Coaching and Development User Guide

Coaching and Development Employee and Manager Guide

Employee and Manager Guide

Coaching and Development

The UKG Pro™ Coaching and Development solution supports a culture of ongoing coaching and development using Conversations and Natural Language Processing (NLP) Feedback.

Coaching and Development provides a centralized space for employees and managers to hold conversations, share feedback, and access insights.

The Coaching and Development Home Page

When your administrator activates and provides you access to the Coaching and Development solution, a Conversations and Feedback menu item displays in your UKG Pro solution menu. Use the Conversations and Feedback menu item to open the Coaching and Development home page.

Navigation: Menu >Myself or MyTeam >Conversations and Feedback

An Employee's Home Page.

An Employee home page includes:

  1. Briefing cards, which highlight overdue items, items due today, and items due soon for feedback, meetings, and action items. Briefing cards present the most relevant and timely information and change as you interact with them. Select a briefing card for more information and suggested actions you can take.
  2. A summary of action items between an employee and their manager, including meeting notes and recent feedback that the employee requested about themselves.
  3. The New drop-down list, with options to Ask For Feedback About Myself and Start a Meeting.
  4. A Search option, which allows you to search for an individual in your organization. You can review any feedback received from that individual, receive a reminder for outstanding feedback due, and access any meeting notes and action items. You can also start new meeting notes and request feedback.
The Manager home page is similar to the employee home page and includes:
  • The My Team and Myself tabs. My Team displays the most relevant and timely action items for each team member. The menu available at each team member includes options to:
    • Ask for feedback about a team member.
    • Start a meeting with a team member.
    • Access Feedback about a team member.
  • The New drop-down list, which includes an option to Ask for Feedback about a Team Member.
Manager's home page, highlighting the My Team area.

The main menu for a senior manager is the same as a manager’s menu however, a senior manager can also access Analytics for their entire team.

To close Coaching and Development, select Sign Out then close the browser window.

Important The Feedback owner or Initiator is someone who requests feedback about themselves or someone else. The feedback owner can share feedback responses they own.

Subject is a person that the feedback is requested about. For example, a manager (feedback owner) may request feedback about a team member (subject).

Conversations

The Conversations feature enables employees and managers to have focused discussions.

Other benefits include:
  • Regular coaching conversations, accountability, and alignment.
  • A centralized and shared document, which can be edited by meeting participants.
  • Open-ended format for meeting type, agenda type, and notes.
  • Assign and track action items.
  • Email notifications.
  • Mobile app enabled.

Create Meeting Notes

With Conversations, you can create shared meeting notes with a manager or a direct report. Managers can create meeting notes with their direct reports, manager, and other people in the organization. Employees can create meeting notes with their manager or other people in the organization.

Navigation:Menu > Conversations

  1. From the Conversations page, select My Manager or My Team > Name or Other People > search for a name.
  2. Enter a meeting Date.
  3. Enter a meeting Title.
  4. Enter an Agenda Item along with Notes.
  5. Continue entering as many agenda items with notes as needed.
  6. Select Update In An Email to send meeting information and all open action items to the meeting participant.
  7. Select Add to My Calendar to copy a link to the meeting notes to the clipboard. You can then paste this link in a calendar invitation to your meeting participant.
  8. Select Done. An option to email an update to your meeting participant appears. You can enter a message or skip this option.
  9. Select the menu options to copy the meeting notes to a new meeting or to delete the meeting notes.
  10. Select Menu > Conversations to access all your meeting notes.
  11. Select Edit at a meeting note to make any changes.
  12. Select the menu options at a meeting note to copy the notes to a new meeting or to delete them.

Use Meeting Templates

Meeting templates help to prompt conversations, especially between people leaders and employees. Notes from these meetings are private between both individuals and may be used as a guide for having more engaging and impactful conversations. Your administrator must turn on meeting templates for use.

Navigation:Menu > Conversations

  1. From the Conversations page, select My Manager or My Team > Name or Other People > search for a name. This is a person with whom you'll create meeting notes, also called the meeting participant.
  2. From the Select Meeting Type drop-down list, select a meeting template that matches your conversation type. Each meeting template includes agenda items.
    Note The Select Meeting Type drop-down list displays only the 1:1 meetings type until your administrator assigns additional meeting templates to you.
  3. Enter a meeting Date.
  4. Enter a meeting Title (optional).
  5. At any agenda item, add notes, if needed. Agenda items in meeting templates cannot be edited.
  6. At Additional Agenda Items, add your own agenda items at Add Agenda Item.
  7. Select the Update in an Email checkbox to send meeting information and all open action items to the meeting participant.
  8. Select Add to My Calendar to copy a link to the meeting notes to the clipboard. You can then paste this link in a calendar invitation to your meeting participant.
  9. Select Done.
  10. Select Edit to modify the meeting notes.
  11. Select the menu options to copy the meeting notes to a new meeting or to delete the meeting notes.
    Note During a meeting, one person at a time can take notes. Meeting notes are automatically saved every 15 seconds.

