Implementation of an Employee Survey
Our Services in the Implementation Phase
To ensure that your employee survey delivers meaningful results, we ensure efficient organization – from targeted communication to reminders and monitoring of responses. With our comprehensive support, we accompany you through the entire process.
Possible Invitation Procedures
Email Invitation
How do you communicate with your employees and what is the quickest way to reach them? There are various invitation options as part of an employee survey.
Where possible, employees should be invited by email.
Advantages of invitations by email:
- Electronic invitations save resources and are environmentally friendly.
- Employees working from home can also be invited without any problems.
- Agreements on operational implementation (e.g. deleting the email address/access code relationship after the survey has ended) at Cubia AG ensure that anonymity is also maintained from a technical point of view.
- In contrast to written invitations, reminders can be sent to mobilize the workforce to participate again if the participation rate is not high enough.
If undeliverable email addresses occur in the invitation to the employee survey, Cubia collects them and makes them available to the customer for review and correction.
Written Invitations
If some of the employees have to be invited to the employee survey in writing, invitation letters are printed, each containing an authorization code (“TAN”).
The TAN is used for legitimation when participating online and must also be entered on a paper questionnaire (if required/used).
These invitation letters are printed, assembled, packaged and sent by Cubia for dispatch via a courier and then handed over to the customer for internal distribution. The window on the invitation envelope only shows the organizational unit (not the name of the employee, which is not required) and, if required, the manager. Written invitation letters can be raffled off within an organizational unit or exchanged at will.
Very often, employees who have been invited in writing are also asked to participate online. For this purpose, the link to the online questionnaire is printed directly and, if requested, as a QR code. Participation takes place on private digital devices (e.g. mobile phones) or terminals and workstation computers provided by the customer during the survey.
Implementation of the Survey
Online Survey
Cubia AG uses software developed in-house as an online platform for conducting employee surveys. This platform is used to map the organizational structures, prepare the online questionnaire and technically conduct the survey.
When designing the questionnaire, it is recommended to follow the customer’s corporate design, but without copying it – employees should not get the impression that it is an “internal customer” online application.
The online questionnaire is self-explanatory and intuitive and easy to use.
The online questionnaire offers the following functions:
- Language selection (if multilingual survey)
- Login using TAN (blocked if multiple attempts fail)
- Welcome text and explanations
- Forward and backward buttons
- Cancel option (with option to resume)
- Jump to the beginning of the questionnaire
- Send (at the end of the questionnaire)
- Can be used and displayed on all device classes (responsiveness)
- The data transfer is of course technically securely encrypted
- Cubia AG telephone support is available during the survey.
Paper Questionnaire
The paper questionnaires that were previously common are now rarely used or needed.
When creating the offer and preparing the employee survey, it is determined whether and to what extent a paper questionnaire should be used. Even if a written survey is offered, each employee can freely decide whether he/she wants to participate online (e.g. via private internet access) or using a paper questionnaire. Cubia has decades of experience in creating, designing and collecting paper questionnaires for employee surveys. We are aware that not every employer has the option of guaranteeing online access, which is why we also offer the option of paper questionnaires. This requires additional logistical measures, both on the Cubia side (creation, dispatch, receipt and recording) and on the client side (reception, distribution, central collection points (e.g. ballot boxes), return shipment).
Cost and efficiency advantages arise exclusively in online surveys.
Expert Advice for Your Survey
Get advice now without obligation and start the implementation of your employee survey!
Monitoring and Support
Return Monitoring & Reminder Management
Our customers’ project management can use our web portal to query participation in the survey – also differentiated by organizational areas – at any time in real time.
During the survey, Cubia can send a reminder to participate by email once or several times, if required. For long survey periods of (more than) 4 weeks, reminders should be sent once in the last third and generally before/at the beginning of the last week of the survey.
Reminders always have a successful effect and should also be sent by the client within the company. Reminders are always sent to everyone involved, i.e. there is no check to see who has already participated and who has not.
The texts for the reminder are created in consultation with our customers and are identical to the invitation letter except for a few sentences.
Support & Hotline
During our business hours, Cubia AG support is available (by phone or email) to all of our customers.
