360 Degree Feedback Process 2017-18

June 05, 2017

Content

1. The 360 Degree Feedback Process 2017-18

2. Respondent-Selection

3. Way Forward
Content

1. The 360 Degree Feedback Process 2017-18

Respondent-Selection for the process

Way Forward
Context

At Godrej, a range of inputs and processes are used to generate insights about performance and
capabilities of our employees. 360-degree feedback is one such important process along with our
other People Processes, as well as employee and customer feedback tools.

This presentation provides an overview of the process for the year 2017-18 and provides guidelines for
helping managers and HR partners facilitate respondent-selection for the process.
Objectives of the 360 Feedback Process 2017

The 360 degree feedback process is designed to provide individuals with valuable feedback from
multiple stakeholder on the Godrej Capability Factors (GCF) to facilitate self-reflection and
development.

Aims of the process:

Facilitate employee development through valuable insights for reflection

Support organizational assessment, diagnostics and development efforts in conjunction with

other inputs available

The 360 degree feedback process ought to be leveraged in this spirit to support the development of
ones own self and that of others.
Refinements Made to the Process Last Year

Significant refinements in the Respondent Selection process

Manager selects Respondents; Employees suggestions in Respondent Selection to

enhance buy-in of feedback

Respondent Selection Process on SF

Clear guidelines for Respondent Selection

Feedback is confidential and anonymous. However, to make the process more mature and
transparent, each report will contain the complete list of respondents providing feedback. The
feedback, or any particular data or comment, will not compromise the anonymity of the feedback
provider.

Refined Level Differentiated Survey Instrument

Integration of the 360 Degree Feedback Process
Currently, our HR Processes require an employee and a manager to reflect on and assess GCFs multiple times in the year. The
proposed integrated talent process will enable us to simplify these processes and make them more comprehensive and
effective *. The employee and their Manager provide ratings on GCFs for the first time in the financial year as part of the
360 Degree Feedback Process. The ratings provided by the employee and the manager will now be prepopulated for
facilitating the Half-Yearly Conversation. If required these ratings can be edited at that time.

360 Degree Feedback

Integrated Talent Process
Survey Serves as an input

For the purpose of prepopulating the ratings from the 360 Process to the Half yearly Process, the ratings will be converted
from the 360 Survey 5 point Scale to a 3 point (Below, Meets & Exceeds Expectations) Scale as used in our PM Process. The
following conversion scale will be used:

360 Scores 0-2.99 3.00- 3.99 4-5

Mid-Year Process Below Expectations Meets Expectations Exceeds Expectations

*We will get back to you with the details of the integrated Talent Process in September, 2017
Highlights of the proposed changes to the 2017-18 process

Building a shared understanding of the process and its input to the HR Process Integration

Refinements in the Respondent Selection process

Supervisor to review employees 2016-17 Respondent List and edit it as per process
requirements

Notifications to guide Respondent Selection on the System

Open house sessions post report sharing to facilitate use and understanding of the reports
Eligibility Criteria for the Process

Level Eligibility:

All Managerial population (Level 2 & above)

All Assistant Managers in people manager roles

Tenure Eligibility:

6 Months (i.e. Individuals who have joined before the 25th of January, 2017)

Eligibility for Respondents:

6 Months (i.e. Individuals who have joined before 25th of January, 2017)
Content

The 360 Degree Feedback Process 2017-18

2. Respondent-Selection

Way Forward
Respondent Selection for the Process

Focus for Respondent Selection 2017-18

1. Objective of the Respondent Selection Process

The objective of the respondent Selection element of the 360 Degree Feedback Process is to ensure that a
representative & diverse group of respondents are selected to provide constructive, fair & authentic feedback to
the employee.

