Selecting the demographic groupings of your employees that will be included in your engagement report is an important part of the survey process. The right groups will allow you to understand what areas of your organization are engaged and what areas you need to focus on to take action. This involves having the right sized groups that represent the key parts of your organization. Follow these four tips to find the best strategy for which groups to include in your employee census. We've also included an example of employee groups that you can download at the end of this guide.
1. What group types are the best for my organization?
Consider the key areas of your business where you have benchmarks or where the business would feel an impact if employees are struggling with disengagement. Are employees at different locations or offices? Are there different lines of business that impact the employee experience?
Also consider groups from the perspective of your employees. Part of the Emplify process is giving employees the opportunity to provide solutions through SmartPulse. You want employees to be able to identify with the groups that are used so they can offer insight on how to improve engagement. Think through these questions: How do employees see themselves in the organization? Where would they identify problems or opportunities?
We always report engagement by tenure as well as generation which means we need:
- Date of hire
- Birth date or birth year
You also have the ability to select up to 3 additional group types to report on. Some common group types we recommend including are:
- Location (i.e. "HQ," "home office," or actual building or city names)
- Role (Note: while this group type can provide valuable insights, creating groups from job titles may lead to a lot of groups with fewer than 5 employees to report on. Rather than using specific job titles, which can be unique, group employees by type of work (e.g., Office, Field, Executive, Manager, non-Manager, etc.)
- Compensation Type (i.e. salaried, hourly, non-exempt, variable comp, etc.)
2. Get data you can act on
Think through the structure of your organization and the best way you can work with employees to take actions that will improve their engagement. Along with selecting group types, you want to make sure you have the right group sizes. Getting the right distribution between groups is key, as you want group sizes that are large enough that working with those employees will have an impact on engagement at your organization. You also want to avoid a group that is so large that it’s difficult to take action or make a difference for the employees that are involved. We recommend consistent sizing between groups. This will help to get the right size groups that allow your actions to improve the engagement for your employees. Many customer see high value by having 6-10 employees per group.
3. Don’t miss out on Insights
To protect employee confidentiality, we only share results for groups where 5+ employees responded. This means that a group needs to have at least 5 employees in it to be able to view engagement results.
A 100% response rate for a single group is not always typical, and small group sizes can lead to groups where there aren't enough responses to present results. Think through the contact information you have for your employees, and plan your group sizes based on expected response rates.
- Corporate Emails: With a typical response rate of 80%, a minimum group size of 7-8 should be large enough to receive 5 responses.
- Mobile Phone Numbers or Personal Emails: If you are primarily sending the survey link to employees through mobile phone numbers or personal emails, we recommend having a minimum group size of 10-12 as we usually see a lower response rate when communicating via these channels for several reasons.
4. Use the flexibility of filters
Viewing the results of two overlapping groups may provide additional context and insight on engagement in your organization. For example, a department at location A may have different engagement challenges than the same department at location B. Rather than creating groups specifically for these areas, the filter functionality in the portal allows you to "stack" groups. This allows you to use the group types more intentionally and then use filters to analyze your results further within the Emplify portal. Learn more about filters here.
- Do: Create groups that accurately represent the key areas of your business. Use the filter functionality in the portal to combine group data for further insights.
- Avoid: Getting too specific by combining groups in your employee census. Allow the filter functionality to help you see this data.