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Guided Action Planning (EX)

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Qtip: This page describes functionality available to Engagement and Lifecycle projects. For more details on each, see Types of Employee Experience Projects.

About Guided Action Planning

Guided action planning allows you to close the loop with employee feedback, giving every leader and manager the power to drive impact in areas employees care about most. Admins can give managers best practice guidance and recommended actions specific to each focus area so they can create action plans. Furthermore, you can embed your own culture-specific content in any EX project, or leverage Qualtrics best practices content in the guided XM Employee Engagement Solution to associate with each recommended action.

The focus areas widget works hand-in-hand with guided action planning, surfacing top-level actions managers should focus on to drive improvement with their teams.

Qtip: To determine who can access action plans, see the Permissions section of the Action Planning Basic Overview.
Qtip: To report on your action plans, see the Reporting on Action Plans section of the Action Planning Basic Overview.

Enabling Guided Action Planning

Guided action planning can be enabled on the dashboard level. Those with editing access over the dashboard and action plans can enable this feature.

  1. Go to Settings in your dashboard.
    Button that says Settings and has a gear icon
  2. Go to Action Plans.
    Action plans lower-left, center toggle turned blue to on
  3. Click the Try now button on the banner.
  4. Once you are ready for your dashboard users to see the action planning tab, switch on Enable action planning.

    Qtip: You can always revert to the previous experience by clicking Use previous version on the banner.

Switching From Legacy Action Planning

You do not need to create an action planning editor widget on your dashboard to access guided action plans.

In fact, if you are on the new guided action plans experience, we recommend you remove your action planning editor widget. That way there’s only one place where you will edit your action plans.

Action planning editor widget open in dashboard, editing pane to right with red remove button highlighted

All your previously created plans will be preserved on the new action plans page.

Customizing Action Plan Guidance

Button that says Settings and has a gear icon

Action plans top-right and left-bottom

Users with editing access over the dashboard and the action plans can edit the guidance that comes with the action plans. Go to Settings in your dashboard and select Action Plans.

Adding Fields to Action Planning

You can add additional fields that users can fill out as they complete their action plans.

  1. Click Field.
    the custom fields section of action planning. click field and select the field type to add a new field
  2. Select the type of field to add. Your options include:
    • Text: A field where the user can type an open-ended response. When used in action plan reporting, this acts like an Open Text field.
    • Date: A field where the user can enter a date. When used in action plan reporting, this acts like a Date field.
    • Checkbox: A field that functions like a multiple choice question where a user selects one or more options using checkboxes. When used in action plan reporting, this acts like a Text Set / Multi-Answer Text Set.
    • Dropdown: A field that functions like a multiple choice question where a user selects one or more options using a dropdown menu. When used in action plan reporting, this acts like a Text Set / Multi-Answer Text Set.
  3. Depending on your selected field type, the setup you complete is different. See the below sections for more information.

Text and Date Fields

For Text and Date fields, you need to specify a label for the field. This will be the name of the field users see when creating an action plan. To add a label for a field, enter it into the label box associated with the field.

two fields, one text and one date. for these fields, you enter a label for the field only

Checkbox and Dropdown Fields

Checkbox and dropdown fields are set up in the same way. After adding one of these fields, you’ll see a second screen for customizing the field. Your customization options are as follow:

  1. Click Label to add a new option. Specify the name of this option in the Label column.
    options for customizing checkbox and dropdown fields.
  2. Click and drag the dots to the left of an option to reorder it.
  3. Enable the Display checkbox to display an option, or disable it to hide an option. This feature is especially useful if you have an option you want to remove without losing previously collected data for the option.
  4. Click the minus sign () to remove an option. Data associated with deleted options is irretrievable!
  5. Enable Multiple Selections if you’d like users to be able to select multiple options for this field.

Managing Custom Fields

You can perform the following actions on your custom fields:

how to manage custom fields. you can rearrange, delete, and edit fields

  1. Click and drag the dots to the left of a field to reorder it in the list.
  2. Click Edit next to a dropdown or checkbox field to edit the options for the field.
  3. Click Remove next to a field to delete it.
    Qtip: After clicking Remove, you’ll be asked to confirm your decision. Once a field is deleted, any data associated with that field is also deleted and is irretrievable!
    the deletion confirmation window before permanently deleting a field

General Guidance

The General Guidance section is where you can provide information to your organization about action planning overall. Your organization will see this at the bottom of the page when they click on Action Plans.

