Why are groups needed?
Reports are available for groups and teams that have been offered to participate in a pulse and surpass the anonymity requirements set for an account. Make sure that all employees get a group membership and that they belong to the correct group before the pulse is activated. Here are a few tips on how to set up your group structure!
How many employees are you administrating in &frankly?
If you are an administrator of &frankly and have an organization of more than 300 employees, or if you have a high employee turnover rate, you might consider activating an API reflecting your master HR system to be able to keep up with the frequent changes. If you are administering a smaller organization, the easiest way to update the users and groups is it manually in the tool. Have a look at this section in our knowledge base to learn more: Users & groups
Where to place the managers…
Decide if the managers’ results should be part of the reports or not. Each manager can be set as a manager of the team and/or participant of the team. The most common is for a manager not to be part of the team but rather a participant in a manager-team in the hierarchy (create this separately if you would like to see results for direct reports). If a manager is part of a team, the answers from the manager will be included in the reports – this could work well if the manager is operative and the questions are not about leadership but not so well in other situations or smaller teams.
Where in the hierarchy does the group belong?
Check that the group is placed correctly in the hierarchy. If placed in the wrong spot, aggregated results might be skewed. Avoid having the same name for different groups as the reports might be difficult to follow.
Would you like to see the results different from the line structure?
If you are interested in seeing reports for teams outside the line structure, there are two ways you can do that. Either you create separate teams based on attributes such as project, location, gender, tenure etc., or you include this data along with each individual and extract reports on it if allowed by the integrity framework (available for Workplace and Enterprise customers).
Can a user be associated with more than one group?
Yes, a user can be associated with as many groups as you see necessary. Consequently, their results will be part of several sets of aggregated data.
Keep the structure up to date!
If you are an administrator of &frankly and in charge of updating the organizational structure, make it a habit of going through the structure before the launch of any pulses reaching multiple teams. Start by removing any employees who have left the organization, followed by adding new employees and the team they belong to. Ensure you adjust any organizational changes, such as employees switching teams, there's a new manager of a team or similar changes.
What happens if I delete a group?
Important! If a group is deleted from the tool, its historical results will also disappear.
Removing (or moving) a sub-group from its top-group is OK and will not delete any historical results. Although, it is good to keep in mind that if you remove a sub-group and place it outside of the target group that was selected during scheduling, the results will not be visible since the group is no longer included in the targeted scheduling. If you move a group outside of the structure and the results disappear, you can simply put it back in its original place (or somewhere else in the structure) and the results will be visible again.