Create Action Items

Create and assign action items between you and another individual in the organization. Action items are not linked to specific meetings; they are shared between you and someone else to track progress.

Navigation:Menu > Conversations

  1. From the Conversations page, select My Manager or My Team > Name or Other People > search for a name. This is a person you will create and track action items with.
  2. From Action Items Shared With Name, enter an action item.
  3. Select who the action item is assigned to.
  4. Enter a Due Date, if necessary.
  5. Select Save.
  6. Add other action items, if necessary.
  7. Select the menu options to edit or delete an action item.
  8. Select an action item to complete it.
  9. Select Update in An Email to share updates on open action items.

Feedback

Feedback enables employees to request feedback about themselves at any time. Managers can request feedback about themselves and their team members.

You can share feedback about yourself to anyone in the organization and shared feedback may also be available in performance reviews. Additionally, managers can review feedback insights about their team.

Request Feedback

Employees can request feedback about themselves from their manager or other people in the organization.

Navigation:Menu > Home > New > Ask For Feedback About Myself
Note If a respondent no longer has access to Coaching and Development but they provided feedback to you in the past, their feedback remains available for you to review. However, no new feedback requests can be sent to that person.
  1. From Select Template, select a feedback template to send to recipients. Each template contains questions, which you can review by selecting View Questions. Select Next.
    Select Template.
  2. From Choose People, add who you want to provide feedback about you. Begin typing either a first or last name at Search to enable name recommendations. You can add up to 30 respondents. Select Next.
    Choose People, when requesting feedback.
  3. At Choose Due Date:
    1. If the Skill Review or Project Check Feedback template was chosen, you'll be prompted to enter the name of the skill or project name.
    2. At When Should We Ask For Feedback, select or enter a date that the feedback request will be sent to the respondent.
    3. At How Long Should People Have To Give Feedback, select a feedback request due date. Select Next.
      Choose Due Date when requesting feedback.
      Note This date is for information purposes only. Respondents can provide feedback even after the due date has passed.
  4. From Review and Send, you can check your respondents’ names and the questions. Select Send to send the feedback request.
    Note Employees can also initiate feedback requests from the home page (select the Ask for Feedback about Myself briefing card) or from the Feedback page (Menu > Feedback > About Me > Ask for Feedback).

Nudge For Feedback

A nudge is an email reminder sent from the feedback owner. Feedback owners can nudge a respondent for feedback they requested about themselves.

Navigation:Menu > Feedback

  1. From the About Me page, select a request at Awaiting Responses.
  2. Select Change Request Options to change the feedback due date, if needed. Respondents can provide feedback after this date has passed.
  3. Select the menu options at a respondent’s name, then select Nudge. To nudge everyone, select Nudge All.
  4. Edit the email reminder note, if necessary.
  5. Select Nudge.
    A nudge note to complete a feedback request.

Request Feedback about a Team Member

Managers can request feedback about their team members from anyone in the organization who has access to Coaching and Development.

Navigation:Menu > Home > My Team

  1. From the My Team page, select the menu options at a team member’s Name.
  2. Select Ask for Feedback About Name.
  3. Select a Feedback template then select Next.
  4. Add the respondents' names then select Next.
  5. Select when to send the feedback request and the due date (this date is not enforced).
  6. Select Next.
  7. Review the request then select Send.
    A manager's request for feedback about a team member.
    Note Managers can also initiate requests for feedback about a team member from the Feedback page (Feedback > About My Team > Ask For Feedback) and from the home page (New > Ask for Feedback About a Team Member > select team member).

Nudge for Feedback about a Team Member

Managers can nudge individuals who have not yet responded to feedback requests about team members.

Navigation:Menu > Home > select the Feedback I Asked For Is Overdue briefing card.

  1. From the Nudge page, select a team member.
  2. Enter an optional note to the respondent then select Nudge.
    A manager's nudge for feedback about a direct report.

Change Recipients on a Feedback Request

Change recipients on a feedback request by adding or removing recipients.

Note You cannot change the status of a recipient who has already responded to your feedback request.

Navigation:Menu > Feedback > About Me tab

  1. Select a feedback request at Awaiting Responses.
  2. At Awaiting, select Add or Remove. The recipients in Awaiting status appear in the Who should give feedback about myself? section.
    Note Recipients who have been canceled or who have already responded will not appear.
  3. Change the recipients as needed:
    • Select the X at each recipient to remove them.
    • Type and select the recipient's name to add them.
    • Select a Recently Requested list to add them.Selected recipients for a feedback request
  4. Select Save.

Cancel a Feedback Request

Cancel a feedback request when the feedback is no longer relevant or necessary.

Navigation:Menu > Feedback > About Me tab

  1. Select a feedback request at Awaiting Responses.
  2. At Awaiting, select the actions icon at a name and then select Cancel Feedback Request. Canceled requests appear in the Canceled area of the feedback request. The actions icon is selected and the Cancel Feedback Request text is highlighted.
    Note If the respondent selects the link in the original feedback request email, a message displays letting them know that their feedback is no longer required.

