This guide walks you through :
- Creating an environment for discussion
- Facilitating a team discussion around survey results
- Defining your next actions as a team
Creating an environment for discussion
We recommend organizing a face-to-face (or videoconference) sharing time.
Use an existing moment (team meeting..) or plan a dedicated workshop in an environment where people will feel comfortable enough to express their opinions frankly.
Here are some tips for creating an environment conducive to exchange:
- Thank your teams for their participation
- Remind people of the purpose of this discussion: you are not here to guess who answered what in the survey, but to review the key issues for the whole team and define the next steps to be taken.
- Encourage participants to express their opinions using the "I" word. 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 your team 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 stories and/or form small focus groups.
- Try not to react too quickly to the proposals by saying "this is interesting" or "this is too complicated" at the risk of hurting more sensitive personalities.
Facilitating a discussion around the results
Review the results with your teams and highlight areas of agreement and results that surprised you. Focus the discussion to understand the perceived strengths and priority areas for your teams.
Highlight the areas you want to discuss with your team.
- If it is low or declining, ask the team why or what they think.
- If it is consistent and high, congratulate the team.
- You can ask management for the overall participation rate or other teams to compare.
You can guide the discussion based on the results. 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 :
This is a topic that needs further investigation. Seek 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?
Present 3 or 4 recurring themes from the verbatims and ask the team:
- What do you think?
- Do you agree with what is expressed?
ℹ We recommend that you do not share raw comments so that a writing style is not recognized. Feel free to rephrase them if you need to illustrate a point.
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?
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 maybe 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:
- 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
- Have participants vote for the 3 ideas/actions that they feel are priorities
- Once the 3 ideas have been identified, divide 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 😄