Analytics

Posts Tagged ‘Online surveys’

Market research is an essential element of any organization that wants to offer products or services that are focused and well targeted. Business decisions based on good market research can help minimise any risk and should pay dividends in the longer term. By making market research part and parcel of the business process and conducting market research throughout the life cycle of a product or service market research will bring the following benefits:-

• Market research will help you better communicate - Your current customers experiences are a valuable information source, not only will they allow you to gauge how well you currently meet their expectations they can also tell you where you are getting things right and more importantly where you are getting things wrong. By asking you take the guesswork out of customer services and demonstrate to the customer that you care.
• Market research helps you identify opportunities – If you are planning to operate a new service and want to know the preconceived attitudes people have then market research can help, not only in evaluating the potential for a new idea, but also by identify the areas where a marketing message needs to be honed.
• Market research will minimise risk - Market research can help shape a new product or service, identifying what is needed and ensure that the development of a product is highly focused towards demand.
• Market research creates benchmarks and helps you measure your progress - Unless you measure you will not be able to properly gauge how well your business is performing. Early research can identify where improvements need to be made to a new service or where there are flaws in a product, by conducting regular market research it will identify if improvements are being made and, if positive, will in turn help motivate a development team.

Market research brings considerable benefits and it is perhaps surprising how few businesses invest sufficient resources to gather good intelligence that will help them improve business. Many may think that market research takes too much time and effort but that is just not the case anymore as through the power of the Internet online survey software is readily available and vital market research data can now be gathered in a quick, simple and cost effective manner.

Why should you bother?

The life blood of any business is good customer service. Although new customers are very important good customer service will help generate customer loyalty and repeat business. With each satisfied customer your business is likely to win many more customers through recommendations and remember, if you are not taking care of your customers, your competition will.

Online customer satisfaction surveys will help by not only identifying problem areas but show that you care and are proactive in looking for ways to improve the service that you provide.

Where to start?

Objective - As a first step decide what the main objectives of the survey are, in that way you will be able to retain focus and find it easier to decide what questions to ask.

Analysis - In addition to the objective consider also how you will analyse the answers having completed the survey.

Keep in mind that ‘closed’ questions (where the respondent is asked to choose from a limited number of responses) are easier to analyse than ‘open’ questions (where the respondent can reply in anyway they want).

Much will depend on the volume of respondents, the higher the volume the more important it is to have an easy method of analysing the results.

Opportunity – As well as obtaining valuable market research data keep in mind that customer surveys are also a good way to publicise aspects of your service that your customers may not be aware of.

Before you publish the survey confirm that the questions you have asked will provide you with market research data that when analyzed will help you make informed decisions.

Next, read through the survey from a marketing view point, check that you have phrased each question so that every opportunity has been taken to promote your business?

The ideal question will perform the following three functions:-

• Market research - provide valuable feedback to help you improve your customer satisfaction levels and in turn your business
• Marketing - promote aspects of your business
• Information/Education - advertise a service that you provide that your customers may not have been unaware of

For example:- Do you find the in-store baby changing facilities useful?

By asking this question not only will the store receive good feedback on the facility they provide but they will also advertise their baby changing facilities and promote themselves as a family friendly store beyond those customers who have a specific need for the facility provided.

Warts and all – be prepared to accept criticism.

A customer satisfaction survey should be designed to identify any problem areas so that they can be fixed; conducting regular customer satisfaction will help prevent complacency and will also give early warning on where you may be losing business to your competitors initiatives.

What to ask?

Each business is likely to have unique factors in relation to providing good customer services however there are common areas that are going to be relevant to all businesses be they a physical store, online store or a service industry. The following are key areas to providing good customer service.

Communication - Are you confident that you make it easy for your customers to contact you?

When customers telephone are their calls answered quickly; are their enquiries about products or services handled properly? A good business will make every effort to ensure that whatever the customers query it is resolved by the right person, quickly, politely and fairly.

If customers reported problems that cannot be resolvable immediately do you promise to respond in a given time period and do you deliver on your promise?

Use a customer satisfaction survey to ensure that all your staff are considered by your customers to be helpful, courteous and knowledgeable.

Location – Are you doing everything you can to ensure that your customers find it easy to visit you, if a physical store, does it have good access and is it conveniently located?