  1. Add a headline. This is the title of your overall action planning guide.
    Fields on same page as above stuff but under general guidance header
  2. Add a message. This is general guidance for your action-planning strategy.
    Qtip: This field does not obey line breaks, rich text, or HTML.
  3. Add a resource. The Text field is the name of the resource, and the Link is the URL of the resource.
    Fields for naming links and pasting URLs
  4. Click + Resource Link to add another resource.

Here is what each of these fields looks like to your users, numbered the same as the steps they appear in.

Action planning homepage with the content you just customized laid out along the bottom, under the action plans themselves

Specific Guidance / Available Fields

The Specific Guidance section is where you can add guidance for the manager to see when they create their action plan. After the manager tags their action plan to a category or survey item, they will see the suggested actions, resource links, and other guidance you provide them in their action plan to help them create one. This section also allows you to manage what items from your survey data are available for action planning.

You can add specific guidance on the level of a category (Category Level Guidance) and/or survey questions (Question Level Guidance).

Qtip: Question Level Guidance can only be added for questions mapped as a Number Set field type.
Qtip: Each survey item can belong to multiple categories. If you choose to provide category-level guidance, you might want to make sure your survey items only have one category; otherwise, you’ll have to decide what guidance to provide on those survey items.
  1. If you’d like a manager to be able to tag their action plan on a certain category / question, make sure Available in selected the upper-right.
    Upper right available checkbox; fields listed in steps going down page with info tips next to them if you need advice while building; this set of fields expands from a gray name of a category
  2. Provide a short and actionable title for your action plan. This title should briefly describe the specific action that will be taken to address the selected survey item or category (e.g., Empower employees to share their roles).
  3. Explain why this category / question is important to your employees’ work experience.
    Qtip: This field is optional, but it will show when a manager adds an action plan from the Focus Areas widget, so we recommend adding one.
  4. If desired, click Content to add other guidance that may be helpful for a manager when creating an action plan, such as self-reflection questions or discussion topics.
    Qtip: After you create an action plan under this category / question, this content appears on the right under the importance you wrote in Step 3.
  5. Add links to internal or external resources here. The Text field is the name of the resource, and the Link is the URL of the resource.

    Qtip: Click + Link to add another link.
  6. Add suggested actions. These are potential action ideas that provide leaders with ideas on how they can take action.
    Qtip: These appear as bullet points on the action plan creation window, and once the action plan is created, it will show as Suggested Actions along the left of the plan.
    Qtip: Click Suggested action to add another suggested action.

Qtip: Hover over any content, suggested action, or resource link and click the minus sign ( ) to delete it.

Hovering over a field makes a red minus sign appear

Here is what each of these fields looks like when you’re creating an action plan, numbered the same as the steps they appear in.

Instead of being blank, there's info on the creating an action plan window

Here is what each of these fields looks like after you’ve created an action plan, numbered the same as the steps they appear in.

Numbered action plan

Translating Guided Action Planning

Once your action planning guidance is all set up, see Translating Guided Action Planning.

Available Fields

Qtip: Only those with editing access to a dashboard can decide what survey questions or categories can be used for action planning.

One of the major strengths of action planning is the ability to base it off of specific survey items and categories. As soon as you identify data points in your dashboard that could use improvement, you can create action plans to resolve these gaps.

  1. Go to Settings in your dashboard.
    Button that says Settings and has a gear icon
  2. Select Action Plans.
    Action plans top-right and left-bottom
  3. Scroll to the Specific Guidance.
  4. Select the Available checkbox next to an item to make it available for action planning.

Making Items Unavailable

If Available is unchecked, this means managers can’t add an action plan to that category or question. You may want to do this when the survey item isn’t something a manager can take action on or is outside of the manager’s control.

The following will happen when an item’s unavailable for action planning:

  • Add will be greyed out on question lists and scorecards.
    scorecard and question list widgets with a column called action planning, whered it just says add on every row to correspond with the item displayed on that row
  • The Improve button will disappear from the focus areas widget.
  • When creating an action plan, you won’t be able to select the item.