Manager: Frequently Asked Questions

What’s it in for me as a Manager?

Officevibe will provide you science-backed data collected in real-time, to assess how your team(s) really feel. We provide you an opportunity to engage in meaningful conversations through the anonymous feedback feature, and an opportunity to set team goals and schedule 1-on-1's with team members.

 

Is Officevibe backed by science?

We partnered with Deloitte’s human capital experts to test and confirm the scientific validity of our survey model against recognized and supported theories. This guarantees you get the most accurate and actionable measure of employee engagement for your organization. You can see more on this by checking out this article: The Science Behind Officevibe

 

Is Officevibe really anonymous?

Yes, this is one of our core promises to members. Officevibe only unlocks anonymous feedback for a team if there are more than 5 members in it, with 3 of those members being active. If your team is too small to see anonymous feedback, it can be combined with another team as a Sub-Team to ensure that the feedback can be addressed. Anonymity is serious business at Officevibe: if you want to dig deeper, we invite you to read the following article: Officevibe & Anonymity.

 

When Officevibe says “team”, “peers”, “organizations”, or “managers”, what does it mean?

The terms we use in the platform are intended to fit most company structures, but may not exactly correspond to your specific internal naming system. With this in mind, we invite you to sit down with your teams and set a standard for internal understanding for these terms, to encourage alignment and consistent results amongst your members.

 

Is Officevibe mobile-friendly?

Yes - Navigate to app.officevibe.com to access the tool from any platform.  

 

How and where can I log in?

You can connect via our website: www.officevibe.com. The username corresponds to your email address. 

 

How are teams structured?

Your Admin Team has carefully set up your account to reflect your internal structure and hierarchy. You can review the teams you have access to under the Settings > Teams section in-app. Should there be any discrepancies, you can report them to your Admin Team.

 

Who can add/remove employees?

If you need a member added or removed from your team(s), please reach out to your Admin Team, as they are managing the member list and team structure for your entire account.

 

What are the different access levels in Officevibe?

There are distinct access levels in Officevibe. As a Team Manager, you will see results for your team(s) and will be accountable to engage in conversation with the employees via the Feedback section. More info here: Member's Roles & Access Rights.

 

Can I see the survey questions?

Yes, to see the list of the survey questions, head over to Question Results in the Reports section. Once you've clicked on 'See All Questions', the report will show a list of all of the pulse survey questions Officevibe asks! The report can be filtered by Sub-metric, and when you hover over the results bar for the question, you can see the breakdown of how this question has been answered by your team. More info: The Question Results.

 

Will my team receive the same questions, and can I decide which questions get sent?

No, each member will receive a different set of questions in each pulse survey, automatically compiled by Officevibe’s algorithm. You are not able to choose which questions will be sent to each member in the pulse survey, but at the end of a survey, an employee can decide to answer additional questions on a specific topic. For customized questions and surveys on specific subjects, we invite you to have a look at the Custom Polls section, where you can create your own personalized polls. 

 

Can I change the frequency of the survey?

The survey frequency is the same for the entire account, and can only be modified by an Administrator. More info: Organization Settings.

 

Will I have access to the historical results of a team when I start to manage that team?

Yes - As a Manager, you will be able to see all of the qualitative and quantitative data from the team from the date of its creation. Member data remains linked to the team they are currently in or were previously in, not to the Manager in charge of said team.

 

What will happen to the members’ results and feedback if they move teams?

Any historical data and feedback left by that member will remain in the team they belonged to at the time of providing data and feedback, to protect their anonymity. When they are no longer in the team, their results moving forward will not contribute to that team's scores.

 

How can I monitor/manage Inactive Employees?

For anonymity reasons, we will not reveal the identity of inactive employees to managers, but you can send them a personalized reminder via the Settings > Members > Inactive section. Read more here.

 

How should I interpret & act on the results?

Look for the detailed graphs and try to identify trends. Discuss your interpretations with the team and involve them in the action planning to build trust and empower them!

 

At what frequency should I share the results with my team?

Meeting with your team to discuss Officevibe results is key. We recommend doing so monthly, but this varies by organization. Being transparent about what your strengths and areas of improvement are as a team is essential. After all, the goal is to find solutions and work together to achieve them.

You can also share Officevibe results with your team within Officevibe.

 

Who will be able to see the results from my team(s)?

Your teams’ results are visible to yourself and any other assigned Team Manager, as well as all Executive Managers in the account, as decided by your Admin Team.

