Employee engagement and satisfaction survey delivery methods and best practices


Effective survey distribution is vital for gathering valuable insights from employees. Options like email, SMS, central workstations, QR codes, and paper surveys cater to diverse needs. While email suits PC users best, SMS offers an alternative for non-PC users without GDPR concerns. For those with GDPR challenges and no central workstations, printed QR codes are recommended. Luppa provides various delivery methods, with consultation from customer success manager ensuring optimal choices.


In today's ever-evolving workplaces, effective communication is the cornerstone of organizational success. Yet, navigating the complicacies of survey distribution can often feel like a labyrinth, especially when considering the diverse needs and preferences of employees.

Imagine this scenario: some employees lack access to email or computers, posing a significant challenge in ensuring equitable participation in surveys. 

This blog explores the complexities of survey distribution, particularly in organizations where traditional computer-based communication tools may not suffice. By examining a range of delivery methods, their advantages, drawbacks, and recommendations, we aim to empower organizations to make informed decisions in facilitating inclusive and impactful survey experiences for all employees.

Now, let's dive into the details.

Understanding the importance of effective survey distribution

Running surveys can be a powerful tool for organizations seeking valuable insights and feedback from their employees. However, the effectiveness of a survey hinges not only on its content but also on how it's distributed. Before going into the specifics of various distribution methods, let's underscore the importance of choosing the right approach tailored to the unique characteristics of your workforce.

In diverse workplaces, one-size-fits-all solutions rarely work. Imagine a retail associate on the shop floor or a manufacturing technician surrounded by machinery all day. These employees might not check their emails regularly, if at all. That's where different survey delivery methods come in handy. By offering options beyond email, organizations ensure everyone can participate and feel heard.

Effective survey distribution ensures that you reach your target audience, garner higher response rates, and gather actionable data to drive informed decision-making.

Survey distribution methods in detail

Let’s explore the best ways and practices that surveys can be distributed. By comparing the options available, you can compare which survey distribution model would be the most effective fit for your company.


Email distribution involves sending survey invitations and reminders directly to employees' business email addresses.


  • Easy implementation: This simplicity streamlines the survey administration process, saving valuable time and resources for HR teams.
  • Natural work environment: Email surveys seamlessly integrate into employees' daily routines, aligning with their established communication channels. 
  • Smart reminders: These gentle nudges serve as effective engagement boosters, enhancing survey completion rates.


  • Risk of emails getting lost in inboxes
  • Excludes employees without computer or email access: Email distribution alienates employees who lack access to computers or email accounts


SMS distribution entails sending survey invitations and reminders directly to employees' mobile phones via text messages. This approach leverages the widespread use of smartphones as a means of communication in modern workplaces.


  • Easy to implement: Implementing SMS surveys requires minimal setup and technical expertise, making it a straightforward option for HR teams.
  • High smartphone adoption: With a significantly high percentage of employees owning smartphones, SMS surveys offer broad accessibility and reach.
  • Semi-smart reminders: SMS platforms enable the deployment of semi-smart reminder systems, prompting employees to engage with surveys at opportune moments, thereby enhancing response rates.


  • GDPR compliance concerns: Utilizing private phone numbers for SMS surveys may raise GDPR compliance issues, necessitating additional consents from employees to collect and process their personal data.
  • Potential for inaccurate responses: There’s a higher chance of error or misleading answers due to typing mistakes or fast responses that may not have been thought through.

Central workstation

Central workstation distribution streamlines the survey process by providing a centralized designated location, equipped with a computer or tablet, where employees can conveniently complete surveys. Employees access their unique survey links at their convenience. Alternatively, organizations may opt for a more hands-on approach by assigning an employee, team lead, or student with a portable tablet to facilitate the survey process. This individual can personally invite employees to participate and assist them in filling out the survey as needed.


  • Digital solution: Despite the centralized nature, central workstations offer a digital solution for survey administration, ensuring efficient data collection and management.
  • Real-time analytics: Surveys conducted via central workstations allow for real-time data analytics, enabling organizations to promptly analyze feedback and derive actionable insights.


  • Dependency on central workstations: Implementing central workstations necessitates the availability of dedicated physical spaces within each location, potentially posing logistical challenges for organizations with dispersed workforce.

QR code - printed or home mailed

Both methods involve printing invitation letters containing survey QR codes and instructions on how to scan them. These letters are either hand-delivered in the workplace or sent by post to employees. Upon receiving the letters, employees scan the QR code with their personal devices and proceed to fill out the survey.


  • GDPR friendly: Ensures compliance with data protection regulations, safeguarding participant privacy.
  • Easy and free to use: Simplified process for HR administrators by integrating QR code generation with employee selection.


  • Complex organization and potential extra costs: Printing, distributing, and mailing letters containing QR codes can be logistically challenging and may incur additional expenses.
  • Requires smartphone access and respondent familiarity: Participation is limited to individuals with smartphones; those without access to a smartphone cannot complete the survey. Lower survey response rates may occur if respondents are unfamiliar with how to use QR codes. 
  • May be perceived as confusing: Especially by older generations or individuals less familiar with QR code technology.
  • Challenges in sending reminders: Reminding participants who have not yet completed the survey can be difficult.

Paper & pen

Using this method, paper surveys are printed and distributed to all employees.


  • GDPR friendly: Since no electronic data is involved, there are no data privacy concerns.ž
  • Accessibility: Paper surveys can be easily distributed to employees in various locations, including those without access to digital devices or emails


  • Organizational complexity: Managing and distributing paper surveys can be time-consuming.
  • Increased costs and time: Printing and distributing paper surveys incur additional expenses and time compared to electronic methods.
  • Delayed analytics: Processing paper surveys takes time, resulting in delayed access to survey data and analytics.
  • Potential for errors: Manual processing of paper surveys increases the risk of errors in data entry and analysis.


  • For PC users, we recommend utilizing email methods due to their simplicity and seamless integration into the natural work environment. This approach ensures that invitation links are easily accessible to employees and offers a variety of options for engagement.
  • For Non PC users and no GDPR compliance concern, the SMS option is a suitable alternative. The SMS option, much like email, provides a familiar means of communication. However, unlike email, it lacks the convenience of delivering invitation links directly within the recipient's natural work environment.
  • For Non PC users with GDPR compliance being a factor, we suggest implementing a central workstation solution. While slightly more complex, it offers real-time analytics without compromising data security.
  • Non-PC users with GDPR compliance challenges and no feasible central workstations, the printed QR code option stands as a powerful solution. It ensures GDPR compliance, provides real-time analytics, and eliminates extra costs.

Luppa and delivery methods

Luppa offers a comprehensive array of delivery methods, ensuring organizations can select the option that best aligns with their needs. With Luppa, you have the flexibility to choose the most suitable method for your organization's unique requirements.

Consultation with your dedicated customer success manager is key to determining the optimal delivery method tailored to your specific circumstances. For example, while email may be the preferred choice for headquarters teams due to its seamless integration into daily workflows, central workstations could be deemed more appropriate for manufacturing employees who may not have regular access to email.

Regardless of the chosen method, rest assured that your customer success manager will offer guidance on how to maximize its effectiveness, ensuring a smooth and successful survey deployment process.

Continue reading our blogs in order to learn more about employee engagement and concrete tools that provide you with help in employee retention.