2. Refinements in the Respondent Selection process

HRBPs to be mapped to each Employee for the purpose of the 360 Process

Manager selects Respondents; Employees suggestions in Respondent Selection to enhance buy-in of

feedback

Respondent Selection Process on Godrejite

Clear guidelines for Respondent Selection

Respondent Selection Process Flow

1a 2 3
Supervisor to Select &
HRBP Review Final
Review Respondent Final Respondent List
Respondent Lists as
List as per Process for the 360 Survey
per Process guidelines
guidelines

1b
Employees to Review
List and Provide Inputs
if required
Categories of Respondents
Category Definition Numbers Respondent-Selection

Individual The individual for whom the feedback process is 1 System-populated

being conducted

Supervisor Supervisor of the individual for whom the 1 System-populated

feedback process is being conducted

Matrix Matrix supervisor of the individual for whom the 1 System-populated

Supervisor feedback process is being conducted

Direct Reports Direct reports of the individual All System-populated

Skip Level Reports Skip Level reports of the individual Maximum 3 Selected by the Supervisor

Other Colleagues Colleagues other than the individuals Supervisor Minimum 7 Reviewed and Edited by the
and Direct Reports Maximum 11 Supervisor (Prepopulated from
previous 360 Respondent List)

External Customers outside of Godrej Maximum 3 Reviewed and Edited by the

Customer Supervisor (Prepopulated from
previous 360 Respondent List)
Respondent-Selection Guidelines

Guidelines for Number of Respondents :

The recommended minimum number of Respondents for each employee is 10

Provide nudges and guidelines for each Respondent Category to Managers during selection.

As much as possible, ensure that no respondent has to respond to more than 20 Survey
Questionnaires
Respondent-Selection Guidelines (Direct Report & Skip-Level Report)

An individuals direct reports (and Skip-Level Reports) are a critical set of stakeholders for providing
feedback on an individuals GCF capabilities. The ability to lead and develop a team is considered to
be a very important aspect of leadership at Godrej.

Guidelines for selecting Direct Reports (and Skip-Level Report)

All direct reports will be system populated in the list

Number of Direct reports (system-selected): All

If there are less than 3 direct reports, then skip-level team members should be selected in order
to bring the number of respondents in this category to a minimum of 3. (This is done to protect the
anonymity of the respondents in this category while capturing this valuable feedback)

Number of Skip-level team members to be selected by the supervisor: Maximum of 3

Respondent-Selection Guidelines (Other Colleagues)
Feedback from colleagues other than supervisors and direct reports provides valuable insights into the
individuals GCF Capabilities. It is important for the supervisor to select respondents in this category
carefully in order to generate reliable and valid feedback.

Guidelines for selecting Other Colleagues

Other Colleagues Definition/ Coverage Numbers

Colleagues within the team People reporting to the same supervisor Minimum 2

Colleagues within the same
function / department
Colleagues from other functions /
departments / businesses
People reporting to the same function/department Minimum 2
head
People from function/department/business other than Minimum 2
the individuals own (with whom the individual has had
substantial work related interactions)

Senior Stakeholder Any colleagues above the individuals grade/level with At least 1
whom they have frequent work related interactions)

Recommended number in the Other Colleagues category: 7-11

Respondent-Selection Guidelines (Other Colleagues)

Considerations for HR and the Supervisor while reviewing respondents in the category

Respondents with frequent work related interactions with the individual, e.g.,

Cross-functional teams

Co-workers on a project

Internal Customers/ Service providers

Typically other colleagues will be peers from similar work levels as the individual. However
wherever relevant, HR/ the supervisor may select respondents from other work levels.
Respondent-Selection Guidelines (External Customers)

External stakeholder and customers such as vendors, consultants, etc. with whom the individual has
frequent work based interaction can be a valuable source of feedback on the individuals GCF
capabilities.

Guidelines for selecting External Customers

Respondents must be from outside Godrej

Email addresses of the respondents should be accurately provided for them to receive a link
with the 360 degree feedback form.

Number of External Customers to be selected by the supervisor: Maximum of 3

Content

The 360 Degree Feedback Process 2017-18

Respondent-Selection

3. Way Forward
Process Timeline
7th June 21st June 22nd June 21th July 25th July 11th August 20th August 20th Sept 20th Sept- Oct 1

Process Cascade

Respondent Selection

Survey on SF

Reporting & Analytics

Report Reading Open

House; Process Integration
Education
Process Timeline

Critical Milestones Timelines

Process Cascade to Supervisors (for Respondent-Selection) 15th June-21st June

Respondent-Selection (for Supervisors to complete Selection) 22th June 14th July

Survey Completion 25th July 11th August

Reporting & Analysis 20th August 30th September

Sharing of Reports, education & discussion with Supervisor October 2017 (with the mid-year review)

Inputs to Integrated HR Process October 2017

THANK YOU FOR YOUR TIME AND CONSIDERATION