Survey Notifications and Internal Communications
Great survey communications are essential to help achieve the best participation rates and buy in from management, so they support and encourage staff to take part. Planning considers what to communicate, the timing and appropriate channels.
What notifications will participants receive?
Invitations - participants will receive an invitation from the system with a link to take the survey at the scheduled start time and date of the survey. This could be deliver through email, SMS, or a passcode can be generated for them.
Reminders - if survey reminders have been set (you can set up to 2 of these under the Communications tab when managing the survey), a reminder will be sent on the scheduled date/s to all participants who have not yet completed the survey (i.e. those who are showing status Not started or In progress).
Manual reminders - you can send a reminder manually from the system. This can be done in the Participant tracking section.
System access - assigning someone system access (Account Manager, Account Administrator, Report Viewer or Survey Administrator), an email will be sent with login information and instructions.
System notifications - an Account Manager, will receive notifications of surveys set up by other users, extensions to survey end dates, and also when a survey ends.
What internal communications should be considered?
HR/OD Team/CEO to all participants
An introductory email letting people know the survey is happening
Why you are using AskYourTeam
Dates the survey will open and close
Commitment to future pulse checks or retests
Promise of an action plan/what you will be doing with the results
Thank you email to your team for participating
If you are new to AskYourTeam, here are some key message suggestions leading up to your initial baseline survey to all staff
We’re introducing a new way of asking for feedback from you using a continuous involvement tool called AskYourTeam. At the ‘coalface’, you know what’s working well and also what’s working less well at {Organisation}. I am sure that you have some great ideas of how we can make {Organisation} an even better place to work. So, to kick us off, the first survey will run from {X to Y Date Month}
What and why?
AskYourTeam is a business survey platform that will enable us to identify what’s working well at {Organisation} and also what we need to improve.
We are interested to find out both how you feel and what you think about various aspects of working at {Organisation}. Your honest feedback is critical in helping to make {Organisation} a great place to work.
It’s an important opportunity for you to have your say and share the ownership of what happens at {Organisation}. We value everyone’s contribution.
The survey covers many different aspects of our business such as culture, leadership, continuous improvement, internal communications and business processes.
We will be sharing the results with you and will involve you in putting together an action plan for our team.
We are then able to retest our improvements using the AskYourTeam system at any time to see if these initiatives are making a difference. If they are not, we can then course-correct swiftly.
How does it work?
If you have a {Organisation} e-mail address, you will receive an invitation via email to click on a link to take the survey. If you do not have a {Organisation} email address, you will be invited to use a laptop/pc/tablet during working hours and will be logged in to take the survey online using a unique passcode.
There are a set of ‘rated’ questions designed to give a full picture of how {Organisation} is doing. You will simply click on an emoticon that represents your response to each question.
There are also some questions asking you for a written response using a free text box.
Your responses are completely confidential - Individual responses cannot be linked to you at either {Organisation} or AskYourTeam.
You’ll just need to ensure you don’t include any text that identifies you, if you want to stay anonymous, as we do see these comments verbatim.
The survey will take around X minutes to complete.
Demographic reports are available when five or more people from each team respond. If your team has fewer than five people, the results will be rolled up to the next level. This ensures responses remain anonymous.
Results will be used to both identify reasons to celebrate at {Organisation} (i.e. what is working well?) and to help to plan improvements, at both team and organisation-wide levels. You may/will also be asked for your ideas on how to improve areas relevant to you.
Results will be shared with everyone once we have reviewed the feedback.
What next?
You’ll receive an email from AskYourTeam first thing on {Day Date Month} giving you a link to the survey.
Those of you with no email will be allocated a time slot to come into the office and complete your survey on a work laptop/pc/tablet.
The link in your email is personal to you and populates our demographics for reporting (we can assure you we still cannot see your individual results but this helps with our analysis after the survey)
The survey will remain open until {Time Day Date Month}.
We will use the system throughout the year for regular pulse checks on actions taken to ensure that we are tracking in the right direction and also to continually involve you in the decisions we make.