Administration of Employee Engagement

Engagement Administration

The employee engagement module offers a couple of administrative functions that allow for managing the frequency or cadence of employee pulse surveys and the definition of cohorts of employees for the analytics dashboard.

PerformYard Engagement - Admin Settings

Pulse Surveys

The PerformYard Employee Engagement and Satisfaction module relies on regularly sending surveys to company employees with questions contributing to scoring engagement, satisfaction, and eNPS scores.  The settings on the Pulse Surveys tab allow you to control if surveys should be sent and how often these surveys should be sent to employees.

Enabling Pulse Surveys

The Enable Pulse Survey toggle controls whether surveys can be sent to employees.    When toggled on, PerformYard will send out surveys according to the preferences for Survey Frequency. When toggled off, PerformYard will not send out surveys.  

Setting the next Survey Date

PerformYard will default to sending the next survey the day after enabling pulse surveys when no prior survey has been sent.  Setting a specific next survey date establishes the first date in the recurrence for the selected survey frequency.  The small schedule preview display will show the expected dates for the next four surveys based on the selected settings.

PerformYard Engagement - Setting Survey Date

Setting a Preferred Time for Surveys

Surveys can be sent at your preferred time of day, with options that include: morning, mid-day, afternoon, and evening. These are relative to your company's timezone setting.

Sending Reminders

In addition to sending the survey email at the start of the survey period, it is also possible to have PerformYard automatically send reminder emails to those employees who have not yet answered the survey.  By default, reminder emails are not enabled to minimize the emails your employees receive. When enabled, PerformYard will send a reminder email to those employees who have not yet responded to their survey after 3 days and a second reminder after one week.  A third reminder is sent for less frequent surveys after four weeks.

Controlling the Survey Frequency

The survey will be sent to employees (all employees) at the frequency selected.  A higher frequency will allow for a better month-over-month comparison of changes in satisfaction and engagement across the company.

Note: The number of questions per survey is automatically adjusted based on the selected frequency.  More frequent surveys ask fewer questions per survey. Less frequent surveys will ask more questions to ensure better coverage across employee satisfaction and engagement factors.    Please note that regardless of the survey frequency, employees are not required to answer all questions.

Controlling the Frequency of the Factor Questions

In addition to managing the frequency of the surveys, you can also control the frequency of including Satisfaction Factor questions on surveys, potentially electing to capture Factor questions more or less frequently than the eNPS question.

Controlling the Frequency of the eNPS Question 

As with the ability to control the frequency of inclusion of the Factor questions on surveys, you can also control the frequency of the eNPS question, potentially electing to capture eNPS more frequently from employees throughout the year or excluding the eNPS question from all surveys.

Controlling the Frequency of Custom Questions

As with Factor and eNPS questions, it is possible to control how often Custom Questions should be included in surveys. By default, custom questions are not included, but you can choose to have them on every survey or to control the frequency to be less often, for example, every other survey. 

Pulse surveys have a fixed number of questions, and the number of questions is based on the survey frequency.  More frequent surveys include fewer questions, while less frequent surveys include more questions.  In the case of custom questions, they are selected randomly from the list of enabled custom questions alongside the built-in questions.  As a result, there is no guarantee that any particular custom question or number of custom questions will be included in any given survey. The Include all custom questions option allows you to force them to be included. 

Including All Custom Questions

The option to "Include all custom questions" bypasses the random selection approach and forces the survey to include all your currently enabled custom questions.  Many companies have a few questions they "always want to ask," and this option allows for that scenario.  Remember that this option can potentially result in a large survey if there are many custom questions.

You can learn more about custom engagement questions here.

Employee Cohorts

A cohort is a group of employees for analysis in the analytics dashboard.  Individual employees can belong to more than one cohort; for example, you may define a cohort of East Coast employees and engineering employees.  An engineer who works on the East Coast would potentially be a member of both cohorts.   Cohorts can be defined manually as a fixed list of specific employees, which are called static cohorts or can be defined as rules based on employee attributes, which are called dynamic cohorts.

Creating a Static Cohort

To create a new static employee cohort, you'll need to provide four pieces of information:

Cohort Name The Cohort Name is required and will be displayed in the dashboard for charts that allow for cohort comparison.
Cohort Color The Cohort Color is used in dashboard charts that allow for cohort comparison and will be used consistently whenever that cohort is being shown, for example, Green for the Sales Cohort.  A color is automatically selected by default but can be changed anytime.
Cohort Description It is optional but can be used to provide more context about the cohort for other administrators.
Cohort Members The list of zero or more employees to be members of this cohort.  

Analytics for New Cohorts

When a new cohort is created, PerformYard will revisit all past surveys answered by the cohort members and associate those survey results with the analytics for the newly created cohort.  This allows an HR Administrator to define cohorts even after surveys have been collected from employees.  Please note that this behavior of revisiting past survey results only applies to new cohorts.  Editing existing cohorts only affects analytics in a go-forward manner (see below.)

Please note that dashboards will not display results for a cohort, factor, or month if fewer than three unique respondents contribute answers to that question or factor to ensure the anonymity of survey takers. 

Creating a Dynamic Cohort

Dynamic Cohorts, like Static Cohorts, represent a list of employees.  Dynamic Cohorts, however, are based on rules instead of a manually managed list of employees.  PerformYard can automatically keep the list of members for the cohort "up to date" for those employees that match the rules of the Cohort.  For example, an HR administrator might define a cohort that represents all the employees from the East Coast by defining a rule matching employee attributes for location.  Alternatively, an HR Administrator may want to create an employee cohort representing newer employees with a hire date less than 90 days from the day they answered their engagement survey.

To create a new dynamic employee cohort, you'll need to provide four pieces of information:

Cohort Name The Cohort Name is required and will be displayed in the dashboard for charts that allow for cohort comparison.
Cohort Color The Cohort Color is used in dashboard charts that allow for cohort comparison and will be used consistently whenever that cohort is being shown, for example, Green for the Sales Cohort.  A color is automatically selected by default but can be changed anytime.
Cohort Description It is optional but can be used to provide more context about the cohort for other administrators.
Cohort Conditions A set of filter conditions on employee attributes to narrow down the list of employees for the cohort. For example, Employee Group Equals "Marketing."

Editing an Existing Cohort

Cohorts can be edited and modified at any time by selecting Edit from the list of cohorts.

Impact on Analytics of Adding and Removing Members from an Existing Cohort

Historical analytics about the cohort will reflect the cohort's membership when the surveys were answered. Changes to membership of an existing cohort are "go forward" changes.  Any newly added members' survey answers will contribute to the cohort's future scores and will not affect the cohort's past results.  

Note: In some cases, you might have wanted the analytics for an edited cohort to be re-calculated for past surveys.  In that case, duplicate the cohort as a new cohort, and the duplicated cohort will process analytics for all the past surveys.