Workplace Survey guide

The Workplace Survey allows you to build surveys that ask your employees about their attitude to working from home and, when possible, returning to their normal place of work. The surveys contain a number of questions to help you understand how your employees are feeling about working from home and returning to work. There is the opportunity to add questions that are specific to your business or organization.

The responses to your survey will help you understand how your employees feel about working from home and returning to work, assisting you in supporting your employees and prioritizing your business or organization needs.

Step by step guide

This guide will take you through the steps for the Workplace Survey:

• Step 1: Download the Workplace Survey from the Marketplace
• Step 2: Building the Workplace Survey
• Step 3: Share with your employees using the link or the QR code
• Step 4: Ask your employees to complete the Workplace Survey
• Step 5: Use your data to support your employees

Step 1: Download the Workplace Survey from the Marketplace

To download a pre-built survey from the Marketplace you will need to have a Snap XMP Online account. Follow the steps below to access the survey by either creating a new account or by logging into your existing account.

1. Go to the Marketplace here: https://www.snapsurveys.com/marketplace. If you have any problems, copy and paste or type the link into your web browser search bar.
2. Select the Workplace Survey from the list of pre-built surveys available.
3. Click Get started for free. This automatically opens the Snap XMP Online login page.
   • If you do not already have an account, you should click the link Create a Snap XMP Online account, enter your details and click Create account. An email will be sent to the email address confirming that the account has been created. Click the link in the email to verify the email account. Then once logged in you will see that the survey is listed in the Your work area.
   • If you already have an account, you simply log into your account and the survey will automatically be imported.

Step 2: Building the Workplace Survey

After logging in to Snap XMP Online you are ready to use the Workplace Survey.

1. The first page in Snap XMP Online shows a summary of Your Work. The Workplace Survey template is available here. Templates are shown with the icon . Click the icon or template name to show the template Summary.

2. In the Summary, click New Survey. You can also access the survey help, and the terms and conditions here.

3. Enter the survey name; select the checkbox to confirm that you have read and accept the terms and conditions then click Create survey.

4. This shows the Workplace Survey that helps you to set up your survey. Follow the on screen instructions to build your survey. You have the opportunity to tailor some elements of the questions. Click Next to progress through each step.
5. On each page, select the options you require and click Next to go to the next page. When you have completed the questions, click Submit to build the Workplace Survey.

Making changes to your Workplace Survey

1. Select the Workplace Survey. In the Summary tab, click the Build link.

2. This displays the read-only view of your Workplace Survey. There are three options available:
   • View shows the read-only version.
   • Edit lets you make basic changes to specified wording and the logo. You can edit the shaded areas shown between curly brackets { }. Click on the word or image to edit.
   • Rebuild runs the Workplace Survey again. This allows you to change your initial choices by selecting or unselecting the options. This is not available if you have already started collecting responses.

3. Click Save to save any changes you have made. Click Cancel to cancel any changes and return to the original version. This shows the read-only version.

Step 3: Share with your employees using the link, the QR code or printed questionnaire

The next step is to test the Workplace Survey and share it with your employees.

Viewing the interview settings

1. Select the Workplace Survey.
2. In the Summary tab, click the Collect link. The Interview URL link and the QR code are available here. You can also create a PDF of the questionnaire. This can be used to print a paper copy of the questionnaire that can be mailed to your employees, attached to an email sent to your employees or made available in the workplace for any employees who are unable to access the questionnaire online.

Testing the Workplace Survey

1. Click Launch Preview. This opens a test version of the Workplace Survey.

2. Test the survey by completing it with different responses to check that it works the way you want. Your test responses are not saved and do not affect your data.
3. If you need to make any changes, return to the Build tab where you can use Edit and Rebuild to make the changes then repeat the testing.
4. When you are happy with the questionnaire, you can start collecting your employees’ responses.

