How Can You Distribute a Questionnaire?
Distributing questionnaires is all about timeliness, simplicity, and ease of access. For a workplace survey, these things matter even more. It’s often hard to get responses from a variety of employees, particularly if your company has a lot of blue-collar workers without offices or company emails. But keeping a pulse on non-desk employees is just as important, if not more important than in office settings where workers are far more accessible in person.
But how do you even do such a thing? That’s what we hope to help you with through this article. We’re going to discuss employee survey distribution, as well as some survey distribution methods that will make accessing a survey easier for your whole staff. But first, let’s address an arguably more important question…
Why Is Distribution of Questionnaires Important?
Survey distribution matters because how the survey’s delivered will determine who responds, when, and ultimately how useful (or useless) your survey data is. And in the words of 15Five, “sending a poorly-executed survey is worse than not surveying at all.” But what makes a “poorly-executed” questionnaire is not just about the questionnaire itself. It’s also about the way you send it to people.
What are some factors that make or break a survey’s execution? Here’s just a few to consider:
- Surveys that only reach certain people, like those with a company email, aren’t good surveys; they only give partial representation of your workforce.
- If some people get the survey way sooner than others—for example, desk employees before non-desk employees—the late recipients will feel like an afterthought.
- Using survey platforms that are clunky, confusing, or difficult to access ensures that most won’t even bother taking it. This goes double for any employees without access to a work computer.
Beyond these factors, non-desk employees often suffer from survey fatigue, leading to low engagement and skewed data. Overcoming these challenges requires thoughtful strategies tailored to their needs.
Understanding the Challenges
Non-desk employees present unique obstacles when it comes to effective communication and feedback collection. Limited internet access is a significant hurdle—many of these workers don't have regular access to company email or intranet systems. They rely on traditional communication tools like bulletin boards or face-to-face meetings, which aren't conducive to quick and efficient questionnaire distribution.
Survey fatigue is another major issue. When employees are bombarded with frequent or lengthy surveys, they're less likely to participate, leading to low engagement and skewed data. Overcoming these challenges requires thoughtful strategies tailored to the needs of non-desk employees.
What Is the Best Way To Send a Questionnaire?
When distributing surveys in the workplace, there are a number of methods companies use: email, physical copies, and in-person interviews are just a few ways. But statistically speaking, the best method is one that does not get used often enough: text messages. While many employers may not think to use text messaging, here are some facts that show why texting works better than even email:
- Reward Gateway reported that 83% of non-desk employees do not have access to a work email, so if you send out a survey through email, you’ll likely only get responses from desk employees.
- Text messages are far more likely to be read than emails. According to Inc. Magazine, as few as 20% of emails are read. On the flipside, 98% of text messages are read.
- Even for office workers, email is often too inundated to see a survey. Templafy reported that the average office worker receives 121 emails daily. Conversely, 99 Firms found that the average person only sends and receives 32 text messages a day—almost four times less.
What Are the Advantages of Questionnaires Through Text?
Using a text-based platform like Yourco for workplace surveys brings a lot of benefits. Here are a few:
- Accessibility | The most important part of surveying is sending out questionnaires in a way that reaches everyone you want to participate. This is where many workplaces drop the ball: they pick methods that favor one group of workers, often unintentionally. For example, some companies distribute surveys via email and miss anybody who doesn’t happen to have access to a computer or company email. Survey distribution platforms like Yourco help with this problem by operating via text, meaning you can send out surveys to any worker who has a phone.
- Simplicity | One of the biggest advantages of questionnaires is you can get a quick, in-the-moment pulse for someone’s thoughts on a topic—for example, how engaged they are at work. But you will only get these kinds of responses if your survey is simple to take. Even having to click more than one link adds a barrier that some may not pass through. Consider using a platform like Yourco, which can text the survey directly to the person’s phone. Even if you send your survey out en masse, each person only sees their responses. For each worker, the conversation looks like a single text conversation between them and their employers. What’s more, Yourco now has built-in poll functionality that you can use to send a poll directly to employees without using any third party survey tools. By keeping surveys concise and timely—aiming for a completion time of 5 to 10 minutes—you reduce the likelihood of survey fatigue. Simplifying question formats by using closed-ended questions like multiple-choice or rating scales makes it easier and quicker for employees to respond. Implementing skip logic and branching ensures employees only see questions relevant to them, enhancing engagement and data quality.
