May
01
2008
Best practices for employee surveys - Step 4: Develop the process
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Posted by: Todd Hollander in Employee Surveys
Previous Steps
1. Determine Objectives
2. Select a data collection method
3. Get buy-in from managers
Step 4: Develop the process
In this step, you should document what is required to move from this point to a successful completion of the project, including:
- Each significant activity
- The sequence of the tasks
- A brief description of each task
Although one might argue that this process should be developed prior to getting manager buy-in (Step 3), in most cases it is premature to lay out the entire survey process until the senior decision-makers have bought into the concept.
Staffing
This is a good time to consider which of your colleagues you will enlist for the project. My strong suggestion, based on years of experience, is to avoid the temptation to form a committee. Too many times I have seen the research “broth” spoiled by too many “cooks” on a cross-functional team. Although it is highly important to get the buy-in of all of these stakeholders, trust me: this is not the time to engage them. Wait until Step 8.
So who should be involved? At this point, if you are the owner of the process, I recommend that you enlist the assistance of only one or two enthusiastic, capable colleagues. Keeping the team small and nimble will pay multiple dividends.
Example
For a typical employee survey, the process might look something like this:
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Activity
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Description
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1. Identify possible suppliers
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Short-list suppliers that seem like a good fit
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2. Request quotes
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Get estimates (not firm bids) from 2 or 3 suppliers that seem like the best fit
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3. Review quotes
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Compare quotes from suppliers. Follow up with each regarding questions or clarifications
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4. Request proposals
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Request firm bid from one or two suppliers
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5. Select supplier
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Make selection, inform supplier, schedule kick-off
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6. Kick-off call or meeting
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Meet with supplier to plan path forward, determine contents of survey
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7. Prepare invitation list
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Compile list of potential respondents
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8. Draft questionnaire
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Send first draft of questionnaire
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9. Draft invitation
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Develop email to invite employees to complete the survey
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10. Revise questionnaire
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Refine and revise questionnaire as needed
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11. Get buy-in from stakeholders
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Review questionnaire with relevant managers. From each, get either approval or suggested revisions
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12. Finalize questionnaire
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Make and approve any additional changes
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13. Program survey
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Program online survey
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14. QA testing
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Comprehensive Quality Assurance testing of survey programming
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15. Test-drive
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Pre-test online survey before potential respondents are invited to participate
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16. Get buy-in from employees
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Announce upcoming survey, communicate purpose and benefits
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17. Invitation
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Send email invitation to potential respondents
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18. Data collection
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Respondents complete online survey
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19. Analysis & reporting
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Cross-tabulation, statistical analysis, and comprehensive report
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20. Review results with supplier
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Review draft report
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21. Finalize report
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Make any necessary changes prior to internal distribution
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22. Present results to management
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Review results, implications, and recommendations
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23. Take action
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What will we do differently based on results? Include objective, actions, implementation plan, metrics for success
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24. Repeat survey
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Repeat employee survey measure success
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Bottom Line
A clear, comprehensive, documented process is a critical component of an effective employee survey program.
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