How and when to conduct effective employee engagement surveys


Conducting employee engagement surveys is essential for understanding workplace dynamics and fostering continuous improvement. This blog covers the importance of surveys, best practices for planning, administering, analyzing, and implementing survey results, and the optimal timing for different survey types. Effective surveys enhance employee satisfaction and engagement, leading to better organizational performance, but timing is crucial to capture accurate feedback and drive meaningful change.


Conducting employee engagement surveys is crucial for understanding and improving the workplace environment. By systematically gathering and analyzing employee feedback, organizations can foster a culture of engagement, transparency, and continuous improvement. 

This blog will guide you through the best practices for conducting engagement surveys, including the optimal frequency and timing for different types of surveys.

Why conduct employee engagement surveys

Employee engagement surveys are vital for understanding employee sentiment and enhancing organizational performance. As shown by Gallup studies, high engagement levels lead to increased productivity, better employee retention, and improved business outcomes. Regularly measuring engagement helps organizations identify areas for improvement, understand what drives employee satisfaction, and implement actionable changes.

Curious to learn more about how digital tools can take engagement to the next level? Check out our blog post to find out more.

How to conduct an effective employee engagement survey

There are four key stages to conducting an effective employee engagement survey: Planning, administering, analyzing, and implementing action plans.

Planning the survey

  • Management buy-in: Secure commitment from leadership to demonstrate the survey's importance.
  • Objective setting: Clearly define what you want to achieve, whether it’s improving workplace culture, reducing attrition, or fostering business growth. Survey type and administration: Decide on the type (Deep Dive, Pulse, Custom), and the best time frame for conducting it.
  • Communication: Inform employees about the survey's purpose and timing, ensure employees understand the anonymity and confidentiality of their responses and how results will be used to foster a more engaged, satisfied and productive workplace.

Administering the survey

  • Balanced frequency: Find a balance in survey frequency to maintain consistent results, track changes effectively, and ensure the efficiency of action plans without causing survey fatigue.
  • Pre-survey communication: Notify employees about the upcoming survey and encourage participation through leadership advocacy.

Analyzing the results

  • Data analysis: Ensure a large enough sample size for statistical significance. Look for trends in the data, both company-wide and within specific segments, units, teams or demographics. Using a tool such as Luppa can streamline this process by automatically generating insightful graphical representations.
  • Benchmarking: Compare current results with past data and/or market and industry benchmarks to gauge progress and areas needing improvement. Benchmarking your results across markets and industries with Luppa empowers your organization with valuable insights and puts your current employee satisfaction and engagement data in context.
  • Segmentation: Analyze data by employee groups to understand specific needs and challenges better.

Using survey results to implement changes

  • Action plans: Develop action plans based on survey feedback to address identified issues.
  • Transparency: Share key findings and planned actions with employees to maintain trust and demonstrate that their feedback is valued.
  • Continuous improvement: Regularly review and adjust your action plan based on ongoing feedback to ensure continuous improvement.

When to conduct employee engagement surveys

Timing plays a pivotal role in the success of employee engagement surveys. Whether you're planning a thorough deep dive, opting for quick pulse checks, or creating a customized survey, conducting surveys at the right times can significantly enhance response rates and the quality of feedback received.

Many organizations opt for annual Deep Dive employee surveys to avoid survey fatigue, but this infrequency can sometimes be counterproductive. In recent years, HR managers have realized that conducting only annual surveys might be insufficient for their organizations to track trends. Instead, they are opting for shorter pulse surveys throughout the year, combined with an annual more extensive survey, Deep dive.

On the other hand, frequent Pulse surveys can effectively reduce survey fatigue while still providing insights into the status of your employee engagement without overwhelming your team.

So, what's the ideal timing and length for your survey, you might ask? 

We’ve compiled our best practices and tips just for you, designed to simplify your job and maximize the effectiveness of your surveys. 

Keep in mind: It's essential to align with your organization's natural rhythms and avoid periods of low engagement. 

Deep Dive

Deep dive provides comprehensive insights into employee satisfaction and engagement by covering numerous factors spread across 12 essential dimensions.

Conduct the survey annually or biannually to gather detailed feedback that serves as a foundation for long-term strategic planning.

Use Deep Dive to create a baseline for employee satisfaction and engagement, identify areas needing significant improvement, and develop action plans that translate into concrete steps.


Pulse is a shorter, more frequent survey designed to track employee satisfaction and engagement trends regularly that provides ongoing insights into how employees feel about their work environment, allowing for timely interventions and adjustments. 

As it is less 'burdensome' for employees than Deep Dive, helping to maintain high response rates and minimize survey fatigue, conduct Pulse monthly or bi-monthly to keep a regular check on employee sentiment and to quickly identify and address emerging issues.

Custom surveys

Custom surveys allow you to create tailored questionnaires targeting specific audiences or areas within your organization. This flexibility is ideal for addressing unique challenges or evaluating specific initiatives.

Conduct Custom surveys as needed, particularly after implementing new policies, technologies, or processes, or during specific projects that require targeted feedback. 

Use them to gain insights into particular aspects of the organization, such as the effectiveness of new training programs, employee satisfaction with new equipment, or feedback on recent organizational changes.

Key strategies for effective survey timing

Here are some key considerations to ensure the best response rate and valuable feedback:

  • Avoid peak business, holiday months or annual leave periods: Conducting surveys during these times can lead to lower response rates and less thoughtful feedback as employees are often preoccupied.
  • Optimal periods: In-between quarter-end months are ideal for gathering more thorough responses and at the beginning of the week - Monday or Tuesday.
  • Consistency: Conduct the survey within the same one-month period every year to ensure comparability of results.
  • Post-major changes: Significant organizational changes such as mergers, buyouts, new management, or periods of layoffs and low productivity can heighten employees' sense of uncertainty. Conducting surveys during these times shows a commitment to addressing concerns and re-engaging the workforce.
  • Regular intervals: Frequent, smaller surveys (like monthly Pulse surveys) can help maintain a continuous feedback loop without overwhelming employees.


Effective employee engagement surveys are not just about collecting data but about fostering a culture of open communication and continuous improvement. 

By carefully planning, executing, and following up on surveys, organizations can significantly enhance employee satisfaction and engagement, leading to better overall performance and a healthier work environment.

The timing of these surveys is crucial. Whether opting for extensive Deep Dive, regular Pulse or custom surveys, conducting them at the right times ensures capturing the true sentiment of the workforce. Avoiding peak business or holiday months, maintaining consistency in survey timing, and conducting surveys after significant organizational changes are key practices to maximize participation and gather meaningful insights.

In essence, the ‘how’s’ and ‘when’s’ are critical in shaping the success of employee engagement survey, allowing organizations to adapt, improve, and thrive in today's dynamic work landscape.

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