Create survey

To create a new survey, complete the following steps:

• Select ‘Create survey’

If existing client:

• Select relevant client
• Select ‘Next’
• Select contact name
• Select ‘Review’ + complete details

If new client:

• Select ‘Create a new client’
• Select ‘Next’
• Add client details
• Select ‘Save’ + recommence process
• ‘Select survey type’ (TRS, CRS or MRS)
• Enter unique name for the survey + include the date in the title
• Select who will set up the survey (subscriber staff or client)
• In rare circumstances, the TRS can be provided to staff who are unable to access a computer in hard copy format. If required, select the ‘Mixed respondents’ icon.

NB: Once created, a survey cannot be changed to the mixed respondent option. If this is required, a new survey will need to be created.

Customise survey name, login + reminder emails

An adviser has the ability to rename a survey, login and reminder email headings at a client request.  This may be required where an organisation has two regions requiring separate and easily identifiable surveys.  To change the name of the survey, the Adviser must follow the steps above but select ‘Email to self’ instead of ‘Email to client’.

• Select ‘ORS’
• Select ‘Administer survey’
• Identify required survey
• Select ‘Edit’
• Select ‘Rename survey’
• Change name of survey, log-in email and reminder email as required
• Select ‘Save’
• Select ‘Send email to client’
• Fill in pricing
• Select ‘Email to client’ (this will send the registration confirmation email)
• Select ‘Finish’

NB:  If the name change occurs after the survey has been set up but prior to the survey being locked, follow the instructions above but do not select ‘Email to client’.

View tasks + recommended timeframes

View administration set-up form

This form is a hard copy guide to assist in the collation of information required to complete the survey set-up. Each step should be carefully followed. This form lists the standard statements for the survey.

Create respondent list

For each ORS, accurate email addresses and names of all respondents need to be uploaded online.  This is a critical step to a successful survey outcome.  Steps are as follows:

• Create a 3 column spreadsheet with the following columns:
  • Email Address   First Name   Last Name
• Complete and ensure accuracy of spreadsheet

NB: Only 1 email address, 1 first name and 1 last name per line.

sbrown@emailone.com                  Sally                         Brown
jsmith@emailtwo.com                    John                          Smith

On the survey start date, each respondent will receive an individual login email with a personal link.

NB:   If 2 or more respondents share the same email address, enter them on separate lines.

jpbrown@email.com                       Jennifer              Brown
jpbrown@email.com                       Peter                     Brown

On the survey start date, the grouped respondents will receive a group login email containing clearly labelled personal links for each respondent.

• Highlight, copy + paste columns into the text area on the ‘Your respondent list’ page of the online administration set-up
• Respondents should be registered in the system once only.  Duplicate respondents will be rejected on upload. 

Send respondent briefing

It is critical that your clients notify their respondents on both the purpose of   the survey and the confidentiality of their responses prior to the survey start date. To assist in this regard, a sample notification email template is available in the online set-up. It is recommended that respondents are notified seven (7) days prior to the survey start date via email.

Any incorrect email addresses should be identified following the client notification mail-out and corrected prior to the uploading of email addresses to the online survey site. This ensures a clean survey database and more accurate reporting data.

Set survey dates

Survey start and finish dates are selected online via calendars.  A survey period of between 10 – 15 working days is highly recommended.

Set survey reminders

To help ensure a high response rate, regular survey reminder emails are automatically forwarded to respondents. Survey reminder options are as follows:

• Every business day
• Every 2nd business day
• Every 3rd business day

Create custom demographics

Standard demographics are included in the surveys and are a key feature of final reports. Clients have the ability to add customised demographic categories and response options. Always check custom demographics carefully to ensure categories and response options are appropriate and likely to receive multiple responses for each category.

Create custom statements

Standard statements are included in the survey and are important for benchmarking purposes. Clients have the ability to add up to 10 additional customised statements. Always check customised statements to ensure they are unique and do not address issues already covered in standard statements. Also, check spelling, punctuation and suitability for the following response options:

• Strongly Agree
• Agree
• Neutral
• Disagree
• Strongly Disagree
• N/A

Create custom open questions

The surveys contain 3 standard open response questions which enable respondents to elaborate on organisational strengths and improvement opportunities.  Users can include or archive these standard questions or add their own custom questions.

NB: To ensure data is manageable and meaningful in the final reports, there is a limit of 5 open response questions and 400 characters per response to each question. Respondents are encouraged to be concise and respond in dot point form.

Automated email communication to organisation contacts

This component ensures automated communication is received by the appropriate personnel within your client’s organisation. Contact options include:

• Key Contact – This contact is usually a senior person requiring a summary of survey progress only e.g. CEO/MD/GM/Executive Director
  • Commencement Notification (confirming instructions have been emailed to respondents)
  • Progress Updates (providing daily updates on response rates throughout the survey period)
  • Complete Notification (confirming survey is complete)
• Support Contact – This contact is usually a person who will spend more time administering the survey on a daily basis e.g. PA/EA

In addition to the emails received by the Key Contact, this contact will receive ORS Admin Updates including:

• Notification of additional respondents (confirming instructions have been emailed to edited or additional respondents)
• Notification of error or bounce-back emails (incorrect addresses need to be checked for accuracy and edited if required)

NB: One person may elect to act as both contacts using the same email address.

Automated email communication to respondents

This component ensures appropriate communication to respondents during the survey period as follows:

• MYP automated survey instruction + login emails are forwarded to all respondents on the selected commencement date.
• MYP automated reminder emails are forwarded to all respondents who have not completed the survey at the intervals selected in the survey set-up process. 

NB: If respondents do not want to receive these reminder emails, they can simply click the ‘Unsubscribe’ link in the email and they will receive no further reminders.

Organisation strategies

Clients are required to identify which organisational strategies they are currently using.  A summary of strategies used by the organisation will be included in the ORS reports but will not be included in the online survey. Outcomes indicate potential organisational advantages and deficiencies.

Lock + unlock survey

On completion of the survey set-up, the survey must be ‘Locked’ by the client a minimum of 2 days prior to the survey start date by clicking on the relevant button.  An automated ‘Lock Notification email is triggered outlining key details relating to the survey include selected dates, email frequency, contacts, custom demographics and statements This confirms that the survey is locked and provides the opportunity for both the client and the adviser to check for errors.  (Note that the adviser can lock the survey at any time prior to the survey start date.)