Here's an overview of the Talos Perform onboarding process. When you join Talos Perform, you'll be given access to additional resources, tips on how to maximise adoption and technical detail on how to guarantee a straightforward and successful rollout.
Typically, we advise eight to twelve weeks to go live with Talos Perform, we're here to collaborate with you and to keep the project on track.
Introduction
The first stage of the onboarding process is for you to meet your Customer Success Manager to discuss your performance management requirements and your desired outcomes from implementing Talos Perform.
Things to consider:
Is this part of a wider project or goal that your company is looking to achieve?
What performance management behaviors and routines would you like your employees to adopt?
How would you ideally measure success? Any baseline metrics? For example, having a certain number of objectives set for each employee or a certain number of check-ins completed per year.
Some practicalities:
How frequently will reviews/check-ins be taking place?
How will objectives be configured and tracked?
What role do you want feedback to play in your performance management process?
Do your employees work from computers or are they mobile? Will you be using single sign-on?
Will you use our API to integrate your HR database with Talos Perform?
Do you require any custom training videos?
When do you want to launch? Will you launch to everyone at the same time?
Do you want to launch every feature in one go or gradually build over time?
Once the overall aims have been agreed upon, we will introduce you to ActiveCollab, our project management tool.
We will work with you to put together a list of technical configuration requirements, the milestones/deliverables for the onboarding project and the timeframe.
Configuration & SSO
Based on the requirements and process that have been agreed upon during Stage 1, we will help you configure your account and make it ready for the testing phase. This will include:
Configuring objectives templates
Building forms (we will create up to 3 forms for you)
Configuring feedback processes
Adding users
Setting up review cycles
Agreeing on review workflows
Configuring branding and company announcement
Deciding on language requirements (key terminology and system translation)
Administration rights
Customising email content
Single sign-on can also be configured (if required) and other integrations will be discussed at this stage. If you need custom training videos we will agree on the content of them at this stage (subject to final revisions based on testing).
We recommend that you put together a plan for communicating to your staff that Talos Perform is being implemented, the timeframe for launch and your expectations from them upon rollout.
If you are launching a new performance management process to accompany the launch of Talos Perform you may want to consider communicating it to staff alongside Talos Perform. We are happy to read any communications and suggest changes. Click the link to see our example templates.
Build
The time taken will depend on how quickly you can decide on your requirements. If all requirements are agreed at the previous stage and do not change, Talos Perform will be able to get them built within a couple of days.
The time taken will also depend on the complexity of the requirements, predominantly the number of forms required. If you require an API to be set-up to sync your user data ahead of launch, this will add to the time taken to configure the account.
Account Overview
We will show you how to utilise Talos Perform to it's full potential, and discuss any training sessions needed for employees or managers.
Any training delivered by Talos Perform will be designed in collaboration with you to ensure that the tone, flow and content match your desired process and expectations of how your staff should use Talos Perform.
It should also be prefaced by an introduction from a member of your team. This person should also be on hand during the training to answer any questions about the performance management process or the configuration that has been chosen.
The Talos Perform trainer would only answer questions about the technical use of the platform.
System administrators will be trained by their Customer Success Manager on how to perform admin tasks on the system. The training will include (but will not be limited to):
How to add, deactivate and edit employee data
How to add, delete and edit reviews
How to run reports on reviews, feedback and objectives
How to send emails (including launch emails)
How to update configuration settings
Following the admin training, we would recommend that you test your admin rights to make sure that you are comfortable with performing these tasks.
Account Check
Once built we advise you test that your process works in practice. Things that you may want to test are:
Reviews and check-ins including forms and workflows
Objectives
The feedback process
Either work in pairs/groups where there is a person acting as each role in the performance management process or use the ‘view as’ tool to test these roles on your own. Here is our sample testing plan.
Look out for any wording that doesn’t make sense or any additional notes you’d like to add to help make the process clearer.
Do you need any of the questions to be required for a specific role? Does the process flow and everything make sense? Collate your questions and changes so that we can refine the set-up based on them.
We will also conduct our own run-through of your process to review your configuration from our side and give feedback if we have any improvements to recommend.
Once internal testing has been completed, work with your Customer Success Manager to make any changes to forms, settings or other parts of your account configuration e.g. feedback visibility or the overall process (you may decide to change the frequency of reviews).
Launch
Once you’re happy that your account is ready to go and you’ve had sign-off from internal stakeholders, you’ll need to launch to your employees.
Think about what you’d like to include in this welcome email and draft your copy ahead of time.
Are you launching to your whole organisation at once or gradually?
Use the Talos Perform email tool to send your employees your customised welcome email and the system will give them a unique login link for them to create a password. If you’re using SSO, the email will contain an SSO link.
If you would like Talos Perform to send email reminders for in-progress reviews and check-ins, double-check that this setting is enabled.
Review and refine
Following your launch, we recommend that you gather feedback from admins and users. You may consider surveying your staff about their initial experience of using Talos Perform.
Talos Perform will discuss your performance management goals and desired outcomes with you to assess how the first few weeks/month of Talos Perform is helping you achieve them. If a review period has been completed, the Talos Perform team can provide stats on usage. For example:
How many users completed reviews
The number of overdue reviews or reviews closed after the deadline
The percentage of users who logged in
The number of objectives added
Based on the feedback your configuration or process can be changed. This often requires another iteration of internal testing.
Talos Perform welcomes any suggested changes or additions to features. We cannot guarantee that they will be built but all requests will be considered when deciding on our development roadmap.
1 month after launch we’ll ask you to complete a short feedback questionnaire to help us continuously improve our service and check you’re getting what you need.