Outline Methodology and Approach

1. Overview of survey approach

   An in-house project team should be established for the duration of the survey project. This should have representatives of line management, HR and ODP trained and licensed individuals. Members should be given a demo of Organizational Diagnostic Profiler (ODP) to understand its capability and operation. There are four distinct phases in delivering the project, followed by implementation of the appropriate interventions:

   1. Pre-Survey Planning
   Communication, software configuration and testing.

   2. Data Collection
   Employee support, completion rates monitoring and reminder communication.
   3. Analysis
   Detailed analysis and report generation and communication ‘briefs'.

   4. Feedback
   Management briefings and employee briefings.

2. Pre-survey Planning, Communication and Testing

   The success of any survey process is heavily dependent on the pre-survey planning, communication and testing phase, and sufficient time and commitment must be given to this phase.

   It is also imperative that a clear and concise reason and objective is developed for surveying in the first place. This is normally clarified in the first planning meeting fo the project team. This supports the development of survey boundaries and in setting expectations for results and target setting to the next survey project.

   
   2.1 Pre-Survey Planning

   Key decisions are determined at this point and the quality of the information gathered has major impact on the overall outcome. The following are key areas:

• Development of Demographic Profile
• Development of Additional Questions
• Confirmation of Head Count
• Agreement on Management Briefing Process and Documents
• Development of Employee Briefing Process
• Confirmation of Feedback Rollout
• Software Configuration and Testing

  2.2 Development of Demographic Profile

  This critical element determines how the collected data can be analyzed. Decisions will be required on what are called ‘categories' and ‘items'. Categories are the broad classifications under which one wishes to analyze data, i.e. geographic, business unit, position level, gender, education etc. Items are the sub-element of the categories, i.e. in respect of Geography, one might have Dublin, Cork, Waterford etc. or under Gender, Male and Female.

  The demographic profile is developed primarily from the organizational charts. However, it is imperative to give sufficient time to the process to ensure that the targeted survey population is entirely covered. Each individual who completes the survey will complete every element in the demographic profile. Each respondent must be able to indicate/tick one item only under each category. It is recommended that on completion of the demographics, it is circulated to an appropriate number of line personnel for their comments and to ensure all options have been included.

  The development of the Demographic profile is supported by the use of the Survey Details Form, available from Graphite HRM. This form includes all the fields that need to be considered prior to setting up the survey.

  
  2.3 Development of Additional Questions

  ODP facilitates the inclusion of 20 items in addition to the standard 90 statements. These are company specific and need to take account of current issues of interest or ongoing related projects.

  Again, care and consideration is needed to gain value from subsequent responses. It is advisable to circulate the additional items, as with the demographic profile, for comment prior to going live. This approach engenders an inclusive climate with the business units.
  (See Sample Extra Comments and Statements)

  
  2.4 Configuration of Headcount

  It is essential to confirm accurate headcount figures against the demographic profile. This determines the number of units issued by the ODP system (a unit is one electronic questionnaire completed by one employee). ODP automatically calculates the overall survey returns as a percentage of the total figure issued. Therefore, the accuracy of percentage completion, inconsistent and unanswered and incomplete rates is determined by the total number of units issued in the first place. For example, if 500 units are issued and the headcount is only 450, the response rate will be taken as a percentage of the 500, not the 450.

  In addition to the above, ODP also facilitates the ongoing monitoring of completion rates during the data collection phase. Accurate headcount figures are essential to know if completion rates are sufficient in any one area of the demographic profile.

  2.5 Development of Management Briefing Process and Documents

  The commitment of management to the survey is vital. To ensure their commitment, they need to be adequately briefed on the survey process, including what to expect, what the instrument looks like, what kind of reporting can they expect, what is being said to employees, when is it all going to happen, etc. Decisions need to be taken on what levels of management will be briefed. Back-up written communication to management is recommended, which can refer to Graphite's website for further information. This should be followed by group, face to face, meetings. The management needs to be briefed in sufficient detail to enable them to handle enquiries from their employees and to have sufficient confidence to encourage employees to complete the survey. Initial communication with managers should be three (3) weeks prior to the live date.

