Sending out your first company survey on Peakon is an exciting moment. Preparing for your survey launch is made easy by following these steps below. Your customer success manager will also work with you through the steps. 

This article has an overview for each step, along with linked documentation containing step-by-step guides.

1. Create attributes and segments

The first thing you will need to do is to set up your attributes and segments, so that you can slice and dice your employee survey results into smaller groups. You can think of attributes as “categories” and segments are the “options” within those categories. Peakon will highlight certain segments as strengths or priorities when they are doing particularly well or requiring attention. 

Please note, by adding your employee data through an Excel data upload or through an automatic integration with your HRIS system, segments will be added automatically when a match with an attribute is found. 

2. Add employees 

Now that you have created your attributes and segments, it is time to add your employees to the system. You will notice that the attributes you created will appear as option fields on the profiles of your employees. Adding employees manually is a good option when adding a couple of employees. For adding a larger group of employees, we recommend using the Excel import method instead. 

Peakon will automatically place all employees in the segments you specify, and will also automatically map hierarchical relationships where links are found between employees and managers. 

3. Access control

With your employees added to the system, it’s time to assign managers and leaders the appropriate permissions within the platform. You can use the default Access Control groups (as seen in above screenshot), or create your own custom Access Control group. These will enable you to control what features managers and other groups have access to and what they can see on their Peakon dashboards. 

There are two types of Access Control groups:

1) The below type of group gives you access to all employees within the company. Once someone is added to such a group, regardless of whether they manage any employees or segments, they will automatically gain access to all employees. What they are able to do within the platform can then be adjusted through the permissions.

2) The below type group only gives you access to managed employees. To be added to such a group, the user must "qualify" by first having been assigned to manage employees or a segment. Again, the permissions of what these users can do need to be adjusted on a group by group basis. 

We generally recommend waiting to notify managers with their Peakon login email until after the survey launch (this can then be done automatically through their digest emails - more on this later). 

4. Question review

Now that the employee set up on Peakon is complete, we can move on to setting up your first survey. Before your launch, it’s a good idea to review your questions. The questions that are marked as active will be asked in the survey rounds.

Make sure to also look at your open-ended questions, to see if you would like to turn off any of the existing questions or add your own. When it comes to open-ended questions, their survey frequency needs to be managed on a per-question basis.

5. Schedule your survey

We can move onto the survey settings, for example your survey frequency, survey email content, manager digest emails etc. 

While the survey frequency is up to your disclosure, we offer a set of recommended frequency settings. You can also choose how often different types of questions will be included in the question rotation.

Once you’re happy with the frequency, the next step is to look at the Email and Survey settings. There you will also be able to preview the different types of emails that Peakon will send to employees. 

This stage is also a good time to familiarise yourself with the types of communications survey participants and managers will be seeing during their Peakon experience.

6. Test survey

The next step is to validate the survey questions and to ensure the surveys are being delivered successfully.

Step 1. Whitelist emails from Peakon

Follow the guide in this article to ensure successful email delivery from Peakon, and this article to ensure that the full product experience works in your network (both steps are usually done by the IT department).

Step 2. Send a test round

Let’s create a test round! We recommend sending out a test survey to confirm that the survey process works as expected before an official launch date. 

You should send a test round to at least a handful of employees, to help identify any potential delivery issues. There is no limit to the number of test surveys you can send, and they can be sent at any time.

7. Data settings 

The Data settings section in the Administration panel has a variety of things to look at, such as:

  • Data aggregation 
  • Data/comment anonymity
  • Benchmarking 
  • Sensitive comments

As Peakon is a continuous measuring tool, survey data is aggregated over time to ensure we capture the newest and most relevant data. It is possible to choose the duration of time that past survey data will be included in your overall scores under the data aggregation settings. 

Through the anonymity levels you are able to control the minimum number of individual employees that must have answered a survey over a given time period, in order to have aggregate data shown. This is used to ensure the anonymity of employees. As an administrator you are able to configure the levels according to your company size and needs. 

To apply some real world context to your survey data, Peakon provides benchmarking using the automatic Peakon benchmark, or a specific industry benchmark. And finally, to ensure that time-sensitive feedback is flagged quickly, you can use the sensitive comments option.

8. Communication

Prior to launching your first Peakon survey, it is important to communicate this to your company. To set employee and manager expectations we recommend explaining:

  • How anonymity is protected
  • What managers will have access to on their dashboards 
  • How often everyone should expect a survey email in their inbox
  • What kind of follow-up emails they might get (acknowledgments, conversations)

Pro tip: We find that the way the survey is positioned to employees can have impact on participation. Some things you could do is think of a creative name for the survey, send out posters to raise awareness, or even create a video around it. Feel free to use resources from the Peakon website and make it your own!

9. Launch survey

You are now ready to launch your first survey! It is time to sit back and watch the data trickle in. 

PS. It's a good idea to encourage your leadership to thank their teams for participating post survey!

If you have any questions about anything, feel free to reach out to us on support@peakon.com or via the chat bubble.

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