LEADERSHIP MIRROR QUICK START SUBJECT AND RESPONDENT

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1 QUICK START LEADERSHIP MIRROR SUBJECT AND RESPONDENT This web-based feedback tool enables your organization to conduct enterprise-wide assessments involving large populations, small teams, or individuals, using the Internet or your intranet. LOGGING ON In the Address or Location box of your web browser, type the Leadership Mirror URL, then press Enter (or follow the instructions provided by your organization). Type your User Name and Password, then click Log On. Your Home page appears. Tip: If you have an address, your user name is typically your address. If you can t remember your password, type your user name, then click Forget Your Password?. HOME PAGE The Home page is divided into the following areas. Depending on your organization's settings, the Monitor column may not display. 1

2 Surveys About You If you have received a survey to help evaluate your strengths and development needs, the program displays it in this area of the Home page. The survey contains content related to your job role. You can: Start by using a wizard that describes the entire process, helps you identify the people from whom you would like feedback, requests manager approval of the people you identified (if required), sends the survey to those people, and enables you to evaluate yourself. Monitor the survey by viewing feedback status, and as necessary, adding more people. Send reminder messages to respondents, asking for survey participation. Finish the survey by viewing survey results in reports after feedback is returned. The reports provide insight into your strengths and areas where you may need to develop your skills. If available, you can also view development resources for those identified areas. If enabled by your organization, use your Traditional survey feedback to check progress in performance areas previously identified as strengths or development areas through a ProgresScan SM survey. The resulting reports compare results from the ProgresScan SM survey with the original survey results. Surveys About Others If others have sent surveys to you for your feedback, the surveys appear in this area of the Home page. The surveys contain content related to the person s job role. You can: See the name of the person requesting feedback. Preview the survey to see its description and content, and to gauge the approximate amount of time to complete. (Not available for Targeted Feedback surveys.) Provide feedback by responding to the survey. Decline to respond to the survey. Survey Types You may receive one of the following types of surveys: Traditional Leadership Mirror survey With this survey, you ll use a scale to evaluate all performance areas and items included in the survey. ProgresScan SM survey With this survey, people will assess their progress in performance areas previously identified as strengths or development areas. Using the original, Traditional survey as a source, two to four performance areas will typically be assessed. Targeted Feedback survey Using this type of survey, you ll select up to three strengths and three areas for growth from a list of performance areas. You may also be asked to indicate which items contribute to the strength or growth need. 2

3 SURVEYS ABOUT YOU STARTING YOUR SURVEY If you have received a survey to help evaluate your strengths and development needs, or progress made in specific performance areas, follow these steps to look at the survey s content, start the survey, identify the people from whom you would like feedback, then send it to those people. Important Note: Depending on your language preference, mixed languages may display throughout the module. For example, program instructions and survey content may appear in different languages. See Preferences on page 14 for more information. To preview or print a survey You can preview Traditional Leadership Mirror and ProgresScan SM surveys. (You cannot preview Targeted Feedback surveys.) 1. On the Home page, locate the survey to view, then click Preview Survey. 2. To print the survey, choose the Print command from your browser s File menu. To begin the survey 1. On the Home page, locate the survey, then click Start Your Survey. 2. On the Start Your Survey page, read about the steps you will complete, then click Begin Now. To choose people who will provide feedback 1. On the How Do You Want to Select People? page, click Search for People. 2. On the Search for People page, type the first and/or last name(s) of one of the people from whom you would like feedback, then click Save and Search. The program searches for then displays those people who match the names you entered. 3. Select the person from whom you would like feedback. Tip: The left side navigation bar shows the number of people your organization recommends that you include. To gain more insight, click Learn More. 4. Repeat steps 2 and 3 to search for other people. Important Note: If you cannot find a person using this method, you can add him or her. See To add people not found by the search method on page 4 for information. 5. After you have selected all people from whom you want feedback, click Save and Go Forward. 6. On the View Selected People page, ensure all people from whom you want feedback are selected and clear any people from whom you do not want feedback. a. If you want to add people to the list, click Add More People. b. If you are satisfied with the list of people, click Save and Go Forward, then proceed as described in To select relationships on page 4. 3

