Choosing Demographics

Demographics are used to aggregate responses in to groups of people in your organisation structure.

AskYourTeam has four recommended demographics which are; Age, Gender, Length of Service and Level. These demographics are automatically set when you create a survey but can be excluded if not required.

It is possible for an organisation to select up to eight demographics in their survey.

Demographic Category examples

Age*
Gender*
Length of Service*
Level*
Department
People Leader
Ethnicity
Location
Employment Status
Role

Demographic Option examples

Department: Administration, Sales, IT, Customer Support, CEO, Finance
Location: Hamilton, Auckland, Wellington, Hawke’s Bay, Nelson, Otago
Employment Status: Full time, Contract, Part Time, Casual

Each Demographic can have as many options as required, providing that there is at least a minimum of five participants in each option. If there are less than five participants for any option the results will not show for that option, to ensure confidentiality is maintained.

Adding a Demographic Category/Option

Navigate to the Demographic Library
Click Add New Demographic
Enter Name of category and hit enter to save
Expand your new category, then click Add new demographic option

Use the ‘Drag and Drop’ motion to move the Filter Values in the order you want them to appear

How many participants need to be associated with an option in order to generate a report?

There needs to be a minimum of five people for each demographic option for a report to generate. You may need to rethink what demographics you use to be able to meet this requirement.

If you are unable to meet this requirement, with your permission we are able to lower the threshold to allow for this. There are also options to combine demographics to produce reports that will give you the same information.

Pre-populated Demographics/Options

Demographic options can be pre-populated in the template spreadsheet provided. This works by assigning a demographic option next to the participant name so when they come to take the survey their information is already in the system meaning they don’t need to select anything, they just begin the survey. You have the option to allow the participant to choose some, all or none of their demographics.

How will participants choose their demographics information?

When participants start the survey there will be drop down boxes at the top of the page (demographics), they will select the drop down and scroll down and select what option applies to them.

If the participant makes an incorrect selection, you can correct these at any point . Once the survey has closed, this change will need to be updated in the Participant Library also.

Go to My Surveys tab
Click the Participants button
Find the participant
Double click the option to change, make the correct selection

Same vs Different demographic options

You don’t have to keep the same demographics for future baseline surveys, however, when running a retest/pulse check these demographics will have to stay the same. This is so you are ensuring you are comparing ‘like for like’.

When running a new survey and a participant has changed their demographic ie. moved from the HR team to the Sales team, their results will remain in the HR team for the initial survey but when taking part in the new survey they will need to select the new team and their results will then become part of that team.

Pre-population of demographics: Advantages vs Disadvantages

Advantages of pre-population

All data matches the system you have pulled it from
Saves time checking the data at the end of the survey
Transparency within the organisation

Disadvantages of pre-population

Staff may question why they aren’t able to select their own
Data in your system may have not been updated