- Timing | Since many companies have workers with different shift schedules, those who work at the same time as the leadership team tend to be more informed—and to get information when they are working. Conversely, night shift workers may get updates while they are off the clock because it’s during the “work day” for their counterparts. Surveys are no different in this case, but that’s why Yourco offers the capability to schedule messages. With Yourco, third shift workers will get the survey when they’re on duty—and you don’t have to stay up until 2AM to send it.
Ensuring Anonymity and Building Trust
Creating an environment where employees feel safe to share honest feedback is vital. Ensuring anonymity not only encourages openness but also builds trust within your organization.
Importance of Anonymity in Gaining Honest Feedback
- When employees know their responses are anonymous, they're more likely to provide candid feedback without fear of repercussions. Anonymity reduces social desirability bias—the tendency to answer questions in a manner that will be viewed favorably by others.
- Higher response rates are another benefit. Employees are more inclined to participate when they trust that their privacy is protected.
Fostering Trust Through Transparency
- Transparency about how survey data will be used is crucial. Clearly communicate the purpose of the survey and how the feedback will drive improvements. Sharing results and the actions taken demonstrates a commitment to positive change, reinforcing trust.
- Implementing robust confidentiality policies and providing opportunities for anonymous follow-up questions can further solidify trust. Consistency in these practices encourages ongoing participation and honest dialogue.
Segmenting Surveys for Higher Engagement
Personalization is a powerful tool in increasing survey engagement. By segmenting surveys based on role, department, or location, you make the content more relevant, which encourages participation.
Tailoring Surveys to Specific Employee Demographics
- Role-Based Surveys: Customize questions for different job levels. For example, frontline employees might be asked about day-to-day operations, while managers could focus on leadership support. This targeted approach acknowledges the unique experiences of each group.
- Departmental Focus: Each department faces its own challenges and successes. Tailoring surveys to address these specific areas can provide insights that are immediately actionable. Department-specific questions yield more meaningful data.
- Location-Specific Questions: For organizations with multiple locations, consider the cultural and regional differences that may impact employee experience. Adjusting surveys to reflect these nuances ensures feedback is contextual and applicable.
Utilizing Yourco’s Segmentation Tools
Yourco offers robust features to enhance survey distribution:
- SMS-Based Surveys: With a 95% read rate within 90 seconds, texting surveys ensures high visibility and quick engagement. This is especially effective for non-desk employees who may not have constant email access.
- Targeted Messaging: Customize notifications so that only relevant employees receive specific surveys. This prevents survey fatigue and keeps engagement high.
- Two-Way Communication: Yourco supports individualized, private responses, encouraging honest feedback while protecting employee anonymity.
- Inclusivity for Non-Desk Workers: Reach employees without regular computer access by leveraging mobile-friendly survey distribution, ensuring everyone has a voice.
By leveraging these tools, you can deliver more relevant surveys that resonate with your employees, leading to higher engagement and more accurate insights.
Leveraging Automation for Increased Completion Rates
Automation can significantly enhance survey completion rates by streamlining the follow-up process and ensuring timely reminders without adding to your workload.
The Role of Automated Follow-Ups
- Automated reminders are a game-changer in boosting response rates. They ensure that surveys stay top-of-mind without requiring manual intervention. For instance, automated reminders can increase survey response rates by up to 50%.
- Automation also saves time and reduces errors, allowing your team to focus on analyzing results rather than administrative tasks.
With platforms like Yourco, you can automate survey distribution and follow-ups via text messages, ensuring that your non-desk employees receive and complete surveys efficiently.
Improve Your Survey Process With Yourco
If you’re wondering how to distribute a survey online to your workforce, check out Yourco: a two-way communication platform that operates through text messaging. With Yourco, you’re able to send surveys directly to each employee with a phone, making it easier for them to respond and for you to collect the data. Additionally, every employee has their own individual text conversation within the Yourco platform, which means that even if you send a survey to the entire company, each person will only see their own responses.
On top of being a great survey tool, Yourco offers a variety of other capabilities, including:
Schedule a demo with our team or try it out for free today to see how Yourco makes surveys—and workplaces—flow a whole lot smoother.