4 To add people not found by the search method If you searched for a person, but the program could not find him or her, you can add the person (if permitted by your organization). 1. On the How Do You Want to Select People? page, click Add People Who Were Not Found by the Search Method. 2. On the Add People page, type the person s first name, last name, and address. Important Note: If the survey is available in multiple languages, a language list will display. Choose the person s preferred language. If the preferred language is not one of the fully supported languages, you will also be asked to select a program language. If no language is selected, English will be used. 3. To add this person and another, click Save this Person and Add Another. Repeat step 2 to add another person. 4. To add this person only, click Save This Person and Go Forward. 5. Proceed as described in step 6 of To choose people who will provide feedback on page 3. To select relationships 1. On the Select Relationships page, select each person s relationship to you from the This Person is My... box. For example, if the person is your peer or manager, select the corresponding option from the box. 2. If manager approval of your respondent list is required for your survey, click Save and Go Forward, then proceed as described below in To request manager approval. Otherwise, proceed as described in To send the survey to people on page 4. To request manager approval 1. On the Request Manager Approval page, specify the manager(s) who you want to approve your respondent list in the box. 2. Review the message that will be sent to your manager(s). A default message is provided, which you can modify as necessary. 3. When you are finished, specify the manager s language, then click Send to Manager for Approval. Important Note: Once your manager informs you that he/she approves the respondent list, please log on to the program, locate your survey on the Home page, click Indicate Manager Approval, then follow the provided instructions. To send the survey to people 1. On the Send Survey to People page, review the message that will be sent to each person. When you send the survey to people, the program sends each person who has an address in the program this message. Important Note: You must personally notify any people of the survey who do not have e- mail addresses in the program. You may want to print this page or write down the names of these people. Remember to provide them with the program s URL. 2. Click Send Survey to People. 4

5 EVALUATING YOURSELF USING A LEADERSHIP MIRROR OR PROGRESSCAN SM SURVEY 1. You can: If you have just sent the survey to people, click Begin Now on the Survey Introduction page. If you are on the Home page, locate the survey, click Evaluate Yourself, then click Begin Now on the Survey Introduction page. The program displays the survey, listing all of its performance areas on the left side of the page. 2. For the current performance area, respond to each item, then click Save and Go Forward. After responding to items for all performance areas, the Review Performance Areas page appears. 3. Review the list of performance areas and the evaluations you ve assigned to each item. If an item shows -, click its performance area name, respond to those items that you have not evaluated, then click Review Performance Areas in the navigation bar. 4. After responding to all items, click Submit Responses on the Review Performance Areas page, then click OK. Important Note: You can change any answers on the survey until you click Submit Responses on the Review Performance Areas page. After clicking this link, your responses are submitted and cannot be changed. EVALUATING YOURSELF USING A TARGETED FEEDBACK SURVEY 1. You can: If you have just sent the survey to people, click Begin Now on the Survey Introduction page. If you are on the Home page, locate the survey, click Evaluate Yourself, then click Begin Now on the Survey Introduction page. The program displays the survey, listing all of its performance areas on the first page. 2. On the Select Strengths and Areas for Growth page: a. Select up to three performance areas that you believe are your strongest relative to the other performance areas in the list, and b. Select up to three performance areas that you believe are your most significant areas for growth relative to the other performance areas in the list. c. Click Save and Go Forward. For each strength you ve chosen, the program may display a Strength -- <Performance Area Name> page. (This page is only displayed if the person who created the survey has asked you to provide further feedback by selecting contributing items.) 3. If the program displays a Strength -- <Performance Area Name> page, select one or more items that best describe or contribute to why you are strong in this area, then click Save and Go Forward. (Repeat this step for each performance area you ve identified as a strength.) 5