Making it pleasant, making it easy - For an online business it is important to ensure that your website is easy to use and aesthetically pleasing.

Regardless of the store being a bricks and mortar or purely online web based store, is the store properly laid out and can your customers find what they need and is there sufficient detailed information and help on hand to explain how a particular product works?

The right quality products – In addition to measuring the quality of the service that you provide you should ensure that the products and services that you provide do in fact match your customers’ requirements.

Value for money – Cheap or expensive is rarely a good measure, value for money is.

Do your current customers consider your services as value for money, if not, why not?

Speed and attention – Regardless of the type of business most customers will want to be dealt with quickly but attentively.

Are you doing everything to prevent any delays?

Customers like to be treated as individuals, how do you treat your customers? Attention is important but so is a quick and satisfactory resolution of the query.

Demographics and Specific issues – Take the opportunity to profile your customers, for example what is their age group and where do they live?

Understand your customers more and you will be able to better target your business.

For customers who have specific problems allow them to provide details and contact details.

What is next?

Having completed the survey analyse the results.

Trends – Look for common and specific areas where the service needs improving.

Ask yourself if any criticism is valid, be honest to yourself, is there anything that can be done to properly resolve, or at the very least, minimise the problem?

Training – Are the staff properly trained and do they have sufficient knowledge?

Where staff training programmes have been implemented have they had a positive impact on the business?

Follow-up – If a customer who has completed a survey has raised a specific issue do all you can to ensure that their complaint is addressed.

Do not lose a customer by squandering an opportunity to resolve a problem.

Continuously Monitor - Make changes and then measure by issuing further surveys.

If you are interested in tracking customer satisfaction and would like to see a sample survey for a store that demonstrates some of the above advice please view the following example that can be used as a customer satisfaction survey template.

If you conduct effective market research what are the things you can learn?

Know your customers – Market research will help you better understand your customers in a number of ways including demographic information such as their age, gender and geographic spread. The better you know your customer the easier it is to target your marketing and fine tune your product or service.

Know your target market - Who exactly are your existing customers and where do they live? Does your service or product appeal to specific age groups? Who are your potential customers and where do they live?

Know your competition – Market Research will help you measure your service compared to others. What are the strengths and weaknesses of your business and are you improving in the areas that customers demand?

Products and services - Do you have the products or services that people want? Are your products and services value for money? How do your services and products compare to that of your competitors? Can you, do you, should you deliver directly to your customer?

Ease of doing business – Do your customers find it easy to deal with you and when they visit your store and/or website do they find what they want? Is there sufficient advice and assistance on hand? Do you make it easy for your customers to buy? Are all your employees properly trained, helpful, knowledgeable and available?

Marketing – Is your marketing reaching the right people and is the marketing message clear and effective. Which are the most effective marketing channels?

Is your marketing message understood? Does all your marketing correctly reflect your brand? Are the right channels being used to advertise? Are you reaching your target audience?

With the power of the Internet it is now very easy to conduct market research using one of the many online survey software sites that make conducting surveys and collating good market research intelligence quick, easy and extremely cost effective.

If a business strives to become more streamlined and productive there needs to be acknowledgement that such efforts may not bare any fruit if the results of their initiatives cause among the workforce widespread dissatisfaction and a high turnover of staff. The benefits of a company having a highly motivated workforce can be considerable and having a workforce that is both motivated and productive should not be regarded as being mutually exclusive to one another.

If problems are left unresolved then companies run the risk of alienating their employees and events can then cause employee frustrations to boil over resulting in managers finding themselves on the back foot, faced with problems that cannot be ignored.

Ideally employers would allocate the time to fully understand the needs of their employees and learn from their experiences of working on the front line, but employers are too often themselves tied up with the day to day task of fighting their own fires.

By automating the majority of the intelligence gathering process and having the findings in a format that can be easily analysed online surveys provide employers with an efficient and cost effective method to help towards establishing a pleasant working environment, where employee satisfaction and productivity is high.

Dissatisfied & unproductive

There are many reasons why employees may be dissatisfied with their job and more often than not staff frustration is channelled into a demand for higher salaries and less hours. Managers who tackle these issues head on, making it all about salary and hours, will often find themselves dealing with the symptoms and not the root cause.

