Easy Launch Exit Survey

The ready-to-launch Easy Launch Exit Survey is designed according to Quantum Workplace's best practices, streamlining the process to start collecting valuable insights into your organization's culture and turnover. 

In this article: 

• Overview
• Requirements
• Getting Started
• Survey Details
• Confidentiality 
• Questions
• Participants
• Schedule
• Test and Review

 

Overview

Quantum Workplace has developed a ready-to-launch Exit Survey to introduce you to the survey tool and empower you and your organization to get started collecting valuable exit data right away. 

The Easy Launch Exit Survey is designed according to Quantum Workplace's best practices and streamlines the process to ensure you collect meaningful and actionable insights into your organization's culture and turnover.

This article is a step-by-step guide to guide you through the survey launch and answer any questions you might have throughout the process.

Requirements

• Available to admin users
• Available to Quantum Workplace customers with a start date of January 11, 2024 or later
  • All other interested customers- contact your CIM/CSM for more information

Getting Started

To launch an Easy Launch Exit Survey:

1. Click and expand Administration in the left-hand navigation menu 
2. Click Surveys & Pulses
3. Click Exit Survey [Easy Launch] to navigate to the survey's final Test & Review step and launch an in-app walkthrough 
4. Click and navigate to the Details step in the survey creator to change the survey name
5. Optionally, continue through the survey creator to review the information on each step
6. Navigate to the final step, Test and Review, and click Schedule Survey to launch and activate the Exit survey

The rest of this article reviews each step of the survey creator and explains Quantum Workplace's best practice settings for Exit surveys.

Survey Details

Review the Survey Details page: 

• A. Survey Name: Review and edit the survey name as it appears on the survey and subsequent communications. 
• B. Survey Type: Click and expand the drop-down menu to select the survey type
• C. About This Survey: Review and edit the survey description that appears when the survey is being completed
• D. Languages: Review and confirm the languages available to survey participants in addition to English
  • If you require a survey language not shown as an option, reach out to your CIM/CSM for assistance
• E. Action Planning: Enabled by default, Action Planning allows users and teams to create Action Plans and act on the survey analytics

Click Next to save any changes and continue to the next step.

Confidentiality 

Quantum Workplace's research has shown that nonconfidential lifecycle surveys have higher response rates on average. 

Admins meeting with employees for their exit interviews can use the Survey Notes feature to record notes and additional insights as they view the employee's survey responses. Learn more about Survey Notes.

• A. Confidentiality Options: The Not Confidential option is recommended to provide your organization with the necessary context to act on survey responses 
  
  • Learn more about survey confidentiality options
• B. Notified Admins: Optionally, specify the admin who should receive a notification when the survey is completed by an exiting employee

Click Next to save any changes and continue to the next step.

Questions

The Questions page displays all of the survey's questions. 

The Easy Launch Exit survey includes Quantum Workplace's best practice exit questions. It's recommended that these questions be kept in the Exit survey to enable trending data with other Quantum Workplace best practice surveys. 

• A. Add Questions: Add/manage questions included in your Exit survey based on your organization's strategic priorities
  • Refer to this resource for a list of additional Exit survey questions
  • Refer to this resource to learn how to create survey questions
• B. Preview Survey: View or share a preview of the survey as it currently exists via a distributable link 
• C. Survey Questions: A list view of every question currently included in the survey
  • Click the ⋮ icon for each question to edit or rearrange the order of questions

Click Next to save any changes and continue to the next step.

Participants 

On the Participants step, specify how exiting employees are invited to complete the Exit survey. Use one or a combination of the following options to configure how exiting employees are invited.

Contact your CIM/CSM if you have questions about the best approach for distributing your survey.

• A. Invitation Method: Select how survey participants are identified and invited to complete the survey
  • Invite Manually: Admins can manually invite users to complete the survey
  • Invite Automatically: Use an HRIS integration to automatically invite employees based on their exit date data; filter your audience further with demographics to include or exclude (Quantum Workplace Best Practice)
  • Invite with a Shareable Link: Organizations may opt for this option when they wish to embed the link in an internal email with instructions regarding the exit process; however, it's important to note that surveys completed via shareable links do not include automated email reminders, as set up in the Schedule step

• B. Access Survey By: Specify how invited participants can access the survey

  • Unique Link: Enabled by default for the Easy Launch Exit survey, allows participants to access the survey via the link in their survey invite email
  • Employee ID/ Unique Access Code: Use either of these options if your organization has a significant desk-less population
    • Employee ID: Participant enter their Employee ID to access the survey 
    • Unique Access Code: Participants enter a unique code to access the survey, e.g. [Last Name] + {Birthday Month/Day - mmdd]

• C. Invitations: Click View to see a list of all survey participants currently queued to receive a survey invitation

Click Next to save any changes and continue to the next step.

