Communication Plan

How to Create an Employee Survey Communication System

An employee survey is an important part of your overall business plan. After you choose your Proactive Insights survey, you must implement a communication system that communicates the overall plan and goal of the survey. You must communicate this to your managers and leaders within your company. Differing from the communication during the survey, this system allows you to explain your intentions before the survey.

There are two key components to the employee engagement survey. These include top communication and respect or trust for your employees and between them. Before the survey is given, you can build a roadmap of communication and trust with your employees. If you are able to conduct these two key components, you can increase your overall response to your survey.


Before the Survey

Your Senior Leadership should meet together to form a group:

1. Your top leader should meet with the rest of the senior leadership within the company to discuss the survey and what will make it succeed. You should discuss your plans as well as what you wish to achieve. Your top leader should also discuss his or her capabilities and why they are doing what they are doing. They should discuss why it is important.

2. An outline should be created of the survey process with expectations for each milestone achievement.  You should give each leader and department a separate responsibility that will allow them to manage at their own level. Each group should have their own important role in the survey process. Also make sure they understand their support.

3. Make sure your team is along for the ride and understands the overall benefits to the survey. Once everyone is on the same page, you will be able to achieve greater results.


Make it Known: The Intro Email

In order for your employees to be ready and willing to take the Proactive Insights survey, you must make it known to them prior to the survey start date. This email should be personal and give all the important details that employees need to know. We offer a variety of email examples and templates that you can access from your customer dashboard after logging on. You can choose the best time to send this out given your company’s overall needs and survey timeline. Here is a sample email plan you can follow for guidance:

1. In your email, you should announce the survey and when it will start. Also give other important dates such as when the survey closes and when you expect them to be finished. This will make sure your employees know start to finish.

2. Make sure you explain the reason behind the survey.

3. Then, explain the results process and how they will be able to see the results after the survey.

4. It is important that the employees know that you respect their answers and they will remain anonymous. This is important to employees to be able to share their thoughts without worry of repercussions. Your employees will thank you.

5. Make sure it does not come off as boring and nonchalant. Your employees deserve to know the benefits of the survey and just why you are conducting it. Although "employee satisfaction" is important, it may come off as annoying and a brush off to the real reason. Allow yourself to go into detail and do not spare any. Any information you can give to them will allow them more to go off of when they complete the survey. Make sure they know just what to expect.


After the Survey

Once you have received all of your surveys and the employees are finished, it is time to begin going through the results and communicated them back to your senior leaderships and employee system. Make sure you are prepared to take action of the results. Your employees are waiting for you to take action and show some initiative with their answers to the survey.

1. Let your employees know you are thankful for their support and their time to answer the questions. Let them feel appreciated and let them know you have listened.

2. Let your employees know if you met any goals. For example, if you had a 100% return rate, let them know. If you met a certain goal to do with answers, let them know. It will make them feel happy with their contribution.

3. It is important to keep the communication positive and upbeat. If the answers were negative, it is still important to keep the peace between you and your employees. Allow yourself to show happiness throughout the end process.

4. If the results WERE negative, make sure you let your employees know that you need to work on some things. However, also make sure they know you are trying your best to come up with solutions to the issues they recognized. You need to be aware of the situation and the plan you may need to implement in order to achieve the best results.


Result Sharing

Once you have communicated the end of the survey to your employees, it is now time to begin the result sharing process. This part can be difficult depending on the amount of results or the positivity or negativity of them. Allow yourself plenty of time to gather the much needed information before you give the results. Leading your employees astray will result in negative implications for the future. Proactive Insights offer a number of final reports you can share, including employee reports (where the narrative comments have been removed).

1. Do not lie. Make sure you stay honest and concise when sharing the information and results. Sugar-coating the answers will lead to disrespect from your employees by being disheartening to their needs and wants. It’s also best for your action plan if you remain honest.

2. If there is quite a bit of negativity, don’t only show that side. Give both the positive and the negative. However, if the negativity is overwhelming, make sure they understand the seriousness of the issue and what you will be doing to try and fix it. You need to keep a high degree of seriousness when giving your results.

3. If one certain department is having a worse issue than others, do not single them out. Keep a balance between the departments when you give the results.


Create an Action Plan

After you have discussed the results with your employees and your team, it is time to create an action plan to help dissolve problem areas and better the company for the future. You must decide if you wish to allow your employees in on the process or use your senior leadership to help you first. Take your company’s size and plan into consideration when making your decision. Remember, Proactive Insights provides you with an action plan upon conclusion of the survey. The action plan is titled “Intelligent Recommendations” and is provided to you from your customer dashboard.

1. Communicate your action plan with your leaders. Make sure they understand what routes you took and why you took them. Make sure they are on the same page as you and are available to give their input when needed. You need your leaders now more than ever.

2. Before you communicate to all of your employees, speak with the managers of each department first and foremost. Make sure they too have an action plan to carry out the main plan. Allow them to set goals that will help them achieve the overall goal. Give them time to adjust before having to manage the rest of the employees as well.

3. It is best to communicate the action plan when you share the results. This will be a positive advantage to an otherwise negative situation. Allow yourself time to go over the results and create an action plan to fix the issues that arise.

4. Create much needed structure within your action plan.

5. In order for your employees to survive burn out, make sure you have smaller goals that can be achieved easily and quickly. This will allow your employees to see some positivity in the beginning stages. This can be positive to your overall game plan.

6. Also create larger goals that will take time to achieve. Once these milestones are accomplished one at a time, reward your employees with positivity.


The Follow-up

Once you implement your action plan, you should not stop there. Allow yourself time to follow up with issues that you are working on to see the impact after your action plan. This will allow you to change things if needed or to see the good work that is being implemented. Schedule regular meetings with your leadership and have each department meet as well to discuss the current status. You can conduct company meetings as well to discuss the issues if needed. Keep each department accountable by following up with them to gauge their success. As part of the follow up, consider deploying the Proactive Insights Online Anonymous Suggestion Box. This is a great stepping stone to show you are still listening to your employees.


The Follow-up

It is important to understand that you may need to repeat the employee survey process later on. This can be used to gauge progress and see if there are any new issues to take care of. In some cases, a follow-up survey can be conducted if many changes are being made. Remember to stick to this plan when engaging your company in an employee survey. Don’t forget the Proactive Insights Xpand surveys – as part of the follow-up process. Xpand is a series of targeted, online employee engagement surveys. Each survey focuses on just one specific engagement driver.

1. Xpand Communication (Opinions Matter)

2. Xpand Professional Development (Learn & Grow)

3. Xpand Meaningful Work (Progress)

Each Xpand survey drills deep into the engagement driver of your choice. Through a series of precise and detailed probing questions, our surveys explore critical areas within each driver that are known to be catalysts for disengagement. With hundreds of dynamic reports, you will be able to measure and analyze details. You will also be provided with a comprehensive general report with actionable recommendations.