It’s not about money

The following are barriers to achieving productivity, none of which are likely to be resolved by increasing salaries or reducing hours:-

• Inadequate training
• Out of touch management
• Out of date working methods
• Lack of proper tools and equipment

There have been many studies that have consistently revealed that financial reward is not the most important motivator for employees, providing an employee is being paid the market rate the employer would be wrong to think that the solution to all employee problems is through paying higher salaries.

Take the case of a single mother who is juggling a full time job with the need to look after a child. Out of frustration she may demand more money so that she feels that she is able to cope where a better solution, for both her and the business, may be more flexible working hours.

Good communications

It is important for any organization to encourage communication. Without good communication between personnel and management, or where management wait until problems are raised, management may assume that they have a content workforce when in actual fact the opposite is true. It can take only one aggrieved employee with one small problem for an entire workforce to develop a destructive ‘them and us’ attitude.

Improving communication

Meeting one on one between the employer and employee would be ideal but really it is only a practical solution for smaller companies.

Meetings between management and worker representatives are good in theory but can often spiral into becoming talking shops and losing their purpose as both sides become more familiar with one another and the meetings run the risk of being hijacked by the more extreme personalities.

Suggestion boxes can be useful but can be viewed as token efforts by management as they wait for personnel to highlight a problem.

Newsletters represent a positive step but they only offer one way communication and their primary function is to inform and not discuss employee issues.

Keeping the initiative

Conducting employee satisfaction surveys on a regular basis can be used to ask each employee specific questions and demonstrates a pro-active management initiative where the whole workforce can be consulted on various issues. Surveys are able to provide a level playing field between the quieter and more vocal employees.

Consultation should not be seen as a sign of weakness, a confident manager will take counsel from all quarters before making a decision. By issuing a survey the employer is able to keep the initiative and tackle problems from a position of strength as opposed to waiting for problems to manifest and then possibly develop out of proportion.

If a small problem is left unresolved it could lead to a situation where a minor problem might just break the camel’s back and the mood of the employees change from positive to negative in a blink of an eye.

It’s easy and quick

For the majority of organizations online surveys represent a proactive, effective and low cost solution. They are quick to design and for many companies, where the majority of personnel have desktop computers, they are quick to deploy direct to the individual.

Where not all of the personal have access to a computer there are various options available that will allow you to accommodate their responses such as providing a shared computer, conducting telephone surveys or as a last resort, a hardcopy survey where the hard-copy responses can be added to those who competed the survey online.

Job satisfaction

There are many elements that go towards providing an employee with job satisfaction, from the working environment, working methodology, working ethos, company ethics to having good and effective management. Job satisfaction brings benefits through improved motivation and productivity from a workforce that feels that they are treated as individuals and not a commodity item.

Inform and educate

A less appreciated benefit of online surveys is that they can be used effectively to educate and deliver important information to the workforce, ensuring that the ‘message’ is delivered consistently and does not become corrupted as it is passed down the line.

An online survey can explain to the employees a difficult situation and get valuable feedback as to the best solution. It is rare in this situation that the workforce would appear negative; it is more likely they will feel informed and empowered and that might be enough to turn a negative problem into a positive challenge that unites the workforce.

Exit surveys

Exit surveys are a good way for management to ensure that when people leave the organisation they are leaving for the right reasons and not due to reasons that if appreciated earlier could have been addressed and resolved. Although identifying a problem may not prevent a person leaving it could solve an unappreciated issue that may, if left unchecked, result in other key personnel also leaving.

Analysing the results

After having consulted with the workforce using an online survey the survey results are available for instant analysis. Common and specific problems can be easily identified and brought to the attention of senior management who will then have the opportunity to address the issues that have been raised.

Summary

Used regularly online surveys represent a simple and productive method of taking the pulse of an organisation and an easy way to establish a two way communication channel between employer and employee with the results providing management with vital, accurate and significant information.

For a Sample Employee Satisfaction Survey:- Employee Satisfaction Survey Template

For a sample Employee Exit survey:- Employee Exit Survey Template

Designing surveys is easy; isn’t it? The truth is that writing surveys is easy but writing effective surveys is more difficult. The following tips will help you write more effective surveys.

