Configuring Conversations

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by Sydney Phelon
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Where can I begin?

To access the Conversations, navigate to Admin > Program Management > Conversations/Settings.

 

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Configuring a Scheduled Conversation

Step 1: Name this Conversation

Enter a name for the Conversation.  The Conversation name and description will be visible to all employees. The description is a great opportunity to give employees some context around the Conversation as well as to provide links to any relevant company resources. 

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 Step 2: Select participants

Select the participants.  Selecting all employees is recommended but you can also choose between including employees from specific departments or groups or you can select a customer participant list via CSV upload. Learn more here

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Step 3: Decide on a format

Admins decide the format of each Conversation - each betterworks Conversation can be either one-way or bi-directional. One direction Conversations are great for self-reflection or for providing feedback. Here, you can also enable Confidential Questions. These questions are only visible to the HR Team. Often, these questions are utilized as a way for the HR Team to gauge how effective the Conversation is or was. 

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Step 4: Permissions

The next step is to decide the permissions for Admins and Skip Level Managers.  Click here to learn more about these Permissions.

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For Skip Level Managers: Once you select "Can view" you will get the option to select the depth skip level managers can access.  Choose whichever level of access you want to grant.

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Step 5 & 6: Enter questions for the direct report and manager to answer

Now, it's time to write the questions that the managers and employees should complete. You will be able to clone the questions and copy and paste from field to field.

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Step 7: Set up notifications

For Scheduled Conversations, there is an option to define notifications to automatically send email reminders to Conversation participants. 

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Step 8: Schedule Conversation cycles

Finally, a cycle must be set during which the Conversation will run - you cannot set a Conversation to start on the same day and the end date cannot be the same as the start date.

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There are some advanced options which can be configured as well. Special Lock Dates allow an admin to ensure that an employee is unable to edit their answers without approval after they've shared their answers. Adding an Admin Review period will change the Share button that a user would normally see to a Submit button - this allows employees and/or managers to submit responses which can be reviewed by HR before being shared. Both of these features can help facilitate a more formal review process and may not be needed for a recurring check-in or other more frequent Conversation type. These are more often used during a Performance Review cycle to introduce more process. Read more about that here.

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Step 9: Deploy Conversation cycles

Finally, a Conversation must be set to "On" in order for it to be made visible to your betterworks user base:

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This deployment toggle allows you to keep Conversation templates without making them visible to end users. Templates can be toggled "off" and will no longer appear in a users current Conversations list (all previous instances of this Conversation will still be available in their past Conversation view).

Anytime Conversations

Anytime Conversations are configured using the following similar steps: 

Step 1: Enter a conversation name

Step 2: Decide on a format

Step 3: Permissions

Step 4 and 5: Enter questions for the direct report and manager to answer 

Step 6: Deploy

There are fewer steps to an Anytime Conversation, and Confidential Questions cannot be applied to an Anytime Conversation. The standard timeframe for an Anytime Conversation is 3 days. 

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FAQ

Can I add a user to the Conversation post-launch? 

Yes, you can. The user must be added via CSV or by being a part of one of the participating Groups or Departments. Their Conversation will launch to the user at the top of the hour, after they are added to the participants list. 

If we’re in an active cycle, can the view permission settings be changed?

The admin can change the permission settings for any role at any time, including during an active cycle.

I’m a super admin, which Conversations can I access?

A Super Admin can view, report, and print on the Conversations of any manager or user in the organization.

I’m an HR Admin, what Conversations view access do I have?

HR admins have access to and can report on the managers under their purview.

How long does an Anytime Conversation remain current and editable?  

For Anytime Conversations, the default due date on the Conversation says 3 days later, but has a grace period of 30 days. It will sit in your ‘current Conversations’ for 3 days and then move to ‘Past Conversations,’ but will remain editable for another 27 days. 

If we’re in an active cycle, can I add users to the Conversation?

Yes, you can re-upload a comprehensive CSV or add Groups or Departments if the Conversation cycle is still active. The Conversation for the newly added users will launch at the top of the hour.

Can a conversation cycle be extended after launch?

Yes, any future dates can be edited. If the date has already passed, then it cannot be edited.