Having the ability to survey your employees more frequently than on an annual basis allows you to move towards a continuous listening approach, which in turn can lead to a positive impact on your employee engagement.
This article will cover:
- Choosing the right survey frequency
- How to set your survey frequency
- Peakon's recommendation
Choosing the right survey frequency
The survey frequency options that work hand in hand with the Peakon algorithm include: weekly, bi-weekly, monthly and quarterly. It is also possible to sway away from the algorithm using the manual and custom (in number of weeks) frequencies.
When selecting the Peakon survey frequency for your organisation there are several considerations to take into account.
The most immediate difference between the frequencies is not only the time between surveys but the amount of questions in each. When using the standard question frequencies outlined in the screenshot below, this is the typical amount of questions per survey frequency:
- Weekly mode will typically ask employees 4 questions per survey
- Bi-weekly mode includes 8
- Monthly includes 16
- Quarterly mode will ask all 45 of Peakon's standard questions that have been turned on
It is possible to configure the question frequencies differently to the default, however it might then take longer to do a whole round of all questions asked.
With a higher frequency, there are generally more advantages:
- Discover trends and act on them with far greater speed, which is essential for understanding whether you’re making progress or not
- Less questions asked per round to each employee lessening survey fatigue
- Managers become more engaged with their dashboard and scores, as the focus is on continuous listening
- If an employee misses a survey, Peakon will add "catch up" questions to that employee's next survey and gather the missed data relatively quickly, compared to a lower frequency where you might need to wait half a year to hear from that employee again
Peakon’s question rotation algorithm ensures the questions employees receive in their surveys will differ from one another, meaning you’ll gain insights on the full range of topics Peakon covers from the very start.
In manual mode the survey will only go out once on the specified date within the schedule.
In custom mode it is possible to set the frequency to automatically launch every X number of weeks. If the custom frequency is 12 weeks or higher, it will automatically ask all active questions, and function the same as manual mode.
How to set your frequency
First, you need to set your survey frequency. This is the box at the top of your frequencies page, which can be accessed as below:
- Click on Administration > Schedules option in the left menu
- Click the green View icon on your schedule to open up the schedule settings
- Select the Frequency tab
- Once you’ve selected your survey frequency, click on the Save settings option.
Next, you need to check your question frequencies, which are the remaining options on the frequency page, and can be accessed the same way as above.
When running a survey on an recurring automatic mode frequency (i.e. not a manual survey frequency) the question frequency determines how often an employee will be asked different types of questions.
Typically, each employee in their first round will have additional 4 "booster" questions, however for weekly and bi-weekly surveys, where the amount of questions is less than 16, the amount of booster questions will be capped at 25% of the total amount.
Part 1: Engagement, driver and sub-driver question frequencies
The below question frequencies are set within each schedule, to ensure that these can differ from one schedule to another:
- Engagement questions (including Engagement "outcome" questions)
- Driver questions
- Sub-driver questions
- Value questions
Part 2: Open-ended question frequencies
Open-ended question frequencies are set individually on each open-ended question, which means the frequency will remain the same in all schedules.
These frequencies be managed on the open-ended questions tab within the Questions page.
To set the question frequency, click Edit on the question you wish to set the frequency on. From the Frequency drop down menu, select one of the following options:
- Always - employees will be asked the question on every survey round
- Once - employees will be asked the question once only. Once an employee receives the question, they will not be asked the question again in future survey rounds. For example, this option can be used when asking onboarding and offboarding style questions.
- Weekly - the question will be asked weekly
- Bi-weekly - the question will be asked bi-weekly
- Monthly - the question will be asked monthly
- Quarterly - the question will be asked quarterly
Multiple schedules scenario: You have three schedules set up for different parts of your organisation: 1) Auckland - quarterly frequency, 2) Copenhagen - monthly frequency and 3) London - weekly frequency. You have thrown in an open-ended question to the mix, and set its frequency to monthly.
The open-ended question will appear in each survey round for the Auckland schedule (because it exceeds the frequency) and Copenhagen (because the frequency is the same). The London schedule will only see this question once a month.
Updating the frequency of an active schedule
It is possible to change the survey frequency you are currently using, even if you have already completed several survey rounds on the previous frequency. To do this, simply follow the steps outlined above and ensure that the next survey date is correct.
While changing the overall survey frequency during a live round will not affect the current round, any changes to the question frequency will be effective immediately. Therefore, if you are looking to make changes to the question frequency, only do this when there is no live round.
The below frequency combination will ensure that all standard driver and sub-driver questions (without the addition of any custom driver or sub-driver questions) will be asked over the course of three months:
- Survey frequency: monthly
- Engagement frequency: monthly
- Driver frequency: monthly
- Sub-driver frequency: quarterly