6 For each growth area you ve chosen, the program may display a Growth Area -- <Performance Area Name> page. (This page is only displayed if the person who created the survey has asked you to provide further feedback by selecting contributing items.) 4. If the program displays a Growth Area -- <Performance Area Name> page, select one or more items that best describe why you need to improve in this area, then click Save and Go Forward. (Repeat this step for each performance area you ve identified as a growth area.) After selecting the performance areas and items (if included), the Review Performance Areas page appears. 5. Review the list of performance areas and items (if included) you ve chosen. To revise these performance areas or items, click the performance area name. After revising your choices, click Review Performance Areas in the navigation bar. 6. After you are satisfied with your choices, click Submit Responses on the Review Performance Areas page, then click OK. Important Note: You can change any choices on the survey until you click Submit Responses. After clicking this link, your responses are submitted and cannot be changed. MONITORING YOUR SURVEY After sending the survey to people, you can view feedback status, add more people, and send reminder messages. Important Note: Depending on your organization's settings, you may not see the Monitor column. Viewing Selected People 1. To view the people you have selected for your survey, click View Selected People on the Home page. 2. After reviewing the list, you can identify more people by clicking Add More People, or click Home to return to the Home page. Viewing Feedback Status 1. On the Home page, click View Feedback Status. The program displays the status (declined, completed, or outstanding) of the people you selected to provide feedback. Names of people are not displayed; rather people are grouped according to their relationship to you. 2. If people have declined to provide feedback or have not responded, you can choose to add more people if necessary by clicking Add More People. 3. After reviewing feedback status, click Close. Adding More People If you want to add more people to your survey (because some have declined or not responded), follow these steps. 1. On the Home page, click Add More People. 2. Proceed as described in To choose people who will provide feedback on page 3. 6

7 Sending Reminder Messages You can send a reminder message to people who have not yet taken action (declined or submitted responses) on this survey. 1. On the Home page, click Send Reminder. The Review and Send Reminder Messages page appears. 2. Review the message, specify a due date, if necessary, then click Save and Send Message. The message is sent to all people who have not taken action on the survey. Important Note: You must personally remind any people who do not have addresses in the program. To see those people who do not have addresses, click View Respondents Without . FINISHING YOUR SURVEY After receiving feedback from people, and/or evaluating yourself, you can view survey results if allowed by your organization. Based on those results, you can build your skills by viewing development materials. Viewing Survey Results If the person who created the survey has released reports and you have received feedback from at least one person, you can view survey results. Important Note: Depending on how the survey was set up, reports might not be released until the anonymity threshold has been met. In this case, reports will only be released when the threshold is met for all specified relationships. 1. On the Home page, click View Survey Results. (If the View Survey Results link appears dimmed, either the anonymity threshold has not been met or the reports have not been released.) 2. On the View Survey Results page, select each report you want to generate. 3. Click the appropriate link (View/Print Adobe PDF Now, Me Adobe PDF, or View/Print Web Format Now), depending on the format you d like and whether you want to view the report online or have the program it to you. Building Your Skills If the person who created the survey has released reports, and you have received feedback from at least one person, you can build your skills in identified areas by viewing development resources (if available). 1. On the Home page, click Develop Your Skills. 2. On the Development Opportunities page, select the performance areas you want to improve. (You can only select performance areas that have associated development resources.) 3. Click Build My Development Resources. The Development Resources page appears, listing the development categories and resources associated with each selected performance area. 7

