Administer
the Survey
The Steering Committee
members take a very active role in the design and implementation of
survey administration. Members would oversee the administration in their
organization. It is critical for the employees to feel comfortable in
sharing their candid opinions, to be assured of their anonymity, and
to understand that management is committed to using the results constructively.
At the same time employees must recognize that not all issues will disappear
through the survey process. Finally, they need to understand what to
expect later in the survey process. Much of the groundwork for a successful
administration will be laid well before the date the survey is administered.
(See also, Using Technology for Survey Administration.)
All things being equal,
different forms of survey administration yield predictable levels of
participation. For example:
Mailing a questionnaire
(or PC diskette) to the home, with a return envelope pre-addressed to
the Survey Consultant, will net about 30 - 40 percent returns.
Distribution of the survey to the individual employee at the work place
by the immediate supervisor or department head, with a pre-addressed
return envelope, will yield about 40 - 50 percent returns.
Administration in large group sessions at the work site, during work
hours, with a repository for completed surveys, will yield participation
above 60 - 70 percent.
Some major corporations have had survey participation rates in the range
of 80 - 95 percent.
External factors that can improve survey participation are:
- A comprehensive communications
plan
- Pre-survey endorsement
by recognized third-party leaders
- Close monitoring of participation
rates by Steering Committee members, coupled with targeted exhortations
to participate
- Extensions to the deadline
for survey administration, as needed
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- Supplemental communications
- Reminder postcards
- A visible and personal
interest shown by the top most executive, direct reports, and
unit heads
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Intrinsic factors that can improve
survey participation are:
- Perceived relevance of
the survey content
- Belief that management
will act on the results of the survey
- Experience with any prior
Organizational Survey
- Faith in the protection
of anonymity and confidentiality
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The best plan of administration for your organization will be worked
out with the Steering Committee. A combination of techniques may work
best for you. For example, large group administration may work best
for the administrative staff. The management may respond better to an
individual distribution and personal solicitation from their unit heads.
The direct reports and unit heads might be invited to attend a group
meeting with the top most executive for the purpose of filling out the
survey. Employees who are absent or traveling can receive a survey by
mail with a reminder notice sent one week later. Employees with access
to a network, e-mail, corporate Intranet, or external Internet, can
take their survey on-line.
