Reflections are the cornerstone of Koan and function to help teams collaborate around goals and to collect data to track and report on goal progress. We have a series of pre-set reflection questions set for you, but you can turn these default questions off if you wish and you can also add your own questions. Keep reading to learn more!
Accessing Your Team's Reflection Settings
To make any changes to your team's reflection questions (or reflection schedule), you will need to be a team manager or admin (on paid plans). To get to the team's reflection settings, you must go to Team Settings > Reflections.
Once you access your team's reflection settings, you will see options to turn default questions on or off, create your own reflection questions, and set your reflection notification schedule.
Turning Off Default Reflection Questions
Right out the box, we'll ask your team four essential questions to get down to the bottom of all progress, priorities, and problems that your team should know about. We will also ask for a brief summary of your week.
We suggest that you keep these questions in your reflection because they help to give your teammates more context into your weekly progress; however, you do have the option to turn most of these default questions off. You can turn them off by switching the On/Off toggle to the right of the question you wish to turn off.
Note: The default question "How are we tracking towards our key results?" is not customizable, and this will be asked in all reflections. This question cannot be turned off because it is essential in the collection of OKR metrics and confidence rating updates.
Creating Your Own Reflection Questions
Koan allows you to create your own custom questions to ask your team. These custom questions can be used to replace the default reflection questions or can be asked in addition to them. You can choose for your custom questions to be recurring or to only be asked one-time.
To create your own reflection questions you will select the Add question icon. Then an Add Question window will appear to help you customize your question.
In the Add Question window, we will give you some options for customizing your question. You can select your Response type (checkboxes, radio buttons, yes/no, list, or text) and you can also select the Frequency (if you want the question to be recurring or just asked once). If you choose for your question to only be asked once, the responses to that question will be saved for that week for historic purposes, but the question will never be asked again.
Once the custom question is saved, it will be added to the top of the list of reflection questions. You can drag and drop to reorder it wherever you like.
Note: You will see that the Add Question window has a time frame listed as the Current Period. The time period listed is when the change you are making will go into effect.
Depending on when in the week you choose to update your reflection questions, they may not go into effect until the following week. If the reflection 'period' has already started (typically mid-week), meaning that the new reflections are public for the team to fill out early, your updates will not go into effect until the next week of reflections. Because of this, we suggest that you make your reflection updates early into the week (or late into the week prior) to ensure that they become active when you want them to.
Custom Question Best Practices
At Koan, we highly suggest that you create custom reflection questions to maximize the value of reflections and to increase engagement for your team. There are two main ways to do this:
Create a team-specific reflection question that gathers project or department-specific data. This is typically a recurring question and function to help customize the reflection for your team's projects and needs. This question can be asking about a departmental win, a reflection on a specific project, etc.
Create one-time ice breaker questions that improve reflection engagement and increase team bonding. This is likely a series of one-time questions that you change on a weekly basis. Having fun or silly question helps to alleviate the reflection experience and also motivates teammates to complete their reflections as well as to read and engage with teammates' reflections so that they can see their colleagues' answers.