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Rolling out assessments

Assessments is a great way to better understand what your people are thinking, feeling and doing. It will help you measure the level of wellbeing in your organisation, and to understand the impacts of different wellbeing activities.

Best practices

Here are some best practices to help make your next assessment a success.

  • Baselining means establishing a starting point that can be used for comparison later.

    For the programme, this means understanding the level of mental wellbeing in your organisation before officially launching the programme and before rolling out any new wellbeing initiatives. This will help you to understand the impact of the programme on different aspects of workplace wellbeing, by being able to compare later data measurements to the baseline.

    This is why we suggest that the Workplace Temperature Check and 6 Pillars Survey are sent out as part of the Pre-Launch phase of the programme.

  • The more people in your workplace that answer the survey, the better. This is because, in order to have the most positive impact, we need to understand your workplace as a whole. We need a cross-sectional and representative set of respondents, who can help paint a true picture of your organisation, considering things like:

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    • Age, gender, ethnicity and other demographics

    • Level of seniority

    • Role and function

    • Ways of working

    • Location

     

    While it’s tempting to focus on leaders, they may not always be able to accurately reflect the thoughts of the people that they represent - it’s simply a very difficult thing to do. This is why it’s worth casting a wide net and encouraging as many people to respond as practical.

    • Ensure that your people are aware of the benefits of the surveys. Groov assessment framework provides information about the design and benefits of the surveys.

    • Explain how their responses are important input to paint an accurate picture, and to inform what needs to be done. Also, encourage questions and feedback.

    • Give your people a set time to complete the surveys, rather than asking  them to fit it into their busy day. 

      • For those who use electronic calendars, send a calendar invite for 10mins. ​

      • For those who aren't desk workers, set aside 10mins in a regular team gathering (for example, Toolbox meetings) for them to complete the survey, on a provided / shared device if required.

    • Promote the surveys via internal communication channels (such as meetings, messengers like Slack or Microsoft teams, social media platforms, Workplace, Yammer, as well as physical channels like posters and flyers) beyond the Groov emails. Add your own language to make it relevant for your people.

    • Make sure to report back results in a timely fashion and to promptly take actions that can be linked to the results. People want to know that they were heard, and that real change resulted from it.

    • Make sure that your people know that they'll receive their own personalised 6 Pillars report after completing the assessment. The report gives them an understanding of where they are with their mental wellbeing, and is full of simple, easy ways to improve their wellbeing.

  • Tracking (anonymised) individual responses

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    We’re often asked if a copy of the Workplace Temperature Check and 6 Pillars assessment can be sent as a generic link via the organisation’s own communication channels.

     

    To truly understand impact and trend, it’s important to track the (aggregated) change between individuals’ responses, rather than separate snapshots of two potentially significantly different groups. For example, the set of respondents to the first survey may or may not be sufficiently similar to those who respond to the second survey. If they’re mostly a different set of people altogether, then the comparison would be very misleading.

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    Hub's surveying mechanism generates a unique link for each individual respondent while protecting anonymity. That way, you will have the ability to analyse the aggregated changes between surveys and to explore the data in Hub.

     

    If individual responses are not tracked, this capability and associated insights are lost.

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    Enabling Survey Monkey

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    The Hub currently uses a popular provider called Survey Monkey to enable email surveys. Once set up, it's an easy and quick process to send many surveys. The following should be noted:

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    • The email will look like it comes from Dr. Fiona Crichton (survey@groovnow.com) but it will actually come from member@surveymonkeyuser.com. You may need to liaise with your IT department to get this whitelisted in their email system. 

    • If any intended survey recipients didn't receive the survey email, they should:

      • Check their Spam or Junk folders in their email.

      • Visit https://www.surveymonkey.com/user/email-opt-in/ in case they'd opted out of Survey Monkey in the past. Survey Monkey operates on a global opt out. So, if someone has unsubscribed from ANY Survey Monkey in the past, then we cannot email them from our account. 

How to use this

  • We suggest a quick refresher on these best practices whenever you're planning a survey, such as the  Workplace Temperature Check and 6 Pillars assessment.

  • In particular, review the sending assessments via Hub if any of your team members are having trouble with their email survey invitations.

  • Refer to this as and when needed.

  • The Hub overview provides more information on how the Hub supports surveying and reporting of the results.

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