About 360-Degree Feedback Reports

360-degree feedback reports present the information gathered through the assessment instrument. Data is compiled, processed, and analyzed to prepare the reports that are then distributed in group and individual formats. Reports usually use a combination of charts or graphics and text to present the often complex data clearly.

Individual reports present information gathered about each individual during the 360-degree feedback survey. The reports summarize key areas of strength and weakness. Most reports contain detailed analysis of each question. Reports include norms or averages for the organization or group. This data allows individuals to compare their ratings against the organization average. Many organizations track these norms over time looking for patterns of improvement.

Group reports vary greatly by organization but usually have the common goal of presenting data in a form to allow leaders and administrators to see how managers, segments, and the organization overall are performing. Sometimes group reports compile all of the individual data to present the individual ratings in one place to allow administrators to compare individuals and look at the overall organizational performance. Like individual reports, group reports are a wonderful way to find hidden strengths and weaknesses in managers and the organization.

The purpose of 360 reports is to pinpoint areas of strength and weakness. Participants then use the information in the report to set goals for personal and professional development. A major purpose of reports is to highlight hidden strengths and weaknesses, areas where the individuals perceive themselves differently than others perceive them. These hidden weaknesses present opportunities for self-improvement. The hidden strengths present options for development, training, and future leadership.

A quality 360-degree feedback report presents key information clearly. Participants can quickly recognize the areas that need attention and create an action plan for change. Good reports are also data rich, providing detailed information in a clear, organized format. Participants grasp the meaning and facts of the feedback they receive.

A clear, actionable report means participants have meaningful information they can use. Participants gain confidence in the process and find value in the feedback they receive.> Back to top

Content Essentials

360-Degree feedback reports can vary widely. Each organization can develop a report form that best fits its needs.

Developing an effective report can be tricky. You must present enough detail to provide complete information to participants yet avoid including too many statistics. Too much data makes a report difficult to read. If participants cannot glean valuable information quickly from the reports, they will never be able to internalize the information.

Some elements are critical for all reports. Without them, participants will have difficulty extracting meaning from the results presented. A few of those critical elements are described here.

Response Rate
Response rate is the number of people who participated in rating an individual. Including the response rate in the report helps participants understand the sources of their feedback without compromising the confidentiality of raters. Often participants can view the number of respondents in each category: supervisor, subordinates (direct reports), peers, and where applicable, customers. Some reports will even list the percentage of invited respondents who participated.

This information is valuable because participants can see how many raters’ responses were included in the results and factor that information into their assimilation of the information in the report.

Competency Summary
Competencies are the skills, knowledge, and abilities that are measured as part of multi-rater feedback. Common examples include leadership, communication, time-management and other job-specific items. The survey will ask several questions in each area.

The competency summary section of the report shows the average score in each competency. This section allows participants to see at a glance how they rated themselves compared to how others rated them. Depending on how the report is organized they may also see how they rated compared to others in the organization or compared to themselves in the prior year’s survey.

Participants rely on this portion of the report to give them an overall view of their results. They can quickly see which competencies present areas of strength and weakness and then look deeper into the report to see the per question responses.

Question Summary
The question summary usually presents an arrangement of questions that received the highest and lowest respondents for each rater group. This summary indicates a good place to start setting goals and also indicate areas of greatest success.

This section is a good indicator of prominent areas of strength and weakness. Individuals can see at a glance the areas where others rate their performance well or poorly. Again, the easier it is for more easily participants to see the areas that need work, the more likely they will be to incorporate those results into their goals and modify their behavior.

Gap Analysis
A key benefit of 360-degree feedback is gap analysis—the analysis of the differences in self-perception and the perception of others. A hidden weakness is an area where others rate you lower than you rate yourself. A hidden strength is an area where you rate yourself lower than others rate you. This feedback can be a powerful tool for change. Managers may unexpectedly find that subordinates consider their leadership style to be ineffective. Those managers can then set goals and change for the better. Employees can use the information they gain about their hidden strengths to pursue opportunities for training and development to build up those strengths.

Per Question Details
Assessment reports need to present summary information clearly and concisely without eliminating the details. Participants appreciate the option to view overall information in a page but then be able to delve into the details for a deeper understanding.

Verbatim Comments
Many surveys allow respondents the opportunity to leave comments for the person they are rating, either in an overall statement or in each competency. These open-ended questions allow respondents to include any feedback or opinions they feel are important.

The anonymous comments are included, verbatim, in a specific section of the report. The unstructured format allows raters to express themselves clearly allowing participants to gain additional insight into respondents’ opinions.> Back to top

Design Features

Report design takes a very close second to content in importance. Without content, you don’t have a report; without good design, the results aren’t understandable. Design features determine how easily the meaning can be gleaned from the report. Reports should be clear and concise yet include all of the details to allow participants to dig down to find the contributors to the overall results. Here are a few critical design components:

Instructions
Though many people skip directly to the report results when they first receive their reports, thorough yet concise constructions are essential. As participants delve into their reports to set goals, they will return to the instruction page for clarification of terms, symbols, and calculations. Good instructions make it easier for participants to take away critical information and develop an action plan.

The instructions page should clearly explain each element of the report in order of appearance. Perhaps a sample graph or chart can be included to clarify layout and symbols. A section should be devoted to clarifying terminology and calculations. This page can also include a summary of each section of the report.

Smart Layout
Each page should present information clearly; both visually and in text. Don’t try to put too much information on one page. Participants must be able to easily take meaning from the reports in order to develop an action plan. Reports that include too much data on one page cause participants to become frustrated. They never find the valuable information buried among the pile of data.

Valuable Content
One of the most common mistakes in reports is trying to include too much information. Many reports try to force too much information onto each page . Others include too many statistics. The end result is a cluttered-looking report with unnecessary information hiding the vital feedback. Many participants will give up if the information they are looking for is not readily available.

Choose your content carefully. Every piece should provide valuable, actionable information. Once you have chosen the critical content, choose a way to display it that presents a clear, visually appealing, easy to understand message.

Graphics
Charts, tables, and graphs are an excellent way to present several elements of information visually. A good graph or chart can present complicated data in a clear, organized, easy to assimilate format. Participants can gauge visually the areas where they are doing well and those that need the most attention. Charts and graphs work well for summary information as well as per question details. All of the responses to each question can be organized into one graph.

Brandability
Some 360-degree feedback vendors will allow you to customize the look and feel of your reports. You can use your organization’s logo, colors, fonts, mission statement, and document style to better align the report with your organization’s image and style.> Back to top

STAR specializes in creating customized 360-degree feedback reports. To view a sample report, click here.