The super-easy no-frills engagement survey described in this tutorial is probably the easiest and fastest fully-fledged engagement survey that can be done:

  • Get your team – or anyone else for that matter – to participate in an employee engagement survey, with all online respondents getting the opportunity to view and download their own personalized engagement reports;
  • Include the survey link in your own email and forward it to anyone at your discretion;
  • Use the Flow@Work engagement survey as-is, or edit or add your own survey questions as required; and
  • See the survey results in the analytics dashboard the moment you close and publish the survey.

Setting the Scene

By way of introduction and in preparation for getting immersed with the Tutorial, check out the Tutorial 1: Super Easy Public Surveys video tutorial below.

Super Easy Engagement Survey

(8.11 minutes)
Tutorial 1: Super Easy Public Surveys
Step-by-step instructions on how to get going with a super-easy employee engagement survey

But before you can get started with the survey, you will first have to register a trial license. If you haven’t done so yet, click on the Get Started button below or elsewhere on the Mindset website, complete the details, and register your account! 

Get started
Get started by registering a trial license for a survey of up to 30 employees

  

Step 1: Load the survey participants

Tutorial1 1

You can skip this step! The super-easy engagement survey involves a public survey link that you can include in an email and forward to anyone at your discretion, so you don't have to load any survey participants.  

Step 2: Copy the Flow@Work survey

Tutorial1 2

This step will allow you to use the Flow@Work engagement survey as-is, or to make changes to the survey model and questions as required. 

MUST DO

Create a copy of the Flow@Work survey

 

Create your own copy of the Flow@Work engagement model template that you can edit and change as required. To do this, navigate to the Engage SURVEY | SURVEY MODEL module:

  1. Click on the Survey template menu item in the side panel; a list of survey templates will be displayed.

  2. Copy the Flow@Work engagement survey by clicking on its Copy button:

    Tutorial1 2A 
  3. Type in a suitable name for the survey in the dialogue window that will come up (e.g. Engagement survey), and select Organization as the survey model owner from the dropdown:

    Tutorial2 3A

OPTIONAL

Edit or add survey questions

 

Mandatory Flow@Work engagement survey questions that should not be deleted or substantially changed will be marked with a yellow lock symbol (see Copy a Survey Template for more on this). You are however free to add additional survey questions to an existing construct, or even to add your own custom constructs to the survey (e.g. to measure Diversity & Inclusion or Values).

See Constructs & Questions on how to edit or add survey constructs and questions.

OPTIONAL

Edit the survey questionnaire layout

 

The system has automatically generated an online survey questionnaire layout that can be used as-is, with no editing required. You can, however, edit the survey questionnaire as you see fit by adding your own logos and branding, changing the introduction paragraph text, moving the survey questions around etc.

See Survey Questionnaires on how to edit the online survey questionnaire layout.

Step 3: Create a survey campaign

Tutorial1 3

Define a survey campaign based on the survey model that you have created in the previous step, and test the survey link (if required).  

MUST DO

Create a survey campaign

 

Use the Flow@Work survey as the basis for the survey. Navigate to the DEFINE SURVEY module – a window with a list of the available survey campaigns will be displayed (if any):

  1. Click on the New button to create a new survey campaign.

  2. Enter a name for the survey campaign, e.g. 2019 Engagement Survey, and select the Survey model (select the copy of the Flow@Work survey that you created in Step 2) and Survey questionnaire (select the default > Diagnostic survey) from the dropdown fields, and click on the OK button to save the changes.

Tutorial1 3A

MUST DO

Select the survey participants

 

The system will allow you to select the entire organization or any permutation of business units to participate in the survey. Since no business units have been defined, follow the steps as outlined below to select the enitre organization for the survey campaign:

  1. Double-click on the name of the survey campaign that you have created in the previous step to edit it (or select it and click on the Edit survey toolbox function in the side panel or dropdown menu): 

    Tutorial2 5A 
  2. Select the Participants toolbox function in the side panel, and check box at the top of the list to select the entire organization:

    select org

IGNORE

Editing the survey communications (emails)

 

Since this is going to be a public survey where you email the survey links out yourself, and not a targeted survey where you preload the employee details so the system can send the survey emails, it would not be necessary - or make much sense - to edit the survey email content, so you can skip this step.

