However, the success of this approach depends on good planning.
Here are some practical tips to help structure an effective, flexible strategy adapted to your reality.
Understand the key variables
Before deploying kiosks, take a moment to consider a few key elements:
What is the number of employees?
What is the duration of the survey?
What is the available time window?
What is the distribution of work shifts?
What is the level of employee autonomy?
These factors directly influence the number of stations required and the type of solution to prioritize.
Example for context
100 employees
10-minute survey
1-hour window
This represents 1,000 minutes of completion time. Dividing by 60 minutes results in approximately 17 kiosks needed if everyone responds at the same time.
This type of scenario can quickly become complex to manage… unless other options are included.
Combine approaches to reduce logistics
Multiplying the ways to respond to the survey directly increases participation rates. To reduce logistical pressure, adopt a hybrid approach.
1. Install kiosks strategically
Use computers or tablets
Place kiosks in accessible areas
Provide an environment that supports confidentiality
2. Encourage the use of personal devices
Allowing employees to respond using their phones is a simple, effective, and low-cost solution.
Using a poster, provide a QR code to access the survey. On this poster, include contact information for support if needed.
If using the user code method, employees can enter their user code to access the survey.
This combination significantly reduces the number of kiosks required while making the survey accessible to more employees.
Did you know it is possible to use employee numbers as user codes? To do this, employees must have an employee number in their profile, and this setting must be enabled.
To activate the setting: Go to the left menu, select Administration, then Account, then Modules. Check the option “Employee ID as user code.”
Adapt the experience based on your objective
The level of support depends on the type of experience you want to offer.
For a self-service approach, plan for:
QR codes and kiosks
Little or no supervision
Light logistics depending on kiosk setup
For a guided approach, plan for:
HR presence
A welcoming station (e.g., coffee, snacks)
A more engaging experience
It is not always necessary to have an HR employee present at all times.
Possible options:
Display contact information for support
Prepare a short FAQ accessible on-site
Position kiosks near an occupied workstation (reception, administrative office) with someone trained to answer questions
In many cases, having someone nearby is enough to handle basic questions.
To learn more about different survey distribution methods, refer to the article: Survey distribution methods.