  
  2.6 Development of Employee Communication

  Employees will need to receive two pieces of communication. One approximately two (2) weeks prior to live date and one 48 hours prior to live date. The first will explain the survey process and refer them to their managers for additional information, or to Graphite's website. The second will contain the URL for access to the survey website and request them to complete the survey.

  N.B. All communication should be via e-mail and signed by the CEO. The survey must be seen as his/her business initiative and not a HR ‘thing'. Commitment from the top down is essential.

  
  2.7 Confirmation of Feedback Rollout

  Logistically, this is the most difficult to plan but should be done pre-survey. Employees need to be told in their pre-survey communication when they can expect feedback and what it will contain. Content, detail, who receives what and in what order is decided at this stage. Decisions will be taken as to the requirements for location visits, live analysis with business units etc. Equally, who will provide feedback and when, must be determined.

  It is also important at this stage to confirm how the organisation is going to respond to the survey results and the extent to which the project team, management team, local managers and employees will be expected to put forward actions.

  
  2.8 Software Configuration and Testing

  When the demographic profile is completed and the additional questions and statements agreed, the Survey Details Form should be signed off. This information is then inputted into the Create Module of the ODP software by an ODP licensee, and the data gathering module is loaded to the organization's internet or website, as appropriate (usually IT are involved at this stage). A series of tests are carried out from different locations to ensure there are no access issues. The project team and selected line managers will complete a trial survey to check the demographics and additional items, and the project team will give final sign off prior to the survey going live to the employees. The test questionnaire files have to be deleted, and the main survey launched by the ODP licensee. The URL for accessing the survey is then put into the e-mail to send to employees.

3. 1.3 Data Collection - Employee Support, Completion Rates Monitoring
   and Reminder Communication

   
   3.1 Data Collection

   The data collection phase requires continuous monitoring to ensure higher completion rates. This should be monitored by the ODP licensee, with daily reports to the project team.

   
   3.2 Employee Support

   Through the data collection phase, employees will have questions both from the survey content perspective and technically. The vast majority of questions received are repetitive and simple to answer. The project team should ensure both email and telephone support will be available for all employees during working hours and it is recommended that one individual be nominated in the organisation to handle enquiries.

   The most common queries relate to 2 topics, anonymity and passwords. On anonymity, it is necessary to reinforce to employees that the software does not record who they are (i.e. PC identifier or e-mail) and cannot analyze down to an individual's response. In relation to passwords, there is no recording mechanism for the password each individual uses in accessing the survey. If an individual forgets their password, they cannot re-enter and must start the survey again.

   
   3.3 Completion Rates Monitoring and Reminder Communication

   ODP facilitates the monitoring of completion rates against the demographic profile. On a daily basis, these have to be monitored and a report sent to the project team. Based on the completion rates, reminders should sent to relevant line managers to remind/encourage their employees to go on-line and complete the survey.

   Midway through the data collection period, a general reminder should be sent to all employees and again on the last day. All communication in these instances is best via email

4. Analysis and Report Generation

   The ODP licensees will be responsible for completion of the main organizational report for presentation to the project team and relevant senior management. Reports are prepared as previously determined against the agreed demographics. The employee communications are prepared and the roll-out of feedback to the employee base will begin at this stage against the agreed plan. Departmental managers should receive both hard and soft copy of their survey report for further discussion with their employees

5. Feedback: Management Briefings and Employee Briefings

   Written reports will be presented to management commenting on the overall results and regional/business unit variations. These should be supported by feedback sessions involving the on-line data where management can request any cut of the data they require. Whilst the project team will make recommendations in their reporting, the purpose of these sessions is to clarify findings and begin the discussion on what actions are required. A similar process is followed at the employee level.

   Process:

   • Each feedback group receives written and standard ODP reports
   • Presentation of the data followed by question and answer session
   • Following an appropriate period of time (no more than 15 days)
     each group provides back to the project team their suggestions for
     action
   • Project team collate all employee suggested actions and prepare
     action plan
   • Communication of action plan

Inputs from Project Team Personnel

Time Frame