Challenges and Solutions
Challenges of an Employee Survey
Conducting an employee survey provides companies with valuable insights into the satisfaction, motivation and needs of their workforce.
But such a survey also presents challenges: starting with the correct formulation of the questions, through protecting anonymity, to the detailed evaluation of the results. Without the right tools and methods, there is a risk of obtaining inaccurate or even distorted data, which can ultimately jeopardize the success of the employee survey.
A professional service provider offers decisive advantages here. From the development of customized questionnaires to the comprehensive analysis and evaluation of the results – everything is tailored to the individual needs of your company. This means that you not only receive precise results, but also concrete recommendations for action to increase the commitment of your employees and sustainably improve the company culture.
Do you want to better understand the satisfaction and productivity of your employees and make targeted improvements? Then let’s talk about how we can work together to make your next employee survey a success.
Contact us now for a non-binding consultation.
Challenge of an Employee Survey
Topic Selection and Questionnaire Design
Selecting the right topics and questions for the survey is crucial, as it determines the entire questionnaire and the resulting results. The topics are usually based on the goals set for the employee survey. In some cases, the query and integration of the company’s mission statement also plays a role – if available. It is a challenge to select the topics and questions in such a way that all relevant aspects are covered without overwhelming the participants. At the same time, topics must be identified that are of strategic importance to the company and provide real added value.
Formulating precise, relevant and unbiased questions that produce meaningful results is complex and requires in-depth knowledge of psychology, the company, employee needs and perspectives.
Solution:
If it is a pure satisfaction survey or the fulfillment of legal requirements for the risk assessment of psychological stress in the workplace, the Cubia standard questionnaire, which covers a wide range of topics, is usually sufficient. However, if specific details of your own company and workforce are to be taken into account, we always recommend the support and customer-specific development with our experienced experts. We support you in selecting the most relevant topics and questions for your employee survey. Our scientific partners are not only university theorists and researchers, but real practitioners with experience from numerous surveys in a wide variety of industries over many years. This ensures that the survey provides real added value for you, which can lead to concrete improvements in your organization. Trust in our expertise in developing a questionnaire for your employee survey in a joint workshop that is tailored precisely to the needs of your company.
Challenge of an Employee Survey
Organizational Structures
The unclear allocation of employees to departments or teams as well as outdated or incomplete personnel data can lead to significant problems when planning and conducting an employee survey. This can make it difficult to precisely analyze results at the level of specific departments or teams and affect the validity of the survey results.
Solution:
Only those who have the precise blueprints for their organization and their staff at hand can make lasting changes in the right places. We support you – if possible – in streamlining your organizational structures to ensure clear and consistent allocation to the right organizational units and groups. Through a preliminary check, mutual review loops and, if necessary, restructuring of the data basis, we ensure that the survey results are precise and meaningful, which enables you to derive targeted and effective measures at department or team level in the reporting and action derivation phase.
Challenge of an Employee Survey
Willingness to Participate
One of the biggest hurdles is ensuring a high participation rate. Employees must be convinced that their opinions are taken seriously and that the survey can actually lead to positive changes. A lack of trust in the anonymity or effectiveness of the survey due to a lack of follow-up measures can significantly reduce willingness to participate. Experience with past surveys often plays a decisive role in the willingness of employees to participate.
Solution:
The timely announcement of the employee survey, ideally a few months before the start of the survey, and the willingness to conduct the employee survey by management, human resources and employee representatives expressed in the company’s communication channels are important elements for a good participation rate.
Monitoring ongoing participation and, if necessary, sending multiple reminders by email are part of our standard offering for an employee survey.
Further information on willingness to participate and participation rates can be found on our specialist portal: www.mitarbeiterbefragungen.com
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Book a consultation now or request a non-binding offer directly.
Challenge of an Employee Survey
Data Protection and Anonymity
Protecting sensitive employee data is of utmost importance. This not only concerns legal compliance with data protection regulations, but also maintaining confidentiality in order to gain and maintain employee trust.
Employee surveys conducted internally often do not enjoy the trust of the workforce because anonymity cannot be fully guaranteed. This can lead to the participation rate slipping into areas that are no longer reliable and meaningful, which is why it is preferable to have them conducted by an external service provider from the outset.
However, there is no doubt that even an external service provider has to comply with strict requirements in terms of order processing and data protection in order to guarantee the anonymity of an employee survey, so that the answers of the participants actually remain anonymous during the evaluation.
