It could be said that employees do not feel survey fatigue, but rather that they feel lack-of-action fatigue. Common feedback is that employees often feel like they are not being listened to, and they are not sure whether anything is being done with the feedback that they provide.
The Action Plan feature is a great way to address common themes and ultimately increase the engagement of your teams. Additionally they are a way to assure executives that problem areas are being addressed. Many of these actions are quick wins that can easily be introduced for immediate effect.
When priorities are identified, Peakon automatically provides some suggested actions to take. You can also create your own actions and even share your dashboard with your team, so they can see the driver scores and any actions added to address priorities. Actions are not restricted to priorities and can also be created on drivers, sub-drivers, segments, and Values (if you have this feature enabled).
The overview for this article is as follows:
- Creating actions
- Viewing and managing actions
- Viewing and managing actions for other managers
- Enabling actions within access control
- Best practices for action planning
- Usage metrics
1. Creating actions
Start by clicking the Add action button on your Action plan page. On the slide out panel you can:
- name the action (required)
- add a description on the action
- link the action to a driver
- set a deadline
- choose whether it should be visible on shared dashboards
- create a checklist for your action
Once an action is added, it sits within the same context it was added in.
It is also possible to add an action from other areas such as:
- The Improve tab on a segment dashboard
- The Improve tab on a driver dashboard
- After completing a Micro Course (Premier only)
2. Viewing and managing actions
An overview of all your actions can be found in the Action Plan section of your left sidebar.
You can view open and archived actions, and sort by group and deadline. Actions can also be edited from within the actions overview section.
Editing existing actions
Marking actions as completed or archived
To mark an action as complete simply tick the Mark as done icon and the action will then be moved to the Completed section.
To archive an action, click the three vertical dots on the action and choose the Archive option. This will place the action in the Archived section. There, it is possible to restore actions by clicking on the Restore option.
Notifications on action deadlines
Each Monday, Peakon sends out in-product notifications and emails to anyone that has an action with a due date in the same week. The email also contains a reminder of any upcoming actions that are due further in the future.
The reminders will be for any actions within a context a manager has access to. For example, direct reports, all reports, and any additional segments the manager has access to. The reminders cover any actions created by any user within the context the manager has access to. This means that a manager may be reminded about an upcoming deadline for an action that was created by another manager who also has access to the same context.
3. Viewing and managing actions for other managers
In the My Team Actions tab, you will find the actions that your managers reporting upwards to you have created, or actions that any other managers have added to their dashboards. You need to have your context in the left menu set to your All reports segment when viewing your team's actions.
Alternatively, you can also view the actions managers have created following one of the two steps below:
- Simply switch dashboard context by searching the Manager's name in the search box on the top-left. You will need to select the All reports segment option.
- Click the name of the manager, which appears on your dashboard (e.g. as a highlighted segment or on the heat map). You will need to select the All reports segment option followed by the View as a segment option.
You will then be presented with that Manager's Dashboard Overview, where you can click on Actions in the left sidebar menu and see all the actions set by the manager and their due dates.
Adding an Action for another manager
If you've reviewed the feedback from a team and you believe the manager has missed an important point, you can also add to the action plan by clicking the Add action icon. You will then be the author of the action, but it will sit within that manager's context.
When adding an action to a manager's dashboard, the manager will receive a notification on Peakon. The manager will also be able to view the action either on the relevant dashboard or by clicking into their actions overview in the left menu.
If using Hierarchical segments, the context of the dashboard will determine which segments appear in the My team actions section when clicking on the action icon in the left menu. The child segments will appear under the My team actions.
For example, I have two attributes which are linked in a hierarchy, Region and City. I'm viewing the segment for AMER, which is one of the segments for the Region attribute. The context of the dashboard is AMER (see above, the name in the search box in the left menu is my context).
When I click on My team actions all the dashboards for the related "City" attribute segments appear. In this way I can get an overview of any actions added to these "child" segments.
4. Enabling actions within access control
Administrators can enable the Actions feature via the Administration > Access Control for the different access control groups.
- Access to actions: Enables managers to see the actions that have been set by those below them in your organisation's hierarchy. For example, a head of department will be able to see the actions that their line managers have created.
- Manage actions: Gives the ability to create, edit and delete actions in their Action plans.
We would recommend to enable both these options. The transparency they create, helps to foster accountability – and ensures actions are taken to address feedback.
5. Best practices for action planning
- Improve on your priorities by looking at the Improve section of the priority drivers, and using the suggested actions, resources and micro courses (Premier only)
- Take the time to try and understanding what employees really want - if you are not sure, don't guess
- When dealing with comments that are not solution-oriented, try to start a conversation by using a coaching approach to get more details
- Identify any short term actions that could be considered 'low hanging fruit' - these quick wins can help drive improve driver scores quickly
- When on a frequent survey cadence, long term actions will enable you to view the score over time and allow you to course correct if the action is not working
- Co-creating actions with your team creates a sense of accountability and takes pressure away from the managers
- Distributed ownership of actions in team allows employees to take part in improving the team engagement
6. Usage metrics
Manager usage metrics allow you to view the number of actions created, completed, in progress, and overdue for each manager. This can help support managers and identify future leaders.
Here, leaders can also export a list of all actions by their managers in the usage metrics area. The list will reflect managers in the chosen context and filtered views in the usage metrics section.
I can't see actions of managers that are reporting to me.
It is not possible to view actions of your subordinates in your 'Direct reports' segment, because your managers in this segment are considered employees. To view their actions, make sure to switch your context to your 'All reports' segment, which includes your managers and their teams too.
I accidentally marked an action as done.
Change your view to Completed, where you will be able to view your completed action and reopen it.
I can't assign an action to someone else.
You can assign actions to managers reporting to you in your 'All reports' context, so make sure to switch your view to this first.
If you are managing a segment, and there is a hierarchy between two attributes, you will be able to see and add actions for segments linked hierarchically to your managed segment.