Yes, this may happen. We recognize that by giving employees a transparent platform to share their honest feedback, some participants may provide responses that are deemed inappropriate and not aligned with the organization’s values.
Minimizing the Occurrence of Inappropriate Comments
Prior to the introduction of each Dialogue pulse, it is recommended that guidelines for providing constructive feedback are shared with employees. It is also a good idea to remind employees to adhere to your organization’s code of conduct and provide an outlet for HR concerns or violations as an alternative method of reporting issues.
To minimize the occurrence of inappropriate comments, there is an automatic profanity filter in place; if a response contains a profane word, the user will see an error message and be asked to revise the response.
In addition, we can apply a proper name filter, which will generate an error message if a user tries to enter the name of someone at the organization. Please note that the proper name filter cannot be foolproof, due to intentional misspellings, use of special characters, and common English words. To set up the proper name filter for your Dialogue account, please reach out to email@example.com.
Dealing with Inappropriate Comments
As an Admin, you are able to delete a comment at any time. A deleted response is not recoverable, so, export the raw data file before removing an answer. While it is tempting to delete responses that skew negatively, we do not recommend removing a comment unless it violates your organization’s code of ethics or is problematic without a redemptive suggestion.
Below are our recommendations for identifying and addressing inappropriate comments:
Coaching Opportunity after Removing a Comment
If you do decide to remove a comment, consider sending out a note to all employees in order to close the communication loop. It is important to remind employees that their responses are visible to their peers and Leaders, and answers that violate certain criteria will be removed. This will help mitigate the sentiment that employees are “not allowed” to give feedback that is less than positive.
Below is a template for crafting your email:
Subject: Following up on <pulse name>
Thank you for sharing your invaluable insights on our collective strengths and areas to improve as an organization.
A handful of comments were deemed unprofessional and not aligned with our organization’s values. These were removed and will not appear in any voting pairs or in the final results.
Please refer to these guidelines when crafting constructive feedback:
Separate the situation from the person by using the passive voice
Provide specific feedback that is actionable
Recommend what can be done based on this feedback
If you have any concerns to bring up in a safe environment, please reach out to <EMAIL>.
We appreciate your ongoing contribution to developing more trust, alignment
and shared ownership of our organizational success!
<NAME of Sr. Leadership stakeholder>