Many workplaces today take a digital approach to working continuously with employee engagement and feedback. Digital solutions help ease the heavy lifting involved in collecting, analyzing, and acting on feedback from, for example, well-being surveys, workplace risk assessments (WRA), or leadership evaluations.
But what about those organizations and companies where employees spend their workdays far from a desk? In some cases, they don’t have access to a computer or work email. These employees are often in production, working in warehouses, on construction sites, at outdoor job locations, or are frequently on the move.
It’s essential to ensure everyone is included so that the feedback and data collected is accurate and high-quality. And that work begins even before the survey is sent out.
Involve employees from the start
To ensure ownership and engagement in a well-being survey, for example, it’s important to involve employees early on.
They should understand:
- The purpose – Why are we doing this?
- Roles – Who is responsible for what? What is expected of me?
- The process – What happens when? When will I hear more?
To reach employees who don’t regularly access a work email, intranet, or similar, consider using a mix of communication channels. Team meetings, physical noticeboards, a shared lunch, or another event to mark the survey launch can all be effective.
Keep the door open
If employees aren’t used to giving anonymous or digital feedback, the approach may seem unnecessary or unengaging. Often, they’d simply prefer to “just talk about it” over a table.
That’s why it can be a good idea to supplement the digital approach with an open-door policy. Make sure it’s clear that employees are always welcome to speak directly with their manager, union rep, or HR about what’s on their minds—whether it’s feedback or concerns. A digital approach to well-being should never replace a culture of open, face-to-face dialogue.
Two simple solutions for employees without work email
At GAIS, we have extensive experience conducting workplace assessments and well-being surveys across all kinds of industries. We offer two different solutions to help you include employees who don’t have access to a work computer or email.
Kiosk survey
Normally, GAIS surveys are completed using employees’ individual email addresses. But if someone doesn’t have a work email, the GAIS survey can be answered on a dedicated computer set up for this purpose – a “kiosk” solution.
You can easily combine both approaches, where some employees respond via the kiosk, while others complete the survey through a link sent to their work email. Employees who use the kiosk option will still receive their personal report with insights into their own well-being. The report can be sent to a private email if they wish.
Code/QR Solution
Most people have a mobile phone, which is why GAIS also offers a solution that allows employees without work email or computer access to participate via a unique code or QR code. Each code is unique to the employee and can be distributed via the intranet, printed labels, or similar methods. Employees can then complete the survey directly on their phone, tablet, or computer.
Once the survey is completed, they will instantly receive a personal report with an overview and tailored recommendations to support their motivation and engagement at work.
Ambercon increased response rate with a code-based solution
At the North Jutland-based company Ambercon, both well-being surveys and workplace assessments (WRA) have been conducted using GAIS. The company produces concrete and façade elements for the construction industry and employs just under 200 people, many of whom work in production.
“Over the past two years, we saw a decline in survey participation. We asked our employees what it would take to improve it, and their wish was a code-based solution. So we were pleased to see that this was an option in GAIS,” says Ambercon’s Factory Manager, Thais L. Kristensen.
When Ambercon switched to using a code-based solution for their well-being survey, the response rate jumped from 67% to 89%. Practically speaking, they set up tablets in the canteen that employees could use to complete the surveys.
Read more about Ambercon’s use of GAIS for well-being surveys and workplace assessments, and how they ensure employee involvement, in the full case study here.
Make time for it
If you choose one of the solutions mentioned above, make sure to allocate dedicated time for employees to complete the survey – and communicate this time slot clearly to them. This helps ensure a high response rate.
Want to learn more?
Book a no-obligation meeting where we can discuss your specific situation and workplace setup.
Support for employees who struggle with reading
Do you have employees who are dyslexic or have difficulty reading? Most modern browsers today can read questions aloud, making it more comfortable and accessible for employees to complete the survey.
GAIS is also available in many different languages, so in many cases, employees can complete their survey in the language they understand best. In GAIS, you can control which language each employee receives their invitation and survey in.
