Quarterly Check-ins: Frequently Asked Questions
Q: What is the purpose of the quarterly check-in process?
A: The quarterly check-in process is a solution for managers and team members to help them sync up, learn from the past quarter, and, together, plan the next. We find that, even if they don’t seem completely engaged, team members do typically want to know what they have done well, what they can change, and what skills they need to develop. That is why the quarterly check-in process is more about learning than it is about scoring. The scoring process is a means to an end: learning from the past and doing a better job planning the next quarter.
Q: When rating goals and projects, what does 'Met' mean?
A: Met means that all the agreed upon expectations were met (i.e. schedule, budget, scope, outcomes, etc.). This is why, when planning, it is important to define goals' measures and projects' outcomes as clearly as possible.
Q: What if the expectations for a goal or project were not clear?
A: First, if you get to the end of a quarter, and you realize a project's outcomes were never clear at the start, this should alert you and your manager to do a better job planning this next quarter. Second, now ask yourself, "Were my leader and I both satisfied with the results?"
Q: What if I did not meet the expectations for a specific goal or project, but this miss wasn't my fault?
A: The quarterly check-in process is not about defending yourself but about learning. It is designed to help your team learn how to plan better together. So rate what you owned this past quarter accurately. You can then use the 'Reason' code to correctly categorize why a goal or project came up short, and then explain more using the comments.
Q: What if I need a different 'Reason' code?
A: These are standardized so you can do a trended analysis across the organization. If a reason does not fit your specific situation, you can choose 'other' and use the comments to elaborate.
Q: Can my leader changed my rating?
A: Yes. But this is the exception to the rule. The quarterly check-in is designed to help every team member learn. Part of the learning process is self-evaluation and rating your own work. Occasionally though, a manager must change a rating to more accurately reflect reality. That is part of their responsibility to help everyone learn, but they should comment why.
Q: Should I rate both the larger annual project and the supporting quarterly milestone
A: We recommend you skip rating the larger annual project until the project is completed. While the project is in progress, rate the supporting quarterly project (milestone).
Q: Should I allow a team member to review my comments before the meeting?
A: Our recommendation is that you review your comments with your team member in your 1-on-1 meeting with them. The system does though allow you to publish the comments in advance, but you should consider the impact of this before doing so.
Q: As a manager, does HR have to review my feedback comments to employees before I have the 1-on-1 meeting?
A: It depends. Some organizations require HR to review all comments from managers, others do not. Please check with your HR department in advance. But if your organization DOES require an HR review, the system will not allow a manager to publish their comments until after HR has reviewed the check-in.