Start Interviewing

1. Click Start Interviewing and click Start when you are asked to confirm.

2. Now you can send the Interview URL link and/or QR code to your employees.
3. You can also create a PDF of the questionnaire. This can be used to print a paper copy of the questionnaire.

Inviting your employees to complete the survey

You can invite your employees to complete the survey by adding them as participants then sending an email invitation containing the survey link.

1. In Collect, select the Participants side menu then select Participant list.
2. Click Upload participants to open the Upload participants wizard.

3. Click Select file to add the file with your employees’ data. The accepted file formats are Excel (XLSX) and Comma separated format (CSV). Click Next and follow the instructions to complete the wizard. You can find more information at Uploading participants from a spreadsheet.
4. When your employees’ data is loaded, select Invitations. Click Add invitation or Add plain text invitation to add an HTML or plain text invitation. You can find more information at Creating invitations using the email editor.

5. Click Start sending invitations to send invitations to your employees.

Making the Interview URL available

1. In Web Interviews, click Copy URL to clipboard to copy the Interview URL link.

2. Open your web browser, paste the link into the search bar at the top of your browser and press Enter. This loads the start page of the Workplace Survey.
3. If you wish to include the Interview URL link in a printed sign for your employees, paste it into a document and print.

Making the QR code available

1. In Web Interviews, click the QR code image to download the QR code to your device.

2. The web browser shows a notification when the file has downloaded. Click on the notification to open and/or save the QR code.
3. The QR code can be used in a printed sign for employees to use or attached to an email sent to your employees. The minimum size for a printed QR code is 2cm by 2cm.

Providing paper copies of the questionnaire

1. In Paper Interviews, click the questionnaire download link.

2. A PDF of the questionnaire is downloaded to your device. This can be accessed and printed from your device for employees who cannot access the questionnaire online.

Step 4: Ask your employees to complete the Workplace Survey

When you have sent the Interview URL link or QR code to your employees, ask them to complete the questions.

Using the Interview URL link

1. If your employee has an email with the Interview URL link, ask them to click this link to open the Workplace Survey.
2. Alternatively, open a web browser app and enter the Interview URL in the search bar of the browser. Press Enter to open the Workplace Survey.
3. Ask your employees to answer the questions and click Submit.
4. They will receive a notification to confirm that their response has been submitted.

Scanning the QR code

1. Your employees can use the QR code to quickly open the Workplace Survey on your employees’ smartphones. Many smartphones, such as iPhones or Android devices, have an in-built QR code reader in the camera app.
2. Open the camera app and point the camera at the QR code for a few seconds. When scanning is enabled a notification appears. Tap the notification to open the link.
3. Alternatively, you can install a QR code reader app on the phone. Follow the instructions for the app.
4. Ask your employees to answer the questions and click Submit.
5. They will receive a notification to confirm that their response has been submitted.

Using paper questionnaires

You can make printed paper copies of the questionnaire available by

• Mailing a copy to your employees for them to complete and return. You may want to provide a covering letter with further information specific to your business or organization, and to let your employees know how to return the completed questionnaire.
• Making copies of the paper questionnaire available in the workplace with instructions on what to do with the completed questionnaire.

When you receive the completed paper questionnaires you need to enter the responses into your survey.

• Enter the Interview URL in a web browser and progress through the questionnaire, entering the responses from each completed paper questionnaire.
• Snap Surveys’ Data Collection services are also available to provide data collection and data entry.

Step 5: Use your data to support your employees

The surveys includes four reports:

• Workplace Survey Report shows a comprehensive analysis of your employee responses
• Appendix 1 – Comments shows a list of the responses to each open ended question
• Crosstabs shows a cross-tabulation table of the responses to each grid question
• Information Sheet that gives information on using the reports

Analyzing your response data

1. Select the survey.
2. In the Summary tab, click the Analyze link. The Workplace Survey Report is available here.

3. Click on the Workplace Survey Report to view the analysis of your response data.
   • Click Update to get the latest data.
   • Click Download to create a PDF version of the report.
   • Click Print to print the report.