Engage: Engagement Process Best Practices

BEST PRACTICES – ENGAGE LAUNCH: SET-UP

Ask your Customer Success Executive for a 30 min training on Betterworks Engage:
  • Since you will be the super-user of Betterworks Engage, it is important that you understand the various features and configurations of Betterworks Engage.
  • Before you launch Betterworks Engage in your Organization, ask your Customer Success Executive for a training on Setting up the system and launching it
Make sure your Users data is setup properly in Betterworks Engage
  • Go to Insights > Employees > Make sure the emails of all employees who need to use Betterworks Engage are in the system (Secret – That’s the only information required for launching! All the rest can be updated later)

BEST PRACTICES – ENGAGE LAUNCH: COMMUNICATION & EDUCATION

First Communication always from a CXO’s desk:

  • Getting CXO commitment is key to Betterworks Engage success (See Key Success Factors slide)
  • Reaffirms leadership commitment to understand Employee Feedback
  • Piques interest at all levels of the Organization
  • Betterworks Engage will share a Launch Email Communication Template which can be customized

Mention Betterworks Engage in a public setting & encourage Employees to download the app:

  • HRs and Managers to conduct 5 minute informal Betterworks Engage Introduction talks with their teams
  • Educate Employees about the most exciting features of Betterworks Engage & Increase the initial adoption
  • Brief a group of champions e.g HRBPs or Team Managers who can get traction on the floor
  • Talk about Betterworks Engage in a Townhall or an All-Hands Meeting and encourage people to ask questions

BEST PRACTICES – ENGAGE LAUNCH: SPIKE INITIAL ADOPTION

Send Automated Betterworks Engage Invite E-mails to everyone:

  • Allows employees to experience Betterworks Engage in one-click. Reduces initial Friction
  • Betterworks Engage allows Admins to send out invites to everyone in the click of a button.
  • Go to Insights > Employees > Invite All Co-workers

Publish 1-2 Pulse Polls at the time of launch:

  • Employees will not be greeted by an empty app when they first login
  • Make them excited about the possibilities of Using Betterworks Engage
  • Go to Insights > Pulse Polls > Create Pulse Poll > Set as Active

BEST PRACTICES – ONGOING ADOPTION: BOTTOM-UP:

Structure Conversations in Betterworks Engage using Channels and Groups (for larger & distributed companies):

  • Use Channels to create topic specific conversation pockets. For instance:
  • Ask CHRO Anything Channel - A place where users can ask any question directly to their CHRO
  • We heard You Channel - A place where Management publishes all the actions taken, based on conversations in Betterworks Engage
  • Idea Channel - Users can post their most innovative ideas to make the Org, a better place to work in

Use groups to structure employee population, and show them conversations relevant to them

  • Location specific groups
  • Department specific groups
  • Group for a workshop’s participants etc

Ensure that directors, change & comms participate in threads

  • One of the biggest drivers for employees to engage in Betterworks Engage conversations is direct communication with Management
  • Share relevant questions with leaders and Managers regularly from Betterworks Engage. Go to Betterworks Engage Web/Mobile > Click on Post > Share icon
  • Identify leaders willing to participate in Betterworks Engage Ask Leader Anything sessions - Can be CXOs, Business Heads, Country Managers, HR Heads.
  • Leader can take questions either on Betterworks Engage Mobile or Web App & answer queries during the session.

Organize Regular Ask Leader Anything Sessions on Betterworks Engage:

  • Easy for super-busy leaders to just go live on Betterworks Engage, rather than host elaborate townhalls or in-person meetings
  • This is one of the most effective tools to improve engagement and participation in Betterworks Engage.
  • Identify leaders willing to participate in Betterworks Engage Ask Leader Anything sessions - Can be CXOs, Business Heads, Country Managers, HR Heads.
  • Work with the Betterworks Engage team to run campaigns to gather audience.
  • Leader can take questions either on Betterworks Engage Mobile or Web App & answer queries during the session.

Use Betterworks Engage for Townhall Preparation:

  • Gather questions before Townhalls and be better prepared with agenda and responses
  • Create an Open Pulse Question on Betterworks Engage (“What would you want answered in Monday’s Townhall?)
  • Send an adhoc reminder to get responses ASAP - Go to Insights > Pulse Polls > “Your Pulse Poll” > Click on the
  • Go to Insights > All Content > Posts > Click

Conduct Theme Weeks on Betterworks Engage

  • Once you have identified Hot topics from your survey & pulse-poll results, gather more information by running Theme Weeks on Betterworks Engage
  • Once you identify topics (ex: Feedback and Recognition, Mentorship etc), use this template to create a plan for the week:
  • Ask an open question to understand employees’ real sentiment towards the topic
  • Ask a pointed pulse poll to understand better, for instance - if is really a problem with the topic or is it really a probelm with the employees’ knowledge on the topic
  • Have an “Ask Leader Anything” Session on the specific topic to conclude the week