 

Will I continue to have access to results if my team is less than 3 employees?

If a team falls to less than 3 active members, you will be able to view and export historical data on the metric graph, however current scores and anonymous feedback will appear as N/A to protect anonymity. You will still have the ability to schedule 1:1's, as well as set goals with your team members.

 

How should I reply to feedback?

The goal is to engage in a dialogue with your team members, build trust, and develop an understanding with the team. Ask open-ended questions to validate your understanding and invite the employee to share their thoughts and suggestions. More info here.

 

Can we change the labels if we need to?

The names of the labels are decided by your Admin team, but you can use them to categorize and filter your feedback. As a quick note, the employees won’t see the labels that you choose for a feedback conversation.

 

If I manage multiple teams, can I see which feedback comes from which team?

Yes, by selecting the team individually from the left-hand menu, you will see only the feedback related to that team. Another way to see which team a piece of feedback is from is by dragging your mouse over the 'anonymous' name label, which will show you the smallest team the member belongs to. More info: Feedback Report.

 

Will employees be notified when I reply to their feedback?

Yes, when you reply to a comment in the Feedback section, the member who left the initial comment receives an email telling them you posted a reply. They can then log in to their account to read your response and keep the conversation going by replying back. When you respond to feedback as a manager, your responses will never be anonymous, so your members know who they are talking to.

 

What are the team goals?

You can set team goals that turn your long-term Company objectives into actionable team-specific goals. These goals will drive the team’s performance and translate into projects, action items, and will feed into talking points for your 1-on-1s.

 

Can I define different team goals for all my teams?

Yes! Each team can have specific team goals. You can discuss this with each team and log them into the system. All team members will have permanent access to all of their teams’ goals in-app. If team members are associated with several teams in the system, they can see all team goals assigned to the different teams.

 

Can Team Members define team goals?

No. The team goals can only be defined by the Team Manager or an Executive Manager. Employees will only be able to read them.

 

What is the Collaborative 1-on-1 Agenda?

Once the team goals are defined, we encourage you to translate them into action items and have regular conversations with the team members to show support and address progress. The 1-on-1 agenda is where you and the Team Members will be able to prepare the 1-on-1 talking points that you want to go over together. Both yourself and Team Member can add, edit, and remove talking points leading up to the meeting. Here's how to master your 1-on-1s.

 

How will the Team Goals impact my Collaborative 1-on-1 Agenda?

The goals will translate into Recommended Talking Points to create structured, individual 1-on-1s that dive into each employee’s mindsets, goals, and engagement. You and your team members can add your own custom talking points to the Agenda.

 

Who will have access to the Collaborative 1-on-1 Agenda I've set up with the employee?

Only you and the team member can see the Agenda. The Executive Managers of your account do not see this information. 

 

Will Team Members be able to add Talking Points to the Collaborative 1-on-1 Agenda?

Yes, team members will have the opportunity to add their own points to the Agenda, giving them a stake in their own development. Once the meeting has started, no further talking points can be added by the team member. Only the manager can add unplanned talking points during the meeting.

 

Will employees get notified before the meeting?

Yes, if you use the integrated scheduling option for the 1-on-1; You can select a date, which will send automatic reminders. Also, note that notifications will be sent when any changes are made to the Collaborative 1-on-1 Agenda.

 

Can I schedule my 1-on-1's in-app so that they repeat periodically?

Absolutely! You can schedule your 1-on-1 in the system (click on a member on the left to access the agenda and scheduling option). You can set them to recur on any weekly-based cadence (every week, every 2 weeks, etc). 

 

What happens to the talking points we could not address during the meeting?

Topics that you didn't have the chance to discuss will be saved in the Agenda for future reference. You’ll be able to add them to the next Collaborative 1-on-1 Agenda. They can be found by going into the Past 1-1 agenda.

 

My team member has changed teams. What will happen to their 1-1 notes?

The notes in your Collaborative 1-on-1 Agenda are not accessible by any other managers, so they will remain there. We consider these to be a private conversation that you have with your Team Member so no one else can access them. Once they have a new Manager, they will then will start their own new Collaborative 1-on-1 Agenda space together.

 

What to do if I need help?

Officevibe offers a variety of content and ideas to help you drive performance. Navigate to the Improve section in-app or visit the Officevibe blog to get inspired!

 

Don’t be shy to ask for support internally! Your colleagues might be able to help you out.

 

You can also rely on the support of Officevibe. Contact us at support@officevibe.com.

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