Solution:
An experienced, verifiably secure handling of personal data and confidential information is supported by certificates (e.g. ISO/IEC 27001), references from projects already completed (and their audits), controls and mutual trust.
We attach great importance to the highest security standards and have external certifications that confirm the quality of our services in terms of data protection and data security. This means we can offer our customers the security of working with a partner who treats the protection of sensitive data with the utmost care and can also provide evidence of this.
The topic of data protection and data security is a high priority for Cubia, which is why we have dedicated a separate website with further information to this topic: Learn more now
Challenge of an Employee Survey
Reporting and Result Analysis
The data collected must be evaluated systematically and correctly in order to gain usable insights. In addition to good preparation for the data basis and technical know-how, this also requires the ability to correctly interpret the results and derive concrete recommendations for action. Easy readability and an intuitive understanding of the representation of the results within the reports is therefore essential for managers. The managers of the individual units/departments should definitely communicate the results to their staff.
Solution:
We offer professional questionnaire design in collaboration with our customers before the employee survey begins in order to obtain a reliable and valuable data basis. Our results reports in the evaluation phase are neither a graveyard of numbers, nor colorful dashboards or PowerPoint slides with no discernible meaning. Many consider them to be the clearest and best on the market. Many satisfied customers have become long-term and satisfied regular customers due to the reporting and expertise in further analysis, e.g. in the context of management reports and presentations of results by our scientific partners.
With the specialist knowledge of our own managers about the internal situation on site in the company, our reporting on the results of the employee survey and, if required, further consulting and training, e.g. in the context of workshops, we are able to work out the added value and findings for further fields of action.
Challenge of an Employee Survey
Derivation and Implementation of Follow-Up Measures
The derivation and implementation of measures is a key step after an employee survey in order to translate the findings into concrete improvements and to make the employee survey a lasting success. This phase ensures that the identified fields of action are not only discussed theoretically, but also addressed practically. A common problem in this phase is that the results are either not discussed sufficiently and widely, or that although many ideas and suggestions for improvement are discussed, they are not systematically prioritized, planned and implemented. Without a structured approach, there is a risk that the results of the employee survey will fizzle out without any effect and that employees’ motivation to participate in future surveys will decrease.
A one-time implementation of improvements is also often not enough to resolve deep-rooted problems or achieve continuous improvements. Sustainability means that changes are permanently anchored in everyday company life and are regularly reviewed and adjusted to ensure their effectiveness.
Solution:
After analyzing the survey results, the findings should be systematically translated into concrete measures. This begins with identifying the most important areas of action that are viewed as particularly critical by employees and are also important for the company’s strategic direction.
Instructions on how to communicate the results can be found on our specialist portal at the following link:
www.mitarbeiterbefragungen.com
Furthermore, the following procedure is recommended:
- Prioritization: All identified actions should be prioritized according to their urgency and potential benefit. A matrix for evaluating effort and benefit can be helpful to ensure that resources are used in a targeted manner.
- Stakeholder involvement: It is important that the measures are developed in cooperation with the relevant stakeholders, especially the managers and the employees concerned. This promotes commitment and acceptance of the measures.
- Develop measures: Detailed action plans should be developed for each prioritized measure that define clear goals, responsibilities and timelines. A well-structured action plan helps to track the implementation of the measures and ensure that they are implemented on time and effectively.
Follow-up surveys, which should usually take place around 2-3 years later, are a suitable indicator of success. - Communication: Transparent communication of planned actions and progress to all employees is crucial. They should know that their feedback has been taken seriously and what concrete steps are being taken to address their concerns. This promotes trust in the process and motivates employees to continue to get involved.
- Resource allocation: The necessary resources, both human and financial, must be made available to implement the planned measures. Without the right support, even the best plans can stall or fizzle out.
- Training and expert advice:
The implementation of measures often requires new skills or a change in behavior among employees. Training and further education measures should therefore be an integral part of the change process to ensure that all responsible employees have the necessary skills and knowledge to meet the new requirements.
We offer you comprehensive advice and support in the form of follow-up workshops and training for managers. Contact us for a non-binding offer.
Online tools are ideal for the targeted documentation and communication of measures, as well as the cross-departmental exchange of best practices. Cubia can provide the follow-up tool that is popular with our customers. Subsequent use of survey results that are already available is also possible. Contact us now.
