Best practices for employee surveys - Step 13: Create a positive experience for respondents

Previous Steps
1. Determine Objectives
2. Select a data collection method
3. Get buy-in from managers
4. Develop the process
5. Create a schedule
6. Select a supplier
7. Develop the questionnaire
8. Get buy-in from stakeholders
9. Get buy-in from employees
10. Develop the invitation
11. Ensure a high response rate
12. Get candid responses

Step 13: Create a positive experience for respondents

In Step 12, we discussed how to get candid responses from employees. Here are 10 tips that will help ensure a positive experience for those who participate in the employee survey.

Invitation

1. Tell employees how long it will take to complete the survey. This should be included in the survey invitation. Be truthful. A maximum of 30 minutes should be the norm. If your survey exceeds this limit, find a way to pare it down.
2. Tell them why you are conducting the survey. This should also be included in the survey invitation. Focus on the benefits to them such as better communication, training, etc.
3. Send the invitation at a good time. The best times to email the invitations are typically: (1) Tuesday - anytime; (2) Wednesday - early in the day; (3) Monday - midday. The worst times are Fridays and weekends.
4. Send a reminder. Some people will take your survey right away. Others will need a follow-up email reminder with the survey link included. One reminder at the mid-point of the data collection period is best. Never send more than two reminder emails.

Questionnaire

5. Make surveys as short as possible. Eliminate non-essential “nice to know” questions and include only the critical “must know” questions.
6. Make questions clear and concise. Write the questions with the respondents in mind. Use as few words as possible. Avoid jargon. Make it crystal clear what you are asking. If a fifth-grader wouldn’t immediately understand the question, rewrite it.
7. Make responses as easy as possible. Used closed-ended responses (radio buttons and check boxes) whenever possible. Minimize open-ended and ranking/allocation responses.
8. Make the first page short and simple. Let respondents start answering questions right away. Don’t include detailed instructions on the first question. The quicker they can start responding, the more likely they are to complete the entire questionnaire.
9. Use a progress meter. Respondents typically like to know how close to completion they are as they work through the questions. Using a progress meter relieves anxiety and reduces the percentage of incomplete surveys.
10. Don’t force responses to questions that employees may be unable or unwilling to answer.

Bottom Line

Ensuring a positive experience for respondents is essential for achieving a high response rate and capturing thorough, honest feedback.