose of this review. The goal is not to make you look good on paper. It is of far more value to establish an accurate view of how your actions and observable behaviours impact on others.With this in mind, select a range of reviewers with whom you have worked irrespective of whether you feel they like you or not. Selecting only people with whom you have a good working relationship will not give you a balanced view.

You may wish to select reviewers from outside your organisation (beneficiaries, external stakeholders, suppliers or contractors). As long as they work closely with you, this is acceptable for the 360 review. However, for these reviewers it is most advisable to have a conversation with them to establish their willingness to take part in the process. This gives them the opportunity to tell you if they are too busy or are unable to help for any reason. This should be done before you submit your list of reviewer names.

4. Availability of reviewers

It’s a good idea to make sure your reviewers are available and have the time to provide you with their input. It is a good idea to contact them before you input the list in the 360 system and establish:
• That they are not away on holiday or an extended mission
• That they do not have a pressing deadline which will preclude them from having time to complete your review

5. Communicate with Reviewers

It may be helpful to contact your reviewers before you nombinate them, particularly if they are not part of your immediate team. Explain to them that the review process is very simple.
• They will receive an email containing a login code for an internet-based system.
• Once they have clicked the link to log in, the review should only take between 15 and 20 minutes to complete.

Please be aware that before the final (given) deadline, we do send out 2 reminders to reviewers who have not yet completed their reviews. Experienced has shown us that this has a positive effect on the response rate and you may want to mention this to your reviewers so they don’t feel they are being sent unnecessary emails.

If you have any queries on selecting your reviewers, please feel free to contact us.