3-4 Week Survey Launch Guide: Recommended Timeline

In this article: 

• Checklist for a Successful Launch
• Signature Three-Week Timeline
• Signature Plus & Premium Four-Week Timeline

Checklist for a Successful Launch

The following is a list of decisions and points of consideration for your organization prior to launch an Engagement survey with Quantum Workplace. Best practices and recommendations are included to help guide you in the process.

Platform

• Do you want to set up an HRIS integration to keep employee data up to date?
  • An HRIS integration is recommended to decrease the administrative burden of maintaining employee data in the system, learn more about HRIS/HRMS Integration Basics
• Do you want to set up Single Sign-On (SSO) to allow employees to automatically log in to Quantum Workplace using the login credentials they already use within your organization?
  • SSO is recommended to allow employees to easily login using their existing credentials, learn more about Single Sign-On (SSO)

Engagement Survey

• Who will be involved in the survey implementation?
  • Survey Implementer: Employee who manages the implementation, this will require them to set time aside each week to prepare for the survey launch
  • HRIS IT Contact: Employee who manages the HRIS integrations
  • Support Contact: Employee to redirect questions to if Quantum Workplace's Support team receives questions directed to your organization, e.g. an employee questioning why they were not invited to the survey
• Survey Name: [Organization Name] [Year] Employee Engagement Survey
• Internal Communication Plan: Employee Survey Communication Toolkit
• Survey Invite & Reminder Text: Sample Invitation & Reminder Messages for Engagement Surveys
• Minimum Response Threshold: The minimum number of responses to show survey results
  • A minimum response threshold (min-N) of five is recommended to ensure employees feel comfortable sharing honest feedback; this allows responses to be aggregated within a larger group, fostering trust in the process and improving the overall quality of feedback, learn more about the Minimum Response Threshold
• Survey Questions: Quantum Workplace's Recommended Engagement Survey Questions
• My Engagement Report (ME Report): It's recommended to enable the ME Report for survey participants, learn more about the ME Report
  • Note: The ME Report requires the survey to use Quantum Workplace's recommended survey questions
• User Demographics: Understanding the User Data File
• New Hire Cutoff Date: A cutoff date of 60 days prior to the survey launch is recommended
• Survey Invitation Methods: Consider how employees will receive their survey invitations, options include:
  • Email with unique links
  • Employee ID or custom password via kiosks
  • SMS Text Messages (additional fee)
• Survey Schedule: It's recommended to keep surveys open for two weeks with a minimum of three reminders, learn more about recommended timelines for surveys
• Manager Access: It's recommended to give all managers access to their team's results; Quantum Workplace's research shows that when employees can have productive conversations with their team about survey results, they are 4.1x more likely to say their organization takes effective post-survey action, learn how to configure roles and visibility
• Scheduled Key Meetings:
  • Welcome Call
  • Kickoff Call
  • Survey Design Call
  • Admin Analytics Training
  • Manager Analytics Training (Premium Customers)
  • Insights Presentation (Signature Plus and Premium Customers)
• Best Places to Work Contest Submission: Optionally, submit your Engagement survey data to participate in the Best Places to Work contests, learn more about the different contests