The first part of the solution was to reduce the number of clicks and make this a seamless process. Therefore, I opted to use a Microsoft form and embed the link in an invite with an automated nudge the week before to complete the form. This would solve the problem of getting access to the form and provide the timely nudge.

Next, I set up the automation so that once the feedback was submitted, I would have an email notification, and if the form wasn't submitted a day before the session, I would receive a nudge. This step could have been automated; however, I wanted to make sure it was a personalized message to maintain a good working relationship.

Once the feedback is submitted, I use a curated Copilot Agent to ideate a range of feedback questions to ask in the session. This process develops a list of targeted questions to discuss the apprentice's progression

After tracking 30 coaching calls, I found that I had to nudge 28 line managers to send their feedback before the session. 18 of these struggled to access SharePoint due to blocks.

This simple yet effective system achieved 16/16 line managers' feedback in the first two weeks. After discussing with them why this process was better, it came to light that the reason was quite simple: reducing the clicks and adding a nudge meant it was easier to submit feedback in the moment. Additionally, in terms of preparation, this process usually would take 45 minutes. I cut it down to 20 minutes, saving 3 hours of prep and chasing time across a full week of sessions.