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Timelines, Status, and Reminders

Review cycles have deadlines and dependencies. Topicflow helps track who’s completed their reviews, who’s overdue, and what’s still needed.

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Review cycle timeline

A typical review cycle has several phases: 1. Setup (HR/People team)

• Define review period (e.g., Q1 2025)
• Select participants
• Configure review format
• Set deadlines

2. Self-reviews (employees)

• Deadline: typically 1-2 weeks
• Employees complete self-assessments

3. Peer feedback (if applicable)

• Deadline: overlaps with or follows self-reviews
• Peers submit feedback

4. Manager reviews (managers)

• Deadline: typically 1-2 weeks after self-reviews
• Managers write reviews

5. Calibration (leadership)

• Happens after manager reviews are drafted
• Ratings are aligned across teams

6. Review delivery (managers)

• Managers meet with employees to discuss reviews
• Reviews are shared in Topicflow

7. Follow-up (ongoing)

• Development goals and action items are tracked

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Tracking review status

Topicflow shows:

• Who has completed their self-review
• Who has submitted peer feedback
• Which manager reviews are complete
• Who is overdue

For employees: See whether you’ve completed:

• Your self-review
• Peer feedback requests

For managers: See which direct reports have:

• Completed self-reviews
• Had peer feedback submitted
• Had reviews written

For HR/People teams: See completion rates across the organization:

• Percentage of self-reviews complete
• Percentage of manager reviews complete
• Who is blocked or overdue

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Reminders and notifications

Topicflow sends reminders for:

• Upcoming review deadlines
• Overdue self-reviews
• Pending peer feedback requests
• Manager reviews not yet started

Customizable reminders Organizations can configure:

• How far in advance to remind
• How often to send overdue reminders
• Who receives escalation notifications

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Common deadlines and dependencies

Self-reviews before manager reviews Employees typically complete self-reviews first, so managers can reference them. Peer feedback before manager reviews Managers often wait for peer feedback to be submitted before finalizing reviews. Manager reviews before calibration All manager reviews need to be drafted before calibration can happen. Calibration before delivery Reviews aren’t shared with employees until after calibration (if applicable).

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What to do if you’re behind

If you’re an employee:

• Complete your self-review as soon as possible
• If you’re blocked, let your manager know

If you’re a manager:

• Prioritize overdue reviews
• Use Topicflow AI to speed up drafting
• If you need more time, communicate with HR/People team

If you’re HR/People team:

• Send reminders to overdue participants
• Offer support or extensions if needed
• Track blockers and escalate if necessary

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Best practices

Start early Don’t wait until the deadline. Self-reviews and manager reviews take time. Set realistic deadlines Give employees and managers enough time to write thoughtful reviews. Communicate expectations Make sure everyone knows what’s expected and when. Track completion proactively Check status regularly and send reminders to those who are behind. Use Topicflow AI to save time For both self-reviews and manager reviews, AI can help draft content quickly.

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What’s next