Invite Manually

By default, the Easy Launch Exit Survey is set up for admin(s) to manually add participants to the survey on an ongoing basis.

To manually add a survey participant to the survey:

1. Navigate to the Participants step
2. Click the ☐ icon corresponding to the Invite Manually card to expand additional options
3. Click Select Employees 
4. Identify the participant(s) in the Add Participants and click the ☐ icon corresponding to the invitee(s)
5. Click Add Selected
6. Optionally, continue editing the rest of the fields on the page
7. Click Next to finalize any changes

Invite Automatically

If your organization has set up an HRIS integration, consider automating survey invitations based on an employee's exit date. Automated surveys can also be targeted to employees who match specific demographics, such as voluntary exits only. 

Additionally, if your organization does not have a functioning HRIS integration in place, you can still launch your survey and automate the survey invitation process at a later date. To do so, return to the survey admin page, click on the survey's associated ⋮ icon, and click Automate this Survey.

To set up automated invitations:

1. Navigate to the Participants step
2. Click the ☐ icon corresponding to the Invite Manually card to expand additional options
3. Under Triggered By, select the Employee Exit Date option (Figure A)
4. Under Targeting, specify if automated invites should be sent to all exiting employees or limited to those who match certain demographics (Figure B)
   • Send to all employees: All exiting employees are sent an invite based on their exit date
   • Limit who is invited...: Exiting employees according to the included/excluded demographics are sent an invite based on their exit date, learn more
5. Click Next to finalize any changes 

Invite with a Shareable Link

Consider inviting survey participants with a shareable link if you would like to include the survey link in an internal email sent to employees with instructions regarding your organization's exit process. 

Note: Surveys distributed with a shareable link do not include automated email reminders, as set up in the Schedule step, and may lack demographic data.

To set up a shareable link:

1. Navigate to the Participants step
2. Click the ☐ icon corresponding to the Invite with a Shareable Link card to expand additional options
3. Specify if participants must log in or enter their employee ID to complete the survey via the shareable link
4. Click Next to finalize any changes

Schedule

The Easy Launch Exit Survey is set up as an ongoing survey with no survey close date, allowing you to observe and trend the survey data over time.

Another best practice configured in the survey is a 28-day window to complete the survey once the exiting employee receives a survey invite. This gives exiting employees the time and space to feel more comfortable in giving honest feedback, even after their departure date.

For employees who have not completed the survey, two reminders are scheduled three and six days after the initial invitation.

• A. Time Zone: Click Change Time Zone to update the time zone reflected in the survey setup
• B. Survey Invitations: Specify the time/date of the initial invite as well as the message that accompanies the survey invite
• C. Survey Deadline: Specify how long participants have to complete the survey following the initial invite
• D. Survey Reminders: Optionally, configure the time/date when reminders are sent to participants who have yet to complete the survey
  • Click + Add Reminder to create an additional reminder

Click Next to save any changes and continue to the next step.

Test & Review

From the Test & Review page, review the critical details of the survey and send test surveys to ensure the survey's accuracy before finally launching the survey.

Once the survey is launched and active, you will start collecting the insights needed to obtain a fuller picture of employee engagement and turnover within your organization.

Review the survey settings on this page before confirming and launching the survey.

• A. Test Mode: Optionally, click Send Test Survey to send a survey sample to select users as well as which message to be included
• B. Survey Details: Confirm the survey name, confidentiality settings, and preview the survey
  • Navigate to the Details, Confidentiality, and Questions timeline nodes to make any edits
• C. Survey Timeline: Confirm the survey's timeline and milestone schedule
  • Navigate to the Schedule timeline node to make any edits 
• D. Survey Participants: Confirm the employees currently queued to receive the survey invitation
  • Navigate to the Participants timeline node to make any edits
• E. Survey Distribution: Confirm how survey participants are added
  • Navigate to the Participants timeline node to make any edits

Click Launch Survey to launch and activate the Exit survey.