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Peakon
Last Updated: 2023-09-08
Setup Considerations: Comments

Setup Considerations: Comments

You can use this topic to help make decisions when planning your configuration and use of Comments in Workday Peakon Employee Voice (WPEV). It explains:
  • Why to set it up.
  • How it fits into the rest of Workday.
  • Downstream impacts and cross-product interactions.
  • Security requirements and business process configurations.
  • Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is

Comments are confidential, written feedback and ideas from survey participants on your processes, products, and culture.

Business Benefits

  • Enable your leadership to enter into a constructive dialog with your employees in response to their comments.
  • Enable employees to provide context around their survey scores.
  • Enable managers and people leaders to acknowledge feedback and take action to improve team engagement.
  • Help leaders to monitor and quickly address potential misconduct in your workplace.
  • Enable your managers to analyze employee comments and identify important themes and overall sentiment related to issues that matter to the people in your organization.
  • We aggregate large volumes of comments into common themes (
    Topics
    ) that help you understand the sentiment around these themes, take actions to address problems, and improve engagement.
  • Drive survey participation by engaging with employees through comment acknowledgments and responses.
  • Help reduce employee turnover through improved engagement with your workforce.
  • Use highlighted comments to view the most important employee issues based on relevance and actionability.
  • Managers can add internal notes to bring comments to the attention of leadership colleagues to help resolve employee issues or answer questions.

Use Cases

  • Survey participants can leave feedback comments on each survey question.
  • Managers can acknowledge comments.
  • Managers can create
    Actions
     to address issues raised in comments.
  • Leadership can analyze employee comments and identify important themes and overall sentiment related to issues that matter to the people in your organization.
  • Managers can initiate conversations to address employee issues or ideas to improve your organizational processes.

Questions to Consider

Questions
Considerations
How do you want to identify themes and issues related to employee sentiment?
WPEV uses machine learning algorithms to analyze comments and identify important themes and issues, grouping them into
Topics
. Topics and highlighted comments help you manage high comment volumes and act on feedback.
How do you want to control who can access comments from survey participants?
You can create custom access control groups.
WPEV provides security groups for administrators, human resources leadership, and senior leaders with access to all employees in the company, including their comments.
The Managers access control group has access to comments from employees that they manage through a reporting line or a managed segment.
You can also set up specialist access for company level access to just 1 driver. Example: A facilities manager that needs access to the comments on questions in the
Environment
 driver.
How do you want to manage comments submitted in a language that's different from the preferred language set by the manager?
You can translate comments into the preferred language of managers in your organization. Example: When managers use WPEV through English, and receive comments in French, the manager can translate the comment. WPEV uses Google LLC as a subprocessor to translate comments.
How do you want to help ensure that managers can't identify employees from their comments?
Comment visibility thresholds enable you to set the minimum number of employees in a segment required before your managers can view comments. Visibility thresholds help maintain employee confidentiality by ensuring that managers can't deduce which employee made the comment.
Setting a lower threshold can make it easier to guess who left a comment, but can be necessary for smaller teams.
You can also set the number of survey responses to receive in a survey round before your managers can view comments.
How do you want to manage large volumes of comments?
You can view comments according to strengths and focus areas. We highlight comments that are particularly useful because they contain:
  • Around 140 characters.
  • Direct advice.
  • Extreme scores. Example: Scores of zero.
You can use semantic search to search for and view comments ranked by their semantic relevance to search terms.
You can also use general search and filtering options on specific drivers, NPS category, and interactions.
How do you want to help your managers to deal with unconstructive comments?
You can enable your managers to filter comments by NPS category, including scores filtered by:
  • Detractor
  • Passive
  • Promoter
Use highlighted comments to sort through the most impactful feedback.
You can also provide training materials and support for managers on how they can respond to unconstructive comments.
How do you want to manage sensitive comments?
WPEV flags comments as sensitive when they contain words from a monitored and customizable wordlist. Flagged comments enable you to act in cases where comments include instances of discrimination or misconduct.
You can use access control groups to enable managers to mark or unmark comments as sensitive.

Recommendations

  • Disable
    Accessing comments in real-time
     for managers of smaller groups or teams in different time zones using
    Access
     control settings. This configuration ensures that managers of small teams can't deduce who made the comments based on when they receive the comment.
  • To help reduce the number of unconstructive comments you receive, we recommend that you:
    • Exercise caution in the wording you use on custom, nonstandard questions to maximize constructive feedback. Example: Don't use leading language when you phrase a question, such as
      Trust is essential for teamwork and we have a trusting team
      .
    • Use the available WPEV standard questions to elicit useful, actionable responses.

Requirements

No impact.

Limitations

Specialist access groups automatically provide access to the company level dashboard with the enabled driver. Enabling the open-ended comments setting for a specialist access user means they can view all open-ended comments.

Tenant Setup

No impact.

Security

Leaders of
Managed employees
 groups only have access to comments from employees in their assigned areas. Leaders from
All employees
 groups have company level access.

Business Processes

No impact.

Reporting

Reports
Considerations
View Manager Usage Metrics
View usage metrics on how every team leader creates actions from employee feedback. The report includes acknowledgments and replies from each manager on comments.
Comment Interaction Usage
Highlights how managers use the acknowledgment and conversation features.
The report contains data on the:
  • Number of acknowledgments sent.
  • Number of unique replies to comments in a conversation.
  • Total comment interactions, consisting of the sum of acknowledgments and conversations.

Integrations

You can set up a direct integration between Slack and WPEV to enable employees to receive survey notifications and to notify managers about comments awaiting their attention.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.