How to prepare for a feedback cycle in HCM Deck (for administrators)

Practical guidance for those responsible for launching and ensuring the effectiveness of a feedback cycle.

Technical preparation

Practical configuration steps and data setup in the platform to ensure the feedback cycle runs smoothly.

1. Check the accuracy of competencies and profiles in the system

• Verify that all competencies have up-to-date descriptions and behavioral indicators.

• Make sure each role is assigned the right competency profile, including any new positions created within the last year.

• Check whether employees who were promoted are now linked to the correct profiles, and ensure any dual assignments (e.g., functional + leadership) are intentional and aligned with your plan.

2. Review participant assignments and approvers

• Confirm that each participant has the correct manager and feedback approver assigned.

• Remember: the approver doesn’t always need to be the direct manager — it can be a senior manager in the structure.

3. Decide on the feedback format: anonymous or named (or a mix)

• Make this decision at the planning stage and communicate it clearly to participants.

Anonymous feedback:

• Encourages honesty and completeness, helps uncover hidden issues, and increases objectivity.

• Carries risk of misuse, lack of accountability, and makes follow-up actions harder to implement.

Named feedback:

• Increases credibility and accountability, supports constructive dialogue and trust-building.

• May result in “safe” answers due to fear of consequences, or conflict escalation if participants don’t follow good feedback practices.

4. Prepare and test the cycle configuration

• Check the start and end dates, as well as the schedule of email reminders.

• Review forms and participant instructions — they should be clear and concise (6–8 competencies, 2–3 questions per competency).

• Launch and test the cycle in a sandbox/test environment to ensure the process works as expected.

5. Ensure data quality

• Review the participant list and team/group assignments.

• Remove or exclude inactive users to avoid incorrect invitations.

Organizational and communication elements

Steps that improve participant engagement and increase the overall effectiveness of the feedback cycle.

1. Clarify the purpose and context of the cycle

• Clearly define why the cycle is being conducted (e.g., competency development, IDP support, progress evaluation).

• Make sure all communications (emails, intranet, meetings) consistently reflect this purpose.

2. Prepare a communication and change management plan

• Plan announcements, emails, and Q&A sessions for both participants and leaders.

• Tailor the messages to your audience:

• For leaders: include more details about their role and responsibilities in supporting teams.

• For all employees: focus on explaining the purpose, principles, and benefits of the feedback cycle in simple terms.

3. Emphasize the value and impact of feedback - participants should understand why their contribution matters.

• Empower leaders as feedback ambassadors

• Ensure leaders understand the value of the process and can promote it effectively within their teams.

• Provide them with tools: short guides, Q&A sessions, and tips on giving constructive feedback.

4. Ensure feedback drives real action

• Clearly explain what will happen with feedback results and how they will be used.

• Define the rules - for example, whether and how results influence IDPs, development plans, or performance reviews, and what they won’t determine (e.g., dismissals).

5. Support feedback-related skill development

• Provide short refreshers on how to give constructive feedback and avoid common biases.

• Reinforce the importance of balance — developmental feedback should include both areas for improvement and recognition of strengths.

6. Plan iteration and continuous improvement

• After each cycle, collect feedback from participants and leaders (short survey, summary session, or quick review).

• Update the process, forms, and communication regularly to reflect changing needs.

Mini-checklist for administrators

✅ All competencies and profiles are up to date in the system

✅ Participant list and role assignments have been verified

✅ The feedback format has been decided and communicated clearly

✅ The form is concise, easy to understand, and tested

✅ Communication is planned, and leader support materials are ready

✅ The purpose and impact of the cycle are clearly defined

✅ A plan for gathering post-cycle feedback and improvements is in place