How to build an Employee Feedback Platform with SharePoint 365

Unlocking Effective HR Communication: Building an Employee Feedback Platform with SharePoint 365

The Essential Tool Every HR Manager Needs: An Employee Feedback and Communication Platform

In the dynamic corporate landscape, open communication stands as the bedrock of a thriving organization. HR managers are often at the crossroads, juggling between employee feedback, grievances, and performance metrics. While many HRIS platforms offer features like performance management and grievance logging, there’s an evident gap: a direct, real-time communication channel between employees and HR.

The Problem:

• Data Silos: Multiple systems often lead to data inconsistency, posing challenges in accurate reporting and decision-making.
• Lack of Real-time Feedback: Traditional feedback mechanisms, such as annual reviews, don’t capture real-time sentiments, causing delayed or inadequate responses.
• Fear of Repercussions: Employees might hold back genuine concerns due to potential backlash, leading to unresolved issues and simmering discontent.

These links provide valuable insights and research on the importance and benefits of employee feedback

1. Harvard Business Review – The Power of Feedback
2. Forbes – Why Feedback Is Important For Employees And Managers
3. Gallup – The Right Way to Use Employee Feedback
4. McKinsey & Company – Ahead of the curve: The future of performance management
5. SHRM – Employee Feedback Is The Killer App

The Solution: Building an MVP on SharePoint 365

Building a basic MVP (Minimum Viable Product) for an Employee Feedback and Communication Platform on SharePoint 365 is a great idea, especially if your organization already uses Microsoft 365 services. SharePoint offers a range of tools and features that can be customized to create an interactive platform. Here’s a step-by-step guide to building this MVP:

1. Define the Scope:

Before diving into the technicalities, clearly define what functionalities you want in your MVP. For our purpose, let’s consider:

• A feedback submission form.
• An anonymous communication channel.
• A dashboard for HR managers to view and analyze feedback.

2. Set Up a SharePoint Site:

• Create a new SharePoint site specifically for this platform.
• Choose a communication site template as it’s designed for broadcasting information and engaging with the team.

3. Feedback Submission Form:

• Use SharePoint Lists to create a feedback form.
  • Fields might include: Feedback Type (e.g., Training, Team Meeting), Feedback Content, Date, etc.
  • Use the built-in rating field for employees to rate specific events or sessions.
• Ensure that permissions are set so that only HR can view individual feedback to maintain confidentiality.

4. Anonymous Communication Channel:

• Create another SharePoint List for anonymous feedback.
  • Fields can be similar to the feedback form but without any personal identifiers.
• Use SharePoint’s built-in permissions to ensure anonymity. Make sure that the ‘Created By’ field is hidden or not recorded.

5. HR Dashboard:

• Use SharePoint’s Power BI Web Part to create visual analytics from the feedback data.
  • Display charts showing feedback trends, common issues, average ratings, etc.
• Create a separate page or section where HR managers can view individual feedback (both regular and anonymous).

6. Notifications:

• Set up automated notifications using Microsoft Power Automate (previously known as Flow).
  • For instance, HR can receive an email notification when new feedback is submitted.

7. User Interface:

• Customize the look and feel of the site using SharePoint’s design tools to make it user-friendly and align with your organization’s branding.
• Add clear instructions and FAQs to guide employees on how to use the platform.

8. Testing:

• Before rolling it out, test the platform with a small group of users.
  • Gather feedback on usability, any bugs, or potential improvements.
  • Make necessary adjustments based on the feedback.

9. Rollout & Training:

• Once you’re satisfied with the MVP, roll it out to the entire organization.
• Conduct training sessions or webinars to familiarize employees with the platform.

10. Feedback Loop:

• Since this is an MVP, continuously gather feedback on the platform itself and make iterative improvements.

Conclusion:

Integrating an Employee Feedback and Communication Platform into your existing HRIS isn’t just about adding another feature. It’s about enhancing the HR experience, fostering open communication, and ensuring that decisions are timely and employee-centric. By leveraging SharePoint 365, organizations can create a robust platform without the need for extensive development, ensuring a more engaged, satisfied, and productive workforce.