Experience shows that survey response rates are maximized when employees hear about it from the top executive. So here is some copy that the President/CEO can borrow from as a guide for announcing the "why" and "when" of the survey to all employees.
Before Initial Survey
I believe that you and our people are the most critical component to our success. You produce the [products and services] that we deliver to our customers every day. We need to understand what’s important to you and how you are really doing at work. Perhaps I have some blind spots. If so, knowing these will help us create an environment where you can perform your best and thrive.
This is why we’re doing an employee engagement survey on [date/time]. Here’s what’s in it for you:
- It is short – it takes 6 minutes to complete
- It is safe - conducted and controlled by a 3rd party (Emplify) to ensure trust and 100% confidentiality – no individual results will be available to anyone here (not even me), so please be honest and candid
- We will act - this is not just an exercise. We intend to share company-wide result trends as well as prioritize and act
- You will receive an email in your work account or a text message from Emplify on [date/time] inviting you to participate by clicking on the survey URL
- You will have 5 business days to spend the 6 minutes to complete the survey
- A couple weeks later some employees may be asked by Emplify to share anonymous comments on a couple specific engagement areas
Thank you for your willingness to give us your input and help us all have a more engaged experience at work.
Before Additional Quarterly Surveys
Thank you for taking the employee survey conducted by Emplify in October. Based on those results, Emplify then asked employees in some locations to anonymously tell us more about an identified weakness, and I read every single comment. During this I sometimes felt [like a bucket of ice was dumped on my head, but it's good to know the truth]. Here’s how we are acting on your collective feedback:
I appointed a committee comprised of [leadership and factory employees] to prioritize actions based on the comment themes
One key action is a [change to how overtime is assigned]
Another key action is a review of [our evaluation process with the goal of making it more consistent]
Our final action is building a [mentoring program for factory supervisors to become more effective managers]
Some of these actions take time to do well. We will finish them. While we work them out, it’s time for survey [#2]. We will build a habit of doing this multiple times per year. We do this so we can tell if our in-process actions are working as well as to understand if anything else comes up since we are in a time of [high growth and industry change.] I’m asking you to stick with me on this and spend another 6 minutes on a survey no matter if you feel work is going well or poorly. If you don’t, we won’t know how to help and get better together. I’m paying attention.
Survey [#2] is coming from Emplify on [January 22] via text and/or email, so please watch for it. Please direct any other survey-related questions to [HR at ____].
Thank you for your continued trust and commitment,
Consider disseminating these messages via email, memo, text, in a face-to-face meeting, or posted in break rooms. We recommend that this happens about 4 business days before survey launch.
For secondary layer communications, send managers a 2-bullet point communication 2 days before survey launch so they can tell their teams face-to-face that the survey text/email invite is coming from Emplify.
For employees who are suspicious and worried about trust with surveys, refer them to our Survey 101 for Employees article that directly addresses survey confidentiality. Remind them to be honest in their responses, otherwise the company will spend good time and money on bad data. This is a “help me help you” relationship.