Results’ discussion guide

Available for: Admins ✅ Results viewers ✅

This guide helps you to : 

• Create an environment for discussion
• Facilitate a team discussion around the survey results
• Define your next actions as a team 

Creating an environment for discussion

We recommend organizing a face-to-face (or video-conference) sharing session. 

Here are some tips for creating an environment favorable to dialogue.

• Thank your teams for their participation.
• Remind them of the purpose of this exchange - you are not here to guess who answered what in the survey, but to take stock of the key issues for the whole team and define the next steps to be taken. 
• Encourage participants to express their opinions using the pronoun 'I'. Make sure that participants do not speak for the whole team by using pronouns such as 'we' or 'us'. 
• Leave room for free expression. Reassure them that it is about sharing one's perception and that all opinions, suggestions, and ideas are valid. 
• Include all team members, including the more introverted ones. You can use post-its or split your team into small focus groups. 
• Try not to overreact to proposals by calling them"interesting" or "complicated", for example. This may hurt more sensitive personalities.

Facilitating a discussion around the results

Go through the survey report with your team and focus the discussion on the: 

• results you agree with,
• results that surprised you,
• topics you identified as priorities.

👥 Participation  

• If it is low or falling, ask the team why or what they think about it.
• If it is consistent and high, congratulate the team.

💡 Tip: you can ask the management for the overall participation rate or other teams to compare yourself.

📌 Closed-ended questions: 

You can guide the discussion based on the results you get. Here are some suggestions. 

→ If the average is less than 3.5 (on a scale of 1 to 5) or the NPS is less than -10 :

It is a topic that needs further investigation. Try to understand what can be put in place to improve your team's satisfaction: 

• What do you think of the score? 
• Why the score? Do you have any context or history or examples that explain this low score?
• Do you think there is anything the team can do to improve this? 

→ If the average is above 4 (on a scale of 1-5) or the NPS is above 20: 

This is a pretty good score. Try to understand what led to this positive result: 

• Do you have anything to say about it?
• What can we continue to do to maintain this level of satisfaction?

→ If there are strong disparities:

• Not everyone agrees on this question, it shows that there may be differing opinions. Are there people who want to speak up on this topic?

 🖍 Open-ended questions:

Present 3 or 4 recurrent themes among the verbatims and ask the team:

• What do you think? 
• Do you agree with what has been said here?

💡 Tip: rephrase some of the comments while keeping their meanings. This way, participants won't be identified because of a writing style.

🔢 Multiple choice questions

You can directly direct the discussion to the options that got the most votes: 

→ If the percentage of votes for the excluding option ("I am not concerned" or "none of the above", etc.) is substantial:

• A large part of the team does not recognize itself in these options. It shows that something has been missed. What could be the alternatives or other options? 

→ Present the option that got the most votes:

• Many people relate to this choice. If we were to move towards this option, what would you think?

 🔝 Prioritizing topics with the team

After reviewing the overall results, state the few topics identified as priorities through the survey results and ask the team:

• Do you agree with these priorities? 
• Other than what emerges from the survey results, is there anything you think is important to address?

💡 Tip: If many topics emerge as priorities, ask each team member to vote for the ones they want to prioritize and/or see if these topics appear in the focus points. 

Defining your next actions as a team

Your team is familiar with your context and your resources and may be the most likely to find the appropriate solutions. To define your next actions as a team, we advise you to lead a workshop in 2 steps: 

 📝 Ideation:

• Invite each participant to write down their ideas on post-it notes (1 idea per post-it note). 
• In addition, write down the ideas expressed in the verbatims 
• Group the post-its by major themes

🗳Prioritizing:

• Have participants vote for the 3 ideas/actions that they feel are priorities
• Once the 3 ideas have been identified, divide the team into 3 groups with one referent per idea.
• Ask each group to define the tasks that need to be done to implement each idea.
• Designate a volunteer to be responsible for its implementation.

Once you have defined your next actions, don't forget to mark them in time and record your actions! This will allow you to measure the impact of your actions 😄