1. What is the survey’s purpose?

There are many reasons for conducting surveys and questionnaires. By correctly phrasing the questions and structuring the answers surveys can be used in a multitude of ways and for a variety of reasons. When designing a survey don’t lose sight of its purpose.

2. Give the survey a good title

The survey title is key and an opportunity to instantly summarise a survey’s objective and grab the attention of invited respondents. Respondents are going to invest time in completing the survey so make them feel that their investment is worthwhile.

3. The length of the survey needs to be as short as possible

Every question that is asked should be asked for a reason. Focus on ‘need to know’ questions and minimise ‘nice to know’ information.

4. Use plain English, avoid terminology and acronyms, be consistent and don’t ask questions that may result in ambiguous answers

Take care when wording a question. Ambiguous questions run the risk that any analysis of the resulting survey data will be worthless or at the very least suspect.

5. Avoid long questions

Where practical use concise sentences. Long questions tend to cause respondents discomfort and can lead to respondents abandoning a survey.

6. Ask one question at a time

Avoid confusing the respondent with a question like ‘Do you like athletics and golf?’

7. Do not influence the answer

Avoid loading the question. ‘Should irresponsible shop keepers who sell alcohol to minors be prosecuted?’ is likely to have no value.

8. Make sure that the selected answer format allows the respondent to answer the question being asked

Allow the respondent to answer how they really feel or they may be inclined to abandon the survey. As a last resort consider the benefit of including a “Don’t know”, “No comment” or similar response option.

9. While you are compiling the survey consider, when the survey is complete, how the compiled data is going be analysed

When asking questions that allow for a free text open ended response appreciate that such information is likely to be difficult to score and/or summarised. Consider grouping answers. For example “Indicate your length of service?” - ‘less than 1 year’, ‘between 1 and 6 years’ and ‘more than 6′.

10. Try and ensure that the questionnaire flows

Group the questions into clear categories as this makes the task of completing the survey easier for the participants.

11. Target your respondents carefully

Sometimes you will want to target a specific group, in others a cross section. If you can’t easily control the respondents consider including questions/answers that will allow you to filter out respondents that don’t match your target profile.

12. Allow the respondent to expand or make comments

Allowing respondents to make additional comments will increase their satisfaction level and the comments will also give valuable feedback on the specific questions and/or the survey as a whole. Remember that for large sample collections that free text open ended responses may be difficult to analyze.

13. If the survey you are conducting is to be confidential ensure that you honour your pledge

If you have made guarantees to the respondents that the survey is confidential you need to ensure that the individual data is not shared with anyone or used for any other purpose. Confidentiality must be maintained at all times and any identifying information destroyed once the survey has finished.

14. Weigh up the advantages of allowing respondents to be anonymous or identifiable

If your respondents are to be anonymous then appreciate that you will be unable to follow up or match “pre” or “post” surveys. Allowing people to remain anonymous will however allow people to respond without possible peer pressure.

15. Carefully consider the best response format

Being consistent with the format used for responses is good practice. When creating your survey keep in mind that when analyzing the data single selection radio buttons are easier to analyze than multiple selection check boxes. If a radio response format can be used do not use a check box format.

16. Give the respondent an estimate as to how much time the survey will take to complete

Respondent drop out can become a problem if the survey appears to be a stream of never ending questions. It is good practice to indicate how long the survey is likely to take so that the participants can choose the best time to complete the survey.

17. Advise the respondents of the survey end date

Encourage respondents to complete the survey as soon as possible but advise respondents as to the survey’s end date so that they have the opportunity to schedule the necessary time.

18. Trial the survey

Before publishing a live survey publish the survey as a trial to check for questions that are ambiguous or confusing and to ensure that the survey is aesthetically pleasing.

19. Before publishing the survey proof read the survey carefully

Check and check again that the survey is grammatically correct and makes sense. If practical get a colleague to check the survey before you publish, if no one else is available then take a break before checking again.

20. Remember to thank the respondent

To complete surveys respondents need to invest their time and should be thanked either in a covering letter, at the end of completing the survey or in a follow up letter. You may even want to consider an incentive such as a reward of some sort.

For more information please visit Survey Galaxy