8 CREATING A PROGRESSCAN SM SURVEY After completing a Traditional survey, you can determine your progress in performance areas previously identified as strengths or developmental needs by creating a ProgresScan SM survey. Important Note: The ProgresScan SM survey is an optional feature that your organization can choose to enable. If enabled, you can create a ProgresScan SM survey within one year of receiving the original Traditional survey. The original Traditional survey to which you are comparing must also be complete. 1. On the Home page, locate the survey, then to the right of the survey name, click Create ProgresScan. 2. On the Create a ProgresScan SM Survey page, read about the steps you will complete, then click Begin Now. The General page appears. Reviewing General Survey Information On the General page, review the survey s name and description, then click Save and Go Forward. Tip: A survey name is automatically assigned. The name will contain the original survey name, ProgresScan SM label, and date it was created. For example, Fundamentals of Leadership_ProgresScan_ Specifying the Survey s Content 1. If the content page is not displayed, click Content in the navigation bar. The Content page shows all of the competencies included in the original survey. 2. In the Select Competencies to Include list, make sure all of the competencies you want to include in the survey are selected and clear check boxes from the competencies you do not want to include. Note: It is recommended that you choose two to four competencies to assess in your ProgresScan SM survey. 3. After you are satisfied with the survey s content, click Save and Go Forward. Reviewing the Invitation Message 1. If the Invitation Message page is not displayed, click Invitation Message in the navigation bar. The message that will be sent to people you invite to provide feedback is shown on the Invitation Message page. 2. Review the message, specify a due date if necessary, then click Save and Go Forward. Reviewing Your Survey 1. If the Summary page is not displayed, click Summary in the navigation bar. 2. On the Summary page, review the information shown. 8

9 3. To modify information, click its associated name located on the left side of the page or click the associated pencil icon ( ) to the right of its name. (You cannot modify a section if a lock icon is shown next to its name.) 4. If the survey content is complete and you are ready to identify the people from whom you would like feedback, select the Survey Content is Final check box. Important Note: Once selecting this check box and clicking Save and Go Forward, you cannot modify any of the content listed previously. 5. Click Save and Go Forward. If you finalized survey content, the program displays the Add People Now? page. If you are ready to add people and send the survey to them, click Add People Now, then proceed as described in To choose people who will provide feedback on page 3, and To send the survey to people on page 4. Otherwise, click Add People Later. If you have not finalized survey content, the program displays the Home page. Before adding people, you must finalize the survey content. Important Note: Once you have sent the invitation message, you can evaluate yourself, answering the same statements as those sent to the people you selected. Proceed as described in Evaluating Yourself Using a Leadership Mirror or ProgresscanSM Survey on page 5. 9

10 SURVEYS ABOUT OTHERS PREVIEWING/PRINTING A SURVEY You can preview or print a Traditional Leadership Mirror or ProgresScan SM survey that someone has sent you to see what it contains and determine approximately how long it will take to complete. (You cannot preview a Targeted Feedback survey.) 1. Locate the survey you want to preview in the Surveys About Others area. 2. Click the Preview Survey icon. 3. To print the survey, choose the Print command from the browser s File menu. 4. After reviewing the survey, close the preview window. RESPONDING TO A LEADERSHIP MIRROR OR PROGRESSCAN SM SURVEY 1. Locate the Surveys About Others section of the Home page, then locate the survey to which you want to respond. 2. Click Rate. 3. On the Survey Introduction page, click Begin Now. The program displays the survey, listing all of its performance areas on the left side of the page. 4. For the current performance area, respond to each item, type additional comments if applicable, then click Save and Go Forward. 5. If an open-ended question was included at the end of the survey, answer the question, then click Save and Go Forward. The Review Performance Areas page appears. 6. Review the list of performance areas and the evaluations you ve assigned to each item. If an item shows -, click its performance area name, respond to those items that you have not evaluated, then click Review Performance Areas in the navigation bar. 7. After completing all performance areas, click Submit Responses on the Review Performance Areas page, then click OK. Important Note: You can change any answers on the survey until you click Submit Responses. After clicking this link, your responses are submitted and cannot be changed. You can no longer access the survey. 8. On the Thank You page, click Home to return to your Home page, or click Exit to quit the program. RESPONDING TO A TARGETED FEEDBACK SURVEY 1. Locate the Surveys About Others section of the Home page, then locate the survey to which you want to respond. 2. Click Rate. 3. On the Survey Introduction page, click Begin Now. 10