Respond to a Feedback Request

Respond to a request for feedback that was sent to you.

Navigation:Menu > Feedback > Written By Me

  1. From Written By Me, at Outstanding Requests, select a subject’s name.
  2. Answer the rating scale questions or open-ended questions.
  3. Select Send.
    Note Feedback requests sent to you can also be accessed from a briefing card on the home page.A feedback request briefing card.

Access Feedback Response

Employees can access feedback written about them, feedback they requested, and feedback they responded to. Managers can also access feedback they requested about their team.

Navigation:Menu > Feedback

  1. Feedback you are waiting for displays in the About Me tab, in theAwaiting Responses section. The Looking Back section displays feedback written about you.
  2. Feedback you wrote about someone displays in the Written By Me tab. The Outstanding Requests section displays a list of feedback requests you have not yet responded to.
  3. Managers can access requests received and requests outstanding for their team members in the About My Team tab.

    The Feedback Responses table describes how employees, managers, and administrators access feedback they requested and provided.

    Feedback Responses table

Flag Feedback

Open-ended feedback responses that appear offensive can be flagged and sent to your administrator for review. Administrators receive all flagged feedback. Employees can flag feedback that respondents provided about them. Managers can flag feedback that respondents provided about themselves and their team members. Feedback can only be flagged by the feedback owner.

Navigation:Menu > Feedback > About Me or About My Team tab

  1. Managers select the menu option at a team member's name. Employees select a response from the Looking Back section.
  2. At an open-ended question, select the menu options then select Flag Offensive Feedback.
  3. From the Flag Offensive feedback page, enter your comments.
  4. Select Flag Feedback.

Share Feedback

Employees who requested feedback about themselves can share that feedback with anyone in the organization. Managers can also share feedback they requested about their team members to anyone in the organization.

Navigation:Menu > Feedback

  1. From the Feedback page, select the About Me tab.
  2. At Looking Back, select a feedback response.
  3. From Responses, select Share Results or Shared With (number) Person or People.
  4. At Select Feedback, use the menu options at each question to Add a Note, or Remove a Question, if needed.
  5. Select Next.
  6. At Add Intro, enter an introductory note then select Next.
  7. At Choose People, add the individuals you want to share the feedback with. Your manager and your entire upper management team are available for selection.
  8. Select Next.
  9. Review the feedback to share then select Send. The recipient of the shared feedback will not have access to respondents' names.
  10. Select Shared With (number) Person or People to access who you shared feedback with. Select Edit from the Shared With page to add or remove individuals you're sharing the feedback with.

Access Shared Feedback

You can access feedback that was shared with you, however, you cannot access the respondents' names.

Navigation:Menu > Feedback > Shared With Me

  1. From the Shared with Me tab, select a subject’s name.
  2. Feedback that the subject chose to share appears.

Feedback Insights

Coaching and Development includes Natural Language Processing (NLP), which analyzes feedback. NLP detects themes and intentions for teams and individuals in a manager report called Feedback Insights.

When managers gather enough feedback about their team members, they can filter the themes and intentions to collect supporting quotes from feedback received.

Navigation:Menu > Feedback

  1. From the Feedback page, select Feedback Insights.
  2. At Select Feedback Intentions, select an Intention to collect supporting responses in the Most Relevant Quotes section.
  3. At Select Theme, select a Theme to collect supporting responses in the Most Relevant Quotes section.
  4. At Select Subordinate, select a team member’s name to collect supporting responses that reflect any selected intentions and themes in the Most Relevant Quotes section.
    Feedback Insights.

Mobile Conversations and Feedback

Using the UKG Pro mobile app, employees and managers can review or schedule meetings with their manager or other individuals in the organization. Administrators must enable meetings for the mobile app before it can be used.

Employees can also:
  • Start a new meeting.
  • Copy contents of a previous meeting.
  • Add or modify meeting notes.
  • Access, add, and edit relevant action items.

Employees and managers can also request and provide feedback on their mobile devices.

Home page of the UKG Pro Mobile App, highlighting the Conversations and Feedback About Me tiles.

Coaching and Development Notifications

Notifications are initiated when an action occurs and are sent via email. Coaching and Development notifications and their descriptions are included in the following table.

Table 1. Coaching and Development Notifications
Notification Description
Respond to Feedback Sent to each person requested to provide feedback.
Feedback Received Sent to a feedback requester each time they receive a feedback response.
Reminder to Respond to Feedback Manually sent from a feedback requester to someone who has not responded to a feedback request yet.
Feedback Response Shared With You Sent to each person the feedback requester shared a feedback response with in order to view feedback results.
Meeting Notes Manually sent from one meeting participant to another, containing a summary of meeting notes and all open action items.
Open Action Items Manually sent from one meeting participant to another, containing a summary of all open action items.