Upward feedback at the Federal Statistical office of

Upward feedback at the Federal Statistical office of germany Workshop on Human Resources Management and Training Budapest, 5 September 2012 © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods”

Agenda § History and context of upward feedbacks at Destatis § Aims § Implementation § Communication and the challenge of data protection § Follow-up process § Lessons learnt © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 2

History and context (I) History of upward feedback § First round: Oct 2001 until Jan 2003 (external service provider) § In 2003: upward feedback as one module of the first human resources development concept § In 2009: leadership behaviour identified as a main focus of attention for future staff satisfaction surveys § Implementation 2011/2012: Human Resources Development & Institute for Research and Development at Destatis supported by a project team © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 3

History and context (II) Context § Structural information about the Federal Statistical Office § Roughly 2, 500 active employees (incl. around 260 superiors) § Different educational backgrounds and functions within four service categories (ordinary service, intermediate service, higher intermediate service and higher service) § Destatis operates in three locations © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 4

Aims § Provide superiors and employees with a formalised opportunity to broach the issue of cooperation § Positively influence the working atmosphere employees § Get the chance to communicate their individual perception communication superiors Receive assistance § to question their own leadership behaviour § to address changes systematically © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 5

Implementation § Survey in five stages, top-down from President to lowest level of superiors, head of sections (field phase nearly 6 months) § Most employees evaluated two superiors § Online questionnaire § Self-assessment questionnaire § Job tenure of at least three months required © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 6

Communication & data protection (I) Communication § Communication plays major role in processes of change § Measures: § Flyers, posters and give-aways for all employees § Around 30 one-hour informative meetings held at all office locations § Own website including FAQ on the Intranet © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 7

Communication & data protection (II) Employees do not want to be identified in their individual feedback Superiors need to be assured of receiving their individual results for their own Comprehensive data protection measures High(er) participation & honest answers Upward feedback as an instrument of support, not of control © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 8

Communication & data protection (III) Comprehensive data protection measures, for example… § user name and password => no connection to name, superior or organisational unit § no statistical information collected from the respondents § aggregated answers in all final reports: at least 5 respondents per superior and item § Human Resources division could neither access individual data nor individual reports (individual results provided only for the respective superior) © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 9

Follow-up process 1 Workshops for preparation 2 One-to-one coachings 3 Team-workshops § obligatory for all superiors with at least five staff members § led by an external advisor § obligatory for all superiors § in current workplace 4 Meetings within the departments => Controlling of participation © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 10

Lessons learnt § External support for first round advisable § High amount of preparation § Questionnaire and evaluation system should not be bought ready-made § Continuous and comprehensive communication (data protection!) § Follow-up measures important and helpful § Evaluation necessary for future rounds © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods” 11

Thank you for your attention! Katrin Dorka Phone: +49 611 75 2502 Email: katrin. dorka@destatis. de www. destatis. de © Federal Statistical Office of Germany, Sections “Human Resources Development” and “Questionnaire Pretesting, Data Collection Methods”