BEST PRACTICES – ONGOING ADOPTION: Surveys:

Create a Cadence of MINI Quarterly Engagement Surveys at the beginning of every quarter

  • Annual Engagement Surveys are long and are redundant in fast-changing Organizations. Quarterly surveys provide more real-time insights to employee’s current context
  • Create a template of questions using our Engagement Survey Question Library
  • Betterworks Engage recommends launching same survey multiple times to understand the trends. Recommended Engagement Survey Templates
  • Go to Insights > Surveys > Create New Survey & Follow the steps mentioned here to set up, test & launch the Survey

Use Betterworks Engage Insights Dashboard to understand Areas of Improvement

  • This Survey’s results will act as a baseline to plan all engagement activities for the next quarter
  • Use Survey Report in Betterworks Engage Insights to understand at a quick glance, which categories are doing well v/s others. ex: Is “Feedback and Recognition” an area of concern for my employees? Are they happy with the Worklife Balance etc? based on your survey questions
  • Use Heatmaps to dive deeper to understand which Segment of population need more attention than others (BONUS TIP - Use Betterworks Engage unlimited dimensions capability to slice and dice your data to any granularity)

Run Regular short Employee Lifecycle Surveys to understand their experiences:

  • Each employee is on a unique journey in their career – and so are the factors that engage or disengage them as they experience their work through each critical phase in their “Employee Lifecycle.” - On-Boarding, 60-90 days experience, Long term employee experience, Exit Surveys
  • Betterworks Engage allows to schedule and send surveys at different employee life-cycles.

Make Employee download & sign-in to Betterworks Engage during the onboarding process:

  • Ask your Customer Success Executive to help you integrate Betterworks Engage with your HRMS system to keep a track of your new-joinees and exits
  • Ask employees to download Betterworks Engage app from the Google/Apple stores, and login with their official email IDs
  • Share a deck with them that explains what Betterworks Engage is, and how it is being used within your Org

Manager 180 Degree Feedback survey to understand effectiveness of Managers

  • A good Organization culture is a reflection of the culture of it’s individual teams. And a team’s culture is defined by it’s manager. Manager surveys give you a glimpse into the micro-health of your Org, and enables you to take specific Actions.
  • Create a template of questions using our Manager Survey Question Library
  • Go to Insights > Surveys > Create New Survey & Follow the steps mentioned here to set up, test & launch the Survey

BEST PRACTICES – ONGOING ADOPTION: REGULAR SCHEDULING OF PULSE POLLS

Schedule Regular Pulse Polls at a Recommended frequency of 1-2 questions per week

  • Pulse polls are a great way to get people’s opinions in one-click.
  • Organizations use pulse polls for a variety of use-cases, both informal and formal:
  • If you have conducted the Quarterly Engagement Survey, Use the areas of improvement identified and create questions to understand the situation better
      • Get Opinions on recent changes
      • Get Feedback on Policy changes
      • Get Instant Sentiment of Employees
      • Get Ideas for events
      • Get Suggestions for Outings
  • Go to Insights > Pulse Polls > Create Pulse Poll > Set as Active
  • One Same question every month is also powerful ex:("This past month, what has been an unresolved problem / what can we do better next month?)

BEST PRACTICES – ONGOING ADOPTION: IMPROVE SURVEY/GENERAL PARTICIPATION RATES

Analyze Participation rates in real-time on Betterworks Engage & use data to increase interest

  • Set a good interval for reminders. Betterworks Engage recommends an interval of “Once in 2 days” to send out reminders. While creating the survey > Interval to Send Survey Reminder = 2
  • To send Adhoc reminders, Go to Surveys > “Your Survey” > Actions > Send Adhoc Reminders.
  • Use Adhoc Reminders judiciously. Make sure not to spam employees with multiple reminders on the same day.
  • Be creative while sending reminders (2 days to go!, Your friends have completed the survey. Have you?)
  • Use “Segment By” to understand Participation rates by teams, departments, locations, functions etc. Use this to run internal campaigns to improve participation
      • Campaigning in the Organization:
      • Communicate to Managers and encourage them to spur his/her team’s participation rates
      • Use Gamification to increase participation.
  • Publish Participation Leaderboards in a public space
  • Reward High Participating teams

Always Communicate Results and Action Plans to Employees

  • This will increase trust in the long run, which will translate into higher interest and active participation in all engagement activities
  • Management acknowledgement (We Heard You) in either/or townhall, newsletter, action plans communicated
  • Ensure that Management & Leadership participate in Betterworks Engage conversations frequently. One of the ways to do it is “Ask Leader Anything” Sessions
  • Use Betterworks Engage as a channel for communicating results. Create a “We Heard You” Channel in Betterworks Engage to communicate back on an on-going basis the different actions being taken based on Employee Feedback
  • Action Planning feature in Betterworks Engage enables Managers to create actions for their weak performing areas, and HRBPs can track these actions.