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Remote + On-site Work Pulse XM Solution

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About the Remote + On-site Work Pulse

Whether your organization is suddenly supporting a fully remote workforce, protecting the health and safety of employees who have essential on-site roles, or doing both—it’s never been more important for leaders to check in with their people and respond to their needs.

Major shifts and disruptions in the workplace due to COVID-19 can lead to critical gaps in the employee experience and have serious implications on employee well-being, productivity, and the long-term business, if not addressed quickly.

The Remote + On-site Work Pulse XM Solution helps HR, Operations/IT teams, executive leadership and managers rapidly address entire workforce needs around well-being, safety, resources, and enablement—whether employees are remote, on-site, or on the frontline.

The automated solution offers two types of pre-built surveys and corresponding reports to quickly identify and prioritize employee needs by location and team so you can take quick action.

Qtip: All existing Qualtrics users have access to the Remote + On-site Work Pulse XM Solution! Just follow the steps on this page to get started. If you are not an existing Qualtrics user and would like to get access to the Remote + On-site Work Pulse solution, please see this page for more information.

Methodology

Developed by Qualtrics IO psychology experts, the Remote + On-site Work Pulse XM Solution provides two survey methods for pulsing the workforce:

  1. The Quick Check-In: Pulse employees with a simple mood barometer and open-text feedback to get a quick, holistic view of morale and understand emerging workplace experience gaps.
  2. Full Remote + On-site Evaluation: Pulse employees on up to five key areas most relevant to their current situation — working remotely or on-site — to understand their needs, pinpoint critical gaps, and prioritize where to take action:
    • Support & Balance – Do employees have clarity around and access to relevant health and wellness resources? Are managers providing the necessary support so that their teams are set up for success?
    • Leadership – Are employees confident in leadership to make the right decisions during this time, including creating safe and effective remote or on-site work environments?
    • Communication – Have employees received frequent and clear communication on policy amendments, health and safety practices, or other changes directly impacting them?
    • Remote Work Enablement – Are employee expectations around working remotely clear? Do employees have access to the proper technology, tools and internal resources to perform in their roles effectively?
    • On-Site Safety – Are employees confident in their employer’s health and safety support — like protective clothing and new sanitation practices — to keep them safe on the job? Are they satisfied with communications around new protocols

We recommend starting with the quick check-in as a simple, lightweight way to understand how employees are feeling in the midst of disruption. Then, follow up at a later time with the full remote + on-site evaluation to identify and prioritize areas of improvement.

Creating a Remote + On-site Work Pulse

All existing Qualtrics users have access to the Remote + On-site Work Pulse XM Solution. Just follow the steps (or video) below to get started. If you are not an existing Qualtrics user and would like to get access to the Remote + On-site Work Pulse solution, please see this page to sign up for free!

Qtip: This XM Solution has been localized into various languages. You will only be able to make this project if your account language is set to one of the compatible languages. However, you can upload translations or auto-translate using Google Translate for content as needed. See Translating the Remote + On-site Work Pulse for more details.
  1. Navigate to the Projects page by clicking the XM logo or clicking Projects on the top-right.
    Create Project button in Projects Page
  2. Click Create new project.
  3. Select CoreXM.
    CoreXM logo along top. Section for COVID-19 related XM solutions, where the remote + on-site work assessment is listed
  4. Under COVID-19 XM Solutions, select Remote + On-site Work Pulse.
  5. Name your project.
    New