1. Check for accurate and unique contact information.
Each employee needs a unique email and/or mobile phone number to be included in the survey. We use the email or phone number associated with an employee to identify their response and group them correctly in the engagement report. It is important that the contact information is correct and unique so we know the right employee is completing the survey associated with their employee record.
As you compile the contact information for your employees, check for duplicate phone numbers or email addresses that are shared between employees and any incomplete information. These issues can cause an employee to not be included in the survey list.
2. Identify the best contact information for your employees.
- Corporate Email - If a corporate email is available, we recommend using that as the primary contact point for an employee. For corporate emails, we can make sure our invitation emails are correctly whitelisted to help improve the delivery rate. Organizations that use corporate emails typically see an 80% response rate from participants.
- Personal Email - If a corporate email address is unavailable, the next option we recommend is to use a personal email. We usually see a 60% response rate from survey participants that have a personal email.
- Mobile Number - If a mobile phone number is available, we can also send the survey invitation via SMS. Response rates for survey participants that only have a mobile phone is typically lower, at 50%. Our recommendation with mobile phone numbers is to include them along with an email address. We can send invitations to employees through both channels to help increase the survey response rate. More information about getting a great response rate is available here.
3. Include your Employee IDs
We track how groups of employees move from survey to survey and display this data in the Engagement Flow Chart. To identify employees that are included in subsequent surveys, we use unique IDs. This allows any changes to an employee, including grouping changes, to be tracked within the same employee record.
If you have employee IDs that you use to track employees, those can be included in the employee data list. That will help us match the employee records in our system with the employee records in your system as we manage changes to employee data for future surveys.
4. Add up to three groupings, birthdates, and hire dates
To report on employees and identify the areas of focus for your organization, we need to specify the groups that will be included in the engagement report. We present survey results for groups with at least five responses. These groups can be based on location, department, role, etc. More information on the best groupings for your organization is available here. In addition to the three groups you select, we also present results based on tenure using hire dates and generation using birthdates.
Note: Make sure you have employees included in the correct groups. To protect confidentiality of employee responses, we can't change employee groupings once a report has been created. Employee grouping changes must be done before the survey report.