Putting time aside to check up on the physical and mental wellbeing of your team members is an important task that should not be overlooked. After all a healthy workforce is far more likely to perform at a higher level of productivity and will find more innovative ways to solve solutions. This is especially true when working remotely. Remote teams have far fewer opportunities to check up on each other and discussions through the webcam just can't capture the same sense of emotion as can be read subconsciously through face to face interactions.
Every remote working team needs a medium for employees to communicate their mood and wellbeing without them feeling forced to speak up. A mood survey presents the opportunity for team members to share their thoughts and feelings in a secure and reassuring manner.
Dedicating a call or meeting to discuss one's well-being can be useful for some, however, for many, it may seem like a pointless exercise that needlessly takes a chunk out of their working day. If an employee has an issue that might be too sensitive to share this could prevent an employee from being honest with the other participant. This awkwardness might stop them from revealing their true thoughts and resultantly doing more harm than the good intended.
A mood survey prevents this as it takes out the awkward or intense nature of a one-to-one specifically arranged for an employee to share their feelings. Furthermore, the confidential nature of this process will encourage team members to give more honest and critical feedback which is important to identify and improve the employee experience. Results from mood surveys can help your organization to increase engagement and productivity through dispelling or reinstating particular aspects of work that are either well-received or not.
Mood surveys are short and sweet. The PeopleGoal Mood Survey App prompts users to give ratings from 1-10 on an array of questions covering areas from an employee's enthusiasm towards their work to how tiring they find their workload. Giving employees the opportunity to rate and/or describe their day presents managers with invaluable insights as to how much their work has an impact on their health.
Now let's get into the process of starting up your own Mood Surveys!
We'll take a few seconds to add this to your account.
All of the pre-built review questions and states are installed and ready to go. You can use the app right out of the box! To skip the customization, head on down to step 4 and set up your app participants and permissions.
If you would like to configure the review to add your own questions and states, click the Template menu, then Edit template.
Elements are your individual form fields that make up your survey content. Whether they're text questions, rating selects, display-only fields or numerical calculations, every element can be changed to suit your custom process and company culture.
Bear in mind that each element is unique, so if for example you change the rating set on one element you'll need to change any other questions to match this. Don't worry, it's quick and easy to duplicate an element once you're happy with its setup.
Reordering is super easy - you just click and drag to change the element or section order.
A new element that's useful to add to your first section is a display-only Description or Rich-text area. You can use this to remind users of recurring dates for surveys to be submitted or give instructions on how to complete the survey.
In the example, we add a section with a grid element that will be used to ask the employees questions about their experiences working in a team.
States are the steps in your Mood Survey workflow, and each state has its own participant. Typically a Mood Survey only requires one participant - the employee. However, should you decide to incorporate more participants then they will each need their own state.
There's no limit to the number of states you can add to your survey workflow. Whats more, you can also control the visibility of sections (and individual elements!) in every state, and select whether they are read-only, editable or hidden to the selected state participant.
This example demonstrates how we added a section for a Manager to register the responses. We then created a new state, define the Manager participant and allow them to give input on the mood survey. We want full transparency in this survey so it's to be left visible to the employee - the point of this being it will enable us to start a conversation about the employee's wellbeing. Since the Manager needs to be able to read the employee's responses, we set the section to read-only, whilst ensuring the managers state can be edited by them.
Below we have changed our mind about including the Manager in the survey, so quite simply we'll delete the appropriate state. Since the Manager's comments section is no longer needed we can get rid of this too so that the elements won't pointlessly remain in the survey workflow.
Every state has a default status flag that indicates to all participants what stage of the process their item is in. Your Mood Survey app is set up with default status flags which you can customize.
It's a good idea to delete any unused status flags so that they don't clutter up your Item filter once your surveys are underway.
As we don't have many states in the survey, we will illustrate how you can alternate the colors of the states. Maybe you want to align them more with the colors of your company? Or possibly like us, you'll use the classic traffic light system of red which implies "Wait! Fill out your form" and green for 'Go... you're all set to carry on with your day". Either way make the choice that aligns best with your needs.
Participants are the individuals involved in the survey and each state has one participant. If you're going to include a manager state in the mood survey, then you can automate the participants using the relationships configured in your account, or set a default user to be the participant in a state.
Setting up your participants based on relationships means that when an employee's survey is opened, all of the people who need to be involved in the workflow are automatically assigned.
See how we've set our default relationship for the Manager state to go straight to the employee's Line Manager.
If you have lots of different participants you need to control who can see the data at every step. Visibility defines whether a participant can see the review only in the state that they own (limited visibility), or in all states (full visibility).
By default, participants can only see the survey when it's in a state that they own. The employee will see their survey when they draft their responses, and again when it comes back to them for the final confirmation - both of these are states where the employee is the participant.
The manager should also have full visibility over the whole process so that they can access an employee's mood survey responses even when the survey is complete. We'll make sure the employee has limited visibility and the manager has full visibility.
Permissions control the access to your app within your PeopleGoal account.
In your Mood Surveys we'd recommend you set the permission to Create only. This means employees can create surveys for themselves but can't see any colleagues' surveys or responses.
The user who installed the Mood Surveys app template has Owner permission by default and can assign specific permissions to other teams or users. Specific team and user permissions replace the default permission type.
You might want to give "View only" permission to your C-Suite so that they can see the Mood Surveys for all employees but without being able to change the app settings or edit surveys they're not a participant in.
How often you collect responses from your employees will influence the validity of your data. For example, if you only ask employees a few questions on how they feel about their work once every 6-months, it is likely this will provide a little insight into the experience but it will be far from the true experience. This is why we suggest you run these quick surveys weekly or bi-weekly to have the best chance of attaining a full and impactful representation of your employees' thoughts and feelings towards working in your organization.
Setting up recurring surveys is easy and once put in place, you won't have to look at it again. Making this process automated is highly recommended and makes the process a million times easier.
Every single data point entered in apps from PeopleGoal are collated and can be used in data analysis. To see the data at work, jump over to the Data tab and marvel at the wonders of the numbers.
From here you can sort and filter any categories you like. Whether you want to know the average response to a specific question about happiness or fatigue, you can play around with the various charts and responses to determine what matters the most to your company. The options are limitless... Jump over to our Reports building article to learn more about building custom reports and charts.
You're ready to roll! All you need to do now is kick-off surveys for your employees. If you've been through step 5 and automated your surveys then you can just sit back and relax.
With your Mood Surveys up and running, take a look at our other apps in the Engagement workspace. We'd recommend implementing a Weekly Pulse Survey to develop a further understanding of how your employees are responding to their work with a regular channel to prompt and grasp their feedback. You may also want to check out Employee Engagement Surveys to better understand your employee's motivations and satisfaction of working in your company. All of this and more can be found in our App Store.
PeopleGoal Support Team
Account Management & Implementation Specialists