Employee Engagement Surveying Best Practices
Introduction
Let’s face it—nobody wakes up thinking, “Oh boy, I hope today’s the day I get to take another workplace survey!” But here’s the thing: when done right, employee engagement surveys are the unsung heroes of a thriving workplace. They’re like the awkward friend who always tells you the truth, even when you’re not ready to hear it.
And yes, surveys work. In fact, organizations with highly engaged employees see a 21% increase in profitability, according to Gallup. So, if you’re not surveying your team, you’re leaving valuable insights (and money) on the table. Let’s dive into how to make surveys not just another checkbox but a game-changing tool for your company.
Ask the Right Questions (and Keep It Short, Please)
We all know the agony of a never-ending survey. If it feels like a college entrance exam, nobody’s finishing it. The key is to ask meaningful questions that get to the heart of what you want to know.
Best Practices:
Stick to 9 minutes or less.
Use scales (e.g., “On a scale of 1 to 5, how valued do you feel at work?”).
Throw in an open-ended question or two for the deep thinkers in the room.
Fun Fact: One platform, Qualtrics, reported that companies using their engagement surveys saw a 50% increase in response rates when they kept surveys under 10 minutes.
Anonymity Is a Non-Negotiable
Want the truth? Make it safe for employees to spill the tea. Surveys need to feel like a judgment-free zone, where employees can say what they really think without worrying about repercussions.
Example in Action:
A study done by performyard cited that 75% of people are more likely to fill out a survey that is anonymous. Surveys that aren’t anonymous can be a waste of time because employees won’t mention the things that are making them unhappy. Without honest answers, the survey is useless.
Choose the Right Timing and Frequency
Why It Matters:
Sending out a survey during a company-wide crunch time is like asking someone about their happiness mid-tax season—it’s not going to end well. The timing and frequency of your surveys can influence participation rates and the quality of feedback. Over-surveying can lead to burnout, while poorly timed surveys may not capture accurate sentiments.
Best Practices:
Survey Regularly, But Not Excessively: Conduct surveys annually or biannually to track trends over time without overwhelming employees.
Avoid Peak Stress Periods: Steer clear of high-stress times, such as project deadlines or end-of-quarter rushes, to ensure employees can provide thoughtful responses.
Time It Strategically: Distribute surveys during periods when employees are likely to be more reflective, such as after a major initiative or company-wide change.
Fun Fact: Timing surveys effectively and avoiding times where employees have a lot going on (like end of quarter or during a big launch) can increase responses. Culture Monkey reported this as one of the best practices for achieving response rates of 70%-90% and indicates that your workforce is actively engaged in providing valuable feedback.
Boost Participation Rates (use a little humor)
Why It Matters:
Let’s be real: surveys can be dull. Lighten the mood with a little humor. A funny email or quirky subject line can go a long way toward making surveys feel less like homework. A low response rate can render survey results unreliable and unrepresentative of the workforce. Encouraging widespread participation ensures a comprehensive view of employee sentiment.
Best Practices:
Communicate the Importance: Share the benefits of participation, such as driving positive changes within the organization.
Use Multiple Channels: Promote the survey through email, internal communication platforms, and team meetings to maximize reach.
Incentivize Participation: Consider offering small incentives, like gift cards or a company-wide celebration, to motivate employees to complete the survey.
Analyze Data Effectively
Why It Matters:
The true value of an engagement survey lies in how the data is interpreted. Effective analysis helps uncover trends, pinpoint problem areas, and identify strengths.
Best Practices:
Segment Responses: Break down results by department, tenure, or other demographics to identify trends and variances across the organization.
Look for Patterns: Identify recurring themes in open-ended responses to understand underlying issues.
Compare Against Benchmarks: Use industry benchmarks or past survey results to gauge performance and progress over time.
Take Action on Survey Results
Why It Matters:
It is important to show employees the value of their feedback. Failing to act on survey results can demoralize employees and reduce trust in future surveys. Employees need to see that their feedback leads to tangible changes.If you’re not closing the feedback loop, you’re teaching people that their opinions don’t matter.
Best Practices:
Share Key Findings (even the tough ones): Present high-level results to employees in a transparent manner, highlighting both strengths and areas for improvement.
Develop an Action Plan: Create a roadmap to address identified issues, including specific goals, responsible parties, and timelines.
Follow Up Consistently: Regularly update employees on the progress of initiatives stemming from their feedback, reinforcing the value of their participation.
Fun Fact: A manufacturing company called Unilever was able to decrease employee turnover by 15%, in just one year, after they took action from data they analyzed in a survey sent out to 10,000+ employees. The survey revealed a critical disconnect between staff and management, but the company acted on this data and was able to outperform competitors and grow their revenue as a result.
Iterate and Improve the Process
Why It Matters:
Engagement surveys should evolve alongside the organization. Continuously refining the process ensures that surveys remain relevant and effective.
Best Practices:
Collect Feedback on the Survey Itself: Ask employees about their experience completing the survey and use their suggestions to improve future iterations.
Test New Formats: Experiment with shorter pulse surveys or focus groups to supplement annual surveys.
Stay Current with Trends: Monitor HR best practices and technological advancements to enhance your surveying strategy.
Conclusion
Employee engagement surveys don’t have to be a drag. With clear goals, smart questions, and a sprinkle of humor, they can transform your workplace for the better. Just remember: the survey is only the first step. The real magic happens when you use the results to make meaningful changes.
I know firsthand the power surveying can have on an organization. In 2020, I was honored to receive an Innovation Award from UKG for using their Employee Voice platform to revamp our Performance Review process. That initiative led to an 8% decrease in attrition—a tangible reminder that listening to employees isn’t just good practice; it’s a game-changer.
After all, a happier, more engaged team isn’t just good for morale—it’s great for business. So, what are you waiting for? Start surveying like a pro, and watch your workplace thrive.
Works Cited
Qualtrics, https://www.qualtrics.com/experience-management/research/tools-increase-response-rate/.
“Anonymous Employee Survey: The HR Guide.” PerformYard, 10 April 2024, https://www.performyard.com/articles/anonymous-employee-survey. Accessed 29 November 2024.
Kailash. “Impact of employee survey participation rate in measuring engagement.” Culture Monkey, 2023, https://www.culturemonkey.io/guides/measuring-employee-engagement/challenges-in-measuring-employee-engagement/impact-of-survey-participation-rate-in-measuring-engagement/#7-best-practices-to-improve-engagement-survey-participation.
Psico-smart Editorial Team. “How do employee surveys impact employee engagement and retention rates?” https://psico-smart.com/en/blogs/blog-how-do-employee-surveys-impact-employee-engagement-and-retention-rates-156943#:~:text=Take%20the%20case%20of%20the,their%20competitors%20in%20revenue%20growth.
White, Angela. “20 Employee Engagement Statistics You Need to Know.” HR Cloud, https://www.hrcloud.com/blog/20-employee-engagement-statistics-you-need-to-know. Accessed 21 November 2024.
