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Plan and record an observation of a colleague's work

Schedule an observation, rate what you saw, agree actions and decide whether to share it.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

Observing work: planning, recording and sharing.

For managers and observers. You find it on the audit, under Development. An observation is kept internal until you choose to share it.

Steps

  1. Open the person's audit and the Development tab.
  2. To book one ahead, use Plan an observation and choose the date.
  3. After you have watched the work, press Record observation.
  4. Rate each part: Strength, Secure, Development needed or Not observed.
  5. Write what you saw, your feedback, and a summary with next steps.
  6. Add Development actions with owner and date.
  7. Choose how to share it, from Keep internal to Complete together.
  8. Save it. Press Close form when you finish.

If it goes wrong

  • Until you share, the colleague cannot see it. Keep internal is the safe start.
  • If you need to change a submitted observation, give a reason for the amendment.
  • A shared one waits for the colleague's response. It shows as awaiting them.
  • Do not record what you did not see. Mark it not observed.

How it links together

A shared observation appears on the colleague's own observations page. Actions you add show on the audit's development timeline. Ratings and notes stay with the observation. The colleague can reply, ask for a correction and sign, and each step is recorded with its date. Plan one ahead if you want the colleague to see it in their upcoming list.

Life of an observationIt stays internal until you share it.
  1. PlanDate booked
  2. RecordRatings and notes
  3. ShareYour choice
  4. ResponseColleague replies
  5. SignedFinalised

What you rate

The ratings cover preparation and planning, communication and relationship, meeting individual needs, safety and professional judgement, learning-plan outcomes, and values and ethos.

Sharing choices

  • Keep internal stays with managers.
  • Share for information shows it to the colleague.
  • Share and acknowledge asks them to acknowledge.
  • Share and request reflection asks for their reflection.
  • Complete together is for finishing it side by side.

The life of an observation

It moves from scheduled to submitted, then awaiting the colleague, returned with comments, awaiting the observer, completed and finalised. Both people may sign.

Amending and reopening

Amending needs a reason. So does reopening a finalised one. Both are recorded in its history.

Fair practice

Tell people beforehand that they will be observed and why. Give feedback soon after. Focus on the work, not the person.

Questions people ask

Does the colleague see it straight away?

No. It stays internal until you choose a sharing option.

Can I plan one before it happens?

Yes. Use Plan an observation to schedule it.

What if I did not see something?

Rate it Not observed instead of guessing.

Can I change it after sharing?

You can amend it with a reason. The amendment is recorded.

Who signs it?

The colleague and the observer can each sign. Their signatures are recorded with the date.

Where does the colleague respond?

On their own observations page.