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.
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, 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.
Using the continuous listening approach
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 go out once on the specified date in 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.
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: The engagement question set
The engagement question set 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: Company question set
Similarly to the engagement driver frequencies, custom company driver frequencies are also set within the schedule, and these questions will be incorporated into the already existing question algorithm.
Part 3: Value question set (Premier plan)
Also with the values questions, the question frequency is set within the schedule.
Part 4: Open-ended question set
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 and use the Frequency drop down to select one of the options.
When setting up onboarding or offboarding questions, it is recommended to set these questions to 'Once' to ensure that each qualifying employee only gets this question once.
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.
Delaying a survey on an automated frequency
Sometimes delaying a survey will result in more questions asked in the next survey round. If the survey is delayed so much that certain questions have not been asked in the chosen question frequency, the algorithm will aim to 'catch up' once a new round has started.
The below frequency combination will ensure that all standard driver and sub-driver questions (without the addition of any custom questions) will be asked over the course of three months:
- Survey frequency: monthly
- Engagement frequency: monthly
- Driver frequency: monthly
- Sub-driver frequency: quarterly