11 The program displays the survey, listing all of its performance areas on the first page. 4. On the Select Strengths and Growth Areas page: a. Select up to three performance areas that you believe are the person s strongest relative to the other performance areas in the list, and b. Select up to three performance areas that you believe are the person s most significant areas for growth relative to the other performance areas in the list. c. Click Save and Go Forward. For each strength you ve chosen, the program may display a Strength -- <Performance Area Name> page. (This page is only displayed if the person who created the survey has asked you to provide further feedback for each performance area you ve chosen.) 5. If the program displays a Strength -- <Performance Area Name> page: a. If items associated with the performance area are displayed on the page, select one or more items that best describe or contribute to why the person is strong in the performance area. b. If a question appears on the page, indicate (yes or no) whether you are willing to support the individual use this skill. c. If an Additional Comments field appears on the page, type any ideas you may have for how the individual could better use or leverage this performance area. d. Click Save and Go Forward. e. Repeat step 5 for each performance area you ve identified as a strength. 6. If the program displays a Growth Area -- <Performance Area Name> page: a. If items associated with the performance area are displayed on the page, select one or more items that best describe why the person needs to improve in this area. b. If a question appears on the page, indicate (yes or no) whether you are willing to support improvement efforts. c. If an Additional Comments field appears on the page, type any ideas you may have for you or others to help the individual. d. Click Save and Go Forward. e. Repeat step 6 for each performance area you ve identified as a growth area. 7. If an open-ended question was included at the end of the survey, answer the question, then click Save and Go Forward. The Review Performance Areas page appears. 8. Review the list of performance areas and items (if included) you ve chosen. To revise these performance areas or items, click the performance area name. After revising your choices, click Review Performance Areas in the navigation bar. 9. After you are satisfied with your choices, click Submit Responses on the Review Performance Areas page, then click OK. Important Note: You can change any choices on the survey until you click Submit Responses. After clicking this link, your responses are submitted and cannot be changed. You can no longer access the survey. 11

12 10. On the Thank You page, click Home to return to your Home page, or click Exit to quit the program. DECLINING A SURVEY 1. In the Surveys About Others section of the Home page, locate the survey you want to decline. 2. Click Decline. 3. In the confirmation box, click OK. 12

13 THINGS TO KNOW TERMS Performance Area Essential capability needed for success in a job; can be a competency, dimension, imperative, success factor, and so forth. Decline To not respond to a survey. When you decline, the program notifies the person who sent the survey that a person has declined. (Your name is not given.) Item Specific behavior that supports a performance area. Traditional Leadership Mirror Survey In a traditional Leadership Mirror survey, you use a scale to evaluate all performance areas and items included in the survey. If you are the person being evaluated, you ll receive a robust report based on survey responses consisting of averages and gap scores from which you can identify strengths and development areas. ProgresScan SM Survey In a ProgresScan SM survey, after feedback from the original Traditional survey has been received, people who are being evaluated can check their progress in performance areas previously identified as strengths or development areas to determine future areas of focus. The resulting reports compare the data from the ProgresScan SM survey with the original survey. Rating Scale The scale(s) shown on Leadership Mirror surveys that you use to evaluate people. Targeted Feedback Survey On a Targeted Feedback survey, you select up to three strengths and three areas for growth from a list of performance areas. You may also be asked to indicate which items contribute to the strength or growth need. You do not use a rating scale or provide numerical ratings. MENU BAR Home Displays the Home page. 13

14 Preferences Lets you change your name, address, password, hint phrase, language, and demographics (if enabled by your system administrator). Important Note: The Language Preference box shows all languages enabled for your organization. Some of these languages will be fully supported languages, meaning program instructional text and static report text can display in that language. If available for a survey, survey content will also display in that language. If not available, survey content will display in English. Languages that are not fully supported might also display in the list. If you choose one of these languages, you ll also select a Program Language. When available for a survey, the survey content will display in your Language Preference. If not available, it will display in the selected Program Language. If that language is not available, it will display in English. In this case, all program instructional text and static report text will display in the selected Program language. Depending on your selected Language Preference, you might see multiple languages throughout the module. Help Displays the program s online Help. Print Displays your browser s Print dialog box, enabling you to print the current page. Exit Exits the program. This is the recommended way to exit the program. Do not use the browser s Close (X) icon to exit. 14