Create and assign actions

You can create and manage actions when your survey is active or closed. Creating actions is an important part of the Ask, Listen, Act, Measure framework. It helps to build trust and boost morale by showing participants that you're doing something with the feedback they've provided.

Actions can be assigned to any user within your account with the following roles:

• Account Administrator
• Account Manager
• Survey Administrator
• Report Viewer.

Create an action

There are a few places within the platform that you can create actions:

• Actions section: On the Actions Dashboard or Actions list.
• Survey reports: From any report or the Actions tab.

To create an action, select Create action from any of the locations listed above. Then enter the relevant information. Some fields may be prepopulated or not required depending on where you create the action from in the platform.

Survey title

Enter the survey this action belongs to. This will be pre-populated if creating an action from the survey report's section; otherwise, select it from the drop-down or enter the survey name.

Category or question it relates to

Select whether the action relates to a Category or Question. If it's not related to a specific question or category, select Neither.

If you select Question, you will be given a choice to write your own action or use suggested actions. If you choose to use the suggested actions, a list will be displayed which you can choose. Suggested actions will not be listed if you have selected multiple questions.

Tags

You can use tags to filter actions by themes, teams or other words that are useful to your organisation.

Assignee and Owner

The Assignee is the person responsible for completing this action. Select Assign to find the person you want to assign. Remember they must be a user in the AskYourTeam system to show in the list. If you need to create someone as a user, take a look at our guide: Add, edit and delete users.

The Owner is the person creating the action. Sometimes the Assignee and Owner might be the same person.

Deadline

When does this action need to be completed by? Consider when you want to retest key questions in your survey so you can measure progress. You want to give the assignee enough time to progress their action and embed any changes in the organisation. Add the deadline using the date selector.

Action title and description

Enter an Action title which is clear and describes what it's about. Then enter a description to include any more context useful for the assignee.

Checklist

If you've got a complex action, it can be a good idea to use a checklist approach. This allows you to break it down into smaller tasks, which can also be assigned due dates.

Attachments

If there are documents that would be useful to the assignee, you can upload up to 10 attachments of 20MB each. Supported file formats include: .csv, .pdf, .docx, .doc, .xlsx, .xls, .png, .pptx, .ppt, .txt, .rtf, .jpg, .jpeg

Once you've entered this information, select Create. This will save the action and notify the assignee by email that an action has been assigned to them.

Duplicate an action

If you want to set up the same action for multiple assignees, you'll need to duplicate the action. To do this make sure you're in the Actions section, on the Actions list tab. Then find the action in the list, select Duplicate and change who it's assigned to.

Edit or review actions

To edit or review actions, make sure you're in the Actions section, on the Actions list tab. From there, follow these instructions:

Edit an action

To edit an action:

1. Select Edit on the right-hand side of the action card.
2. Make your changes.
3. To save your changes, click out of the box you were editing.

You can't edit or delete comments associated with any action.

Review an action

To review an action, select the action card. This will display the action information along with the status and comments that have been added to it.

Monitor progress towards actions

It's important to keep an eye on progress towards actions, as you want to give people assigned a chance to embed changes before the next retest is due.

The best way to monitor progress is in the Actions section.

You can use the Actions dashboard and Actions list in this section to help you monitor progress towards actions:

• across all your organisation's surveys, or
• for a specific survey (apply filters to do this).

Actions dashboard

This gives you a snapshot of progress. It shows the total number of actions and a breakdown of their status: Not started, In progress, Completed, Overdue. There is also an interactive bar chart which allows you to see the spread of actions by Category, Assignee or Survey.

Actions list

This tab contains a list of all actions created. Each action is represented by a card that when selected, will load a page with all the information related to that action. This will help give you some context on the scope of the action and whether or not the assignee might need more time to complete it.

Export a list of actions

To export a list of actions, make sure you're in the Actions section, on the Actions list tab.

Then select Export CSV to export actions either:

• across all of your organisation's surveys, or
• for a specific survey (apply filters first before exporting).