The survey feedback feature allows HR leaders or managers to initiate a one-on-one discussion with an employee, while respecting their confidentiality and anonymity. Opening this dialogue will allow you and your team to create an inspiring work environment for all, while finding innovative solutions together.
To guide you in your next answers, here are some good practices and examples.
Some reminders of the module
Before you start writing your responses, here are a few things to keep in mind about survey comments.
Employee survey comments will allow you to target concrete actions to be implemented within your team.
Unless they mention their name in their comments, employees will remain confidential and anonymous. It is therefore possible that your answers may seem general or vague. This is perfectly normal! Employees can be reminded of this as needed.
It is not mandatory to respond to all comments. The important thing is to consider employees' concerns, perceptions and suggestions! Some comments may not be answered immediately, and the aforementioned issues can be addressed at other times, such as in a group meeting.
Elements to include in your responses
Here are some things to include in your responses to the comments.
Acknowledgement
Whether the comment is positive or constructive, it is necessary to take the time to thank the employee for what he or she has said. An employee who takes the time to leave a comment means that he or she is involved, whether it is to promote a better understanding of an issue or to find possible solutions. Their contribution is essential, as it helps to take concrete action!
Taking action
The objective is to let the employee know that you value the comment and are taking charge of the issue. Will it be discussed at the next team meeting or in an individual meeting? Will you need to relay the information to another resource? Whatever action you take, your response allows you to notify the employee.
Request for additional information
In some cases, it is possible to ask a question to better understand the employee's need or issue.
It is suggested that you mention the purpose of your question or what you will do with the answer: identify with the employee avenues of action or ensure the relay to the right people for example.
Examples - Comments & Responses
To guide you in your answers, here are some sample comments and the responses that could accompany them.
Example of a comment on which you could have an immediate impact
Possible answer: Thanks for your suggestion! It's actually something I could institute quickly 😊 Feel free to come to me if you'd like to have a discussion about it to get it all in place. We can also discuss it at the next meeting.
Example of a comment that you can't act on immediately or that is beyond your control
Possible answer: It's true that there have been a lot of changes recently, you're right to bring that up. At this point, I will make sure to provide you with more regular follow-ups on the progress of the projects our team is involved in.
Good idea the focus groups! 😊 I'd like to talk about it at the next direction committee meeting. Could you tell me more about how you see these groups or what kind of information you would like to receive?
Example of a sensitive comment that can't be discussed in front of the whole team
Possible answer: First, I would like to thank you for your honesty. I take this comment very seriously, because it is important for me to guarantee you fair working conditions in which you will feel comfortable. I will therefore make sure during the next individual meetings to discuss the workload so that it can be better distributed among the team members.
Note: For sensitive or delicate comments, it is important to let the employee know when you will be handling the issue more privately. This will give them reassurance that their responses will be kept confidential, and that their opinion matters, even if they do not necessarily witness it.
Example of a positive comment
Possible answer: Thanks for the kind words 😊 I will actually pay even more attention to these items, since it is appreciated by the team.