Prepare a multi-site campaign before the first invitation goes out
A method to define the population, adapt templates, check managers and track a review campaign across several sites.
The situation: one shared calendar, local practices
The HR director wants to track one shared campaign, but templates vary from site to site, teams and managers have changed and older reviews are still in PDF. First goal: make the population, responsibilities and readiness criteria explicit.
Set the common baseline, justify the variants
Start from the purpose: the annual review should not absorb professional reviews (France’s entretiens de parcours professionnel). In Upikajob, groups link populations, forms and workflows; the site is just one possible criterion.
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Purpose
- Common baseline to define
- What the review covers, how the report is used
- Variant to justify
- Separate process if the purpose changes
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Form
- Common baseline to define
- Sections HR needs to read
- Variant to justify
- Job questions or local context
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Workflow
- Common baseline to define
- Preparation, discussion and expected sign-off
- Variant to justify
- An additional supervisor steps in
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Calendar
- Common baseline to define
- Campaign window and follow-up rules
- Variant to justify
- Operational constraints of a population
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Access
- Common baseline to define
- Rights by responsibility
- Variant to justify
- Scope actually supervised
Check employees and their supervisors
Build the reference list with your HR business partners: people, job, department, division, key dates and active supervisors.
Test with the people who will run the campaign
The pilot must also cover the hard cases: a job-specific template, a missing supervisor, an employee in several groups, a review imported from PDF. In demos, use fictitious data.
Upikajob’s launch check flags preparation blockers; your HR team still confirms population, dates and invitations, and separately tracks whether notifications are actually received.
Read progress without mixing up statuses
Distinguish target population, reviews launched and reviews completed: a number of reviews is not necessarily a number of employees.
Plan the follow-up before closing the campaign
Administrative closure does not settle what comes next: review goals, skills and training needs; each need keeps its context and goes through the chosen decision process.
Note template fixes, reporting-line issues and field questions to improve the next campaign, without crediting the tool with gains nobody measured.
The steps
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Step 1: Scope
Separate the processes, set populations and owners.
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Step 2: Prepare
Link groups, forms, steps and supervisors.
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Step 3: Test
Test the standard case and incomplete cases on a representative scope.
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Step 4: Track
Read statuses on a stable scope; unblock before sending reminders.
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Step 5: Follow through
Review needs, prepare the next improvements.
Your checklist
Sources and references
To read the original texts and dig deeper at the source.
Helpful answers
Your questions, simply answered.
Pointers to assess your project and prepare the right questions.
All questionsDo we need one campaign per site?
Not necessarily: it depends on purpose, dates and monitoring. Groups let you vary forms and workflows within one campaign; avoid duplicate populations.
What if a manager changes during preparation?
Update the reporting line, then check the new person’s account and steps: changing a name in a list is not enough.
How do we know whether the pilot is conclusive?
Let’s agree on observable criteria before the demo: correct access, template understood, sign-off completed, incomplete record identifiable, training follow-up traceable.
