This email template was created based on experience showing that most resistance and distrust during the introduction of a new performance evaluation system usually comes from the following concerns:
- Employees don’t understand the purpose – why they need to complete it at all
- Fear of broken anonymity – concern that their manager will know who said what
- Distrust of AI – what “telemetry” is and why the system is “monitoring” them
- Lack of trust in the scoring method – fear that it is subjective or manipulable
That’s why it is essential to communicate proactively, transparently, and clearly before launching the first evaluation cycle.
If colleagues understand how the system works and see that it is truly anonymous and fair, response rates and the quality of feedback will be significantly higher.
When and How Should You Send This Message?
Timing
- First rollout: Send this email at least 1–2 weeks before the first evaluation period starts
- Recurring evaluations: No need to resend every time, but it should be automatically shared with new hires
Communication Channels
- Email – the most important channel, as everyone receives it and can read it at their own pace
- Company meeting / all-hands – if possible, hold a short presentation (15–20 minutes) about the system
- Internal newsletter / intranet – publish the content there as well so it remains accessible later
Who Should Receive It?
- Everyone participating in the evaluation process (CEO, managers, employees)
How to Communicate About the System with Employees
1. Be Transparent and Honest
- Don’t hide anything – trust comes from clarity and openness
- If concerns arise, answer them specifically, not vaguely
(“Yes, it is fully anonymous – here is exactly how it works…”)
2. Emphasize Anonymity at Every Opportunity
- This is the most important topic for most people
- If doubts arise, clearly state that not even administrators can see who evaluated whom
3. Respond Quickly and Thoroughly to Questions
Common questions you can expect:
- “Is it really anonymous? Will my manager know?”
→ No. The system does not store individual identities. Only aggregated results are visible. - “Why does the system track how we fill it out?”
→ For fraud detection and to prevent manipulation of results. - “What if someone evaluates others maliciously?”
→ AI filters suspicious submissions, and results are calculated based on multiple evaluations. - “Why do we need to complete a self-evaluation?”
→ To compare how you see yourself versus how others see you – this is key for development.
4. Provide Support
- Assign a dedicated contact person (HR / admin) for questions
- During the first evaluation, be available (e.g. online meeting or chat support) so employees can get help immediately
5. Highlight the Positive Purpose
- Don’t communicate it as “mandatory”, but as “beneficial for you as well”
- Emphasize that this is not about punishment, but about development, fairness, and transparent career decisions
What NOT to Do
❌ Don’t launch the first evaluation without prior communication – it creates distrust
❌ Don’t be vague about anonymity – if there’s doubt, explain it in detail
❌ Don’t rush the process – give employees time to get comfortable with the system
❌ Don’t ignore feedback – if concerns arise, listen and respond
Sample Introductory Message for Employees
Dear Colleagues,
Our company is introducing a performance evaluation platform called Quarma360. This means that several times a year (typically 2–4 times), you will have the opportunity to give and receive 360-degree feedback about colleagues, managers, and yourselves.
What is a 360-degree evaluation and why are we using it?
A 360-degree evaluation means receiving feedback from multiple directions – not only from your manager, but also from colleagues, subordinates (if applicable), and through self-evaluation. This provides a much more objective picture of performance than traditional one-directional reviews.
Our goals are to:
- Create a more transparent and fair performance evaluation process
- Identify development opportunities
- Provide an objective basis for bonuses, promotions, and development plans
- Encourage constructive, meaningful feedback
How Will the Evaluation Work?
When an evaluation period starts, everyone will receive an email notification. After logging into the platform, you will need to complete the following tasks by a given deadline:
- Self-evaluation – assess yourself based on defined competencies (e.g. communication, problem-solving, teamwork)
- Peer evaluations – evaluate colleagues you work closely with
- Manager evaluation – if you have a direct manager
- Subordinate evaluations – if you are in a leadership role
Each question is answered using a scale (e.g. 0–7 or 0–100), allowing us to collect precise, measurable data.
Anonymity Is Guaranteed
This is extremely important: all feedback you provide is completely anonymous.
The system does not store information about who gave which specific answers. Only aggregated results are visible, and no one – not even management – can trace individual responses back to a person.
Self-evaluations are naturally not anonymous (since you are evaluating yourself), but all feedback received from colleagues, subordinates, and managers remains fully anonymous.
What Is Telemetry and Behavioral Monitoring?
The system uses AI-based behavioral monitoring (telemetry), which means it records certain technical aspects of the completion process, such as:
- Time spent on each question
- Number of answer changes
- Device type (desktop or mobile)
- Pauses during completion
Why does the system do this?
These data points do not contain personal information (it does not read text or analyze your actual answers). They are used for fraud detection and reliability checks.
The AI calculates a trust_score, filtering out submissions that are unrealistically fast, overly uniform, or potentially machine-generated. This ensures the results reflect genuine, thoughtful feedback and cannot be manipulated.
How Are Scores Calculated?
The final performance score is not a simple average. It is a weighted calculation based on several components:
- Self-evaluation (weight: 0.5x)
- Peer evaluations (weight: 1.0x)
- Subordinate evaluations (weight: 1.0x, if applicable)
- Manager evaluation (weight: 1.0x)
- CEO ranking (weight: 1.0x)
The system calculates a weighted average from the available components, resulting in a score between 0 and 100, which is then used for classification (promotion, bonus, development plans).
The AI also considers the reliability of submissions, so suspicious or low-trust responses have reduced impact.
What Happens After the Evaluation?
Once the evaluation period closes:
- Everyone can see their own aggregated score
- Managers can view results for their team members
- The system provides recommendations for promotion, development, or attention areas
- If enabled, bonuses are calculated automatically
What to Expect
- Email notification when a new evaluation period starts
- A clear deadline (usually 1–2 weeks)
- Completion time of approximately 10–30 minutes, depending on the number of evaluations
- Guaranteed anonymity
- Results visible only after the deadline
If you have any questions about the system or the evaluation process, please feel free to contact HR or the system administrator.
Thank you for your cooperation and for helping us build a fairer, more transparent performance evaluation system.
Best regards,
[Company Name / Management]