PS. Emailing the survey links are covered in more detail in Step 4 below.

OPTIONAL

Test the survey link

 

Testing the survey is good practice, for a variety of reasons. It will allow you to:

  • Check the layout, appearances and flow of the online questionnaire, particularly with respect to logos, branding and the use of colors;
  • Get management or the responsible stakeholders to approve and sign off on the online questionnaire;
  • Check whether there are any whitelisting or firewall restrictions that may prevent the emails from reaching their destinations;
  • Confirm that employees in outlying and more remote areas have adequate and reliable internet access so they can complete the online questionnaire.

See Managing Test Emails for more on how to test your survey link.

Step 4: Run the survey campaign

Tutorial1 4

Run the survey campaign, monitor the survey participation rates in real time, and view the survey results in the analytics dashboard when done. Please click here for more information on what you can do to maximize survey participation.  

MUST DO

Start the survey campaign

 

Navigate to the RUN SURVEY module – a window with a list of the available survey campaigns will be displayed.

  1. Double-click on the survey campaign name, or click on the Open button to get started with the survey campaign.

    Tutorial1 4A 
  2. The Run Survey screen will come up. Click on the Start survey button to start the survey campaign. A checklist that summarizes the status of the different components of the survey campaign will be displayed:

    Run survey 
  3. There should not be any hard-stop warning messages in the checklist, so click on the Start survey button to launch the survey. See Launch Survey Campaign for more on the survey checklist. 

MUST DO

Copy and email the survey link

 

The survey participation dashboard will come up:

  1. To get a public URL link for the survey that you can forward via email to the intended survey participants, click on the Survey link button.

    Get the public link 
  2. A dialogue window with a number of Survey Link options will come up. The Public survey link (single use) option will provide you with a survey link that will allow survey participants to complete the survey only once on a particular device, so use this link if the participants have access to their own PCs or mobile devices.

    Public survey link options 
    Use the Kiosk survey link (multi-use) instead if you need a survey link that can be used more than once on the same PC or mobile device - this will allow you to make the survey link available on one or more share PCs or mobile devices so participants who do not have access to their own PCs or mobile devices can also complete the survey.

  3. To copy the survey’s URL link, click on the appropriate Public link or Kiosk link button:

    Public or kiosk link buttons 
    A window will come up with a unique URL link for the survey; highlight and copy the URL link by clicking on the Copy button:

    Copy survey link 
  4. Paste the URL link into your own email, and forward the email with the link to all intended participants. Please note that anyone who have access to the email and/or the survey link will be able to complete the survey, so forward the email link at your discretion.
      

For more about announcing and communicating the survey, please see The Survey Process. 

MUST DO

Monitor survey participation

 

The survey participation dashboard will be updated in real-time with the number of survey responses. To access a view-only link of the survey participation dashboard that you can forward to other interested parties:

  1. Click on the Dashboard link button.

  2. A view-only version of the dashboard will come up; copy this link and forward this to anyone else who would like to monitor survey participation.

    Survey participation dashboard

Note: the next tutorial Easy: engagement survey with a public link with results mapped to your organizational structure will show you how to capture business unit details and employee headcounts (numbers) so you will be able to monitor and measure survey participation in comparison to the total number of employees.

MUST DO

Close and publish the survey

 

You can close and publish the survey when you have received sufficient survey responses. To close the survey:

  1. Click on the Publish survey button in the survey participation dashboard. A dialogue window will come up with a summary of your license permissions and the number of survey responses.

  2. Click on Publish survey button at the bottom of the Publish survey dialogue to close and publish the survey results on the analytics dashboard.

    Tutorial1 4E 

The survey links will be closed and deactivated, and the survey responses will be anonymized and loaded in the analytics dashboard. The analytics dashboard will be automatically opened in a window in your browser so you can view your survey results.

See the Engage ANALYTICS help file for more (click here).

For more information, click on a sub-menu item at the top of the page⇑ or in the right margin

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