Skip to main content

How to promote your survey

AskYourTeam Help CentreCreating & managing surveysSurvey communications and notifications

How to promote your survey

People can't take your survey if they don't know about it! So it's important to start planning how you're going to create awareness and promote your survey before it launches and while it's active.

Here are 5 tips to help set you up for success.

1. Provide pre-survey communication

Great communication is essential to achieving healthy participation rates. And the earlier your communication begins, the better!

For example, we recommend bringing managers and team leads on board before your survey goes live, so they can support and encourage workers to take part.

Let participants know the survey is coming up and why you're running it. To reach as many people as possible, make sure to choose the communication channels that work best for your organisation.

Some examples might include:

  • emails from the CEO, General Manager or Managing Director

  • eNewsletters

  • Slack, Microsoft Teams, Yammer and similar internal chat channels

  • your intranet

  • posters

  • WhatsApp and Facebook Messenger

  • team meetings and briefings

  • question and answer sessions

Not sure what to say? Take a look at our guide key messages for survey communications.

2. Include a QR on posters and handouts

A QR code (Quick Response Code) is a black and white barcode. This barcode is a machine-readable label that contains information that contains a web address that will direct participants to your survey.

Participants just point their Smartphone camera at the code and tap the button to access the survey.

QR codes are unique to your survey and organisation. This means all workers at your organisation can use the same QR code, making it perfect for posters and handouts.

Access your QR code

To access the QR code for your survey:

  1. Go to the Surveys page

  2. Find the survey you want to create a QR code for.

  3. Select the three dots on the survey card and select Edit.

  4. (For AYT lite customers) Select Download QR code under Share public link and QR code.
    (For regular customers) Select Settings. Then select Download QR code under Generate public link and QR code.

Test your QR code

If you want to test how it works, try pointing your Smartphone camera at the QR code on screen.

Having trouble?

  • Check your settings: Make sure that you have the Scan QR Codes feature enabled on your Smartphone. Open Settings and tap Camera. Then make sure Scan QR Codes is enabled.

  • Unsupported phone: Some older phones may not support QR codes. In this situation, encourage workers/participants to share phones or offer an alternative such as emailing or texting the survey URL to then.

3. Place posters in high-traffic areas

We recommend A4 to A3 size posters and focusing on areas that many people pass through or spend time in.

You can put posters up in:

  • cafeterias, lunchrooms or breakrooms

  • lifts

  • entry and exit ways

  • bathrooms (including the inside cubicles)

  • foyers

  • smoking spots.

4. Generate a kiosk link

You can generate a kiosk link to use on shared tablets or computers. These devices are a great way to ensure everyone can access your survey. For example, if they don't have a Smartphone.

The kiosk link changes the survey-taking process slightly. So when someone finishes the survey, it automatically returns to the survey start screen after 10 seconds. This protects the previous user's responses and ensures the survey is ready for the next person.

We recommend placing kiosks in high-traffic areas but angled in a way that keeps the screen as private as possible. This helps participants feel more comfortable giving their honest opinions.

5. Review participation regularly

It's important to check participation rates while your survey is running. We recommend doing this regularly to check your communication plan is working. This will give you time to make changes if participation is low.

You can monitor participation in two ways:

  • Participation Report: Use this report to find out how many people have taken your survey and the distribution of responses during the survey period.

  • Participation Tracking: If you're inviting specific people to your survey via your participant library, use this report to find out who has completed their survey. Participant Tracking is not available for all surveys, for example, Patient Voice or Ethical Voice.