tl;dr:
Clear communication is essential for effective employee satisfaction surveys. It starts with announcing the survey well in advance and explaining its purpose, ensuring employees feel safe sharing their feedback. After the survey, it’s important to present the results transparently, expressing gratitude for employee contributions and highlighting both strengths and areas for improvement. Finally, sharing concrete action plans based on feedback reinforces trust and demonstrates commitment to change, ultimately leading to a culture of continuous improvement within the organization.
Introduction
When it comes to employee satisfaction surveys, clear communication plays a key role in their success. It helps employees understand the purpose of the survey and feel comfortable sharing their honest thoughts. When employees know their feedback matters, they are more likely to take part and be honest, resulting in better and more useful information. This blog will cover important practices for communicating during every stage of the survey process, like explaining the goals of the survey, sharing results openly, and making changes based on employees' feedback.
Initial communication
Good communication practices are best implemented from the very start. Begin by announcing the survey ahead of time, preferably during an All Hands meeting where everyone can attend. If that's not an option, use your internal communication tools to spread the word. Just make sure to get this information out at least 5-7 days before the survey starts. Companies that announce the survey well in advance typically have a higher response rate than the ones who announce it last minute.
To help employees understand the importance of the survey and encourage their participation, it’s important to explain the following points:
- Importance of the survey: Explain that this survey is a key chance to improve employee satisfaction and make tangible changes. Every organization has its challenges that need addressing, and employees should know that their feedback is crucial for spotting and fixing these issues. Understanding this can really help boost the response rate.
- Survey process: Outline the steps involved in the survey, so employees know what to expect. Provide details on how the survey will be conducted and how long it will take to complete it so they can plan their time accordingly.
- Technical details: Clearly communicate the delivery method chosen by management, whether it be email, SMS, or paper and pencil, and provide instructions on how to access the survey. It's also important to specify the start and end dates for the survey period, ensuring employees know when to participate. For more information on effective survey distribution methods, check out our full blog here.
- Anonymity: Assure employees that their answers will remain completely anonymous. When people feel safe sharing their thoughts, they’re more likely to provide honest feedback. Make it clear that the data will only be reviewed at the group level to maintain their trust and that there is no way to “drill down” to their specific answers. For more tips on keeping surveys anonymous, visit our blog on this topic.
- Call for honesty: Encourage employees to be as honest as they can. While it’s nice to receive high ratings, getting to the heart of any real issues is even more important.
- Post-survey activities: Inform them that the intention is to develop specific action plans based on the survey results. If they know how their feedback will be used, they’re more likely to participate. Being transparent about future actions can help increase response rates, as well as the chance to receive real and honest feedback.
Communicating the results
Start by deciding whether to present the results by department, for the entire organization or both. Showing results by department helps employees see how their team is doing and how they fit into the larger goals. Sharing results at the organizational level creates a sense of unity and shows that everyone is in this together. Additionally, it's important to separately present results to management and individual team leaders, as this ensures they understand both the challenges and strengths specific to their teams.
Before communicating the results, make sure that you, or whoever is communicating the results is in the right mindset. It can be hard to hear some of the answers, and you may not agree with it all, but it’s crucial to create a safe and respectful environment during the presentation of the results. Don’t fall into the trap of “looking for a culprit” and “who said what”. Employees should never feel as if they made a mistake in saying something in the first place. Instead, make room for an open dialogue and try to be impartial, without interfering with your personal opinion.
When talking to the employees, start by thanking them for their honesty and the time they took to participate. Showing appreciation helps them feel valued and encourages them to continue giving feedback. Be open, honest and objective about the survey results and don’t distort them. Celebrate the results you are happy with and give importance to the ones that could be better. Employees need to know that their feedback matters and has been considered. Highlighting the organization's strengths and pinpointing areas that need improvement gives everyone a clear picture of where things stand. This transparency builds trust and shows that the organization is serious about making changes.
Communication of action plans
Once you’ve discussed the survey results, it’s important to share the specific action plans that have been created based on employee feedback. This communication should happen at both the company-wide level and within individual departments. Clearly outlining these plans shows employees that their voices matter and that the organization is committed to addressing the issues they raised. It’s also a good opportunity to highlight any progress made throughout the year. By discussing these action plans regularly,, you can reinforce the importance of their feedback and keep the momentum going. This approach not only demonstrates accountability but also promotes a culture of continuous improvement within the organization. When employees see that their feedback leads to real change, it will boost their morale and encourage future participation in the surveys.
Bonus tips
- Exclude certain groups: Consider not including CEOs, board members, or new hires in the survey. Executives may have different perspectives that can skew the results, and new hires may not have enough experience to provide valuable feedback. For employees on notice, consider how their feedback might differ. While they may provide honest insights, their responses could also be influenced negatively by recent experiences which in turn can affect the results.
- Survey duration: Allow the survey to remain open for two weeks, and start sending reminders after the first week. If the survey coincides with holiday periods, extending the duration up to four weeks may be beneficial.
- Follow-up reminders: Since not all employees may participate, be proactive in encouraging them to complete the survey. Use your organization’s communication channels for reminders, keeping the tone friendly and motivating. Consider using the survey tool to send automatic reminders to those who haven’t participated.
- One-on-one approach: For employees who may be hesitant to participate, a one-on-one discussion can help. Encourage HR or team leaders to speak with them directly, highlighting the benefits of the survey and addressing any concerns.
Conclusion
In summary, conducting an employee survey relies on clear communication at every step. Letting employees know about the survey in advance and explaining why it matters encourages more people to join in. Assuring them that their responses are anonymous and showing how their feedback will be used helps build trust and honesty.
After the survey, it's important to thank employees for their input and share the results openly. This shows that their opinions are valued and highlights both the strengths of the organization and areas that need improvement. Sharing specific action plans based on their feedback shows commitment and responsibility.
By following these steps, you can create a continuous cycle of feedback and action that improves employee satisfaction and benefits the whole organization.
Are you ready to begin the journey of boosting employee engagement and satisfaction through digital tools? Let’s make it a reality! Connect with our expert team today, and together, we’ll create a roadmap to your organization’s success. Reach out for a personalized consultation and take the first step toward a more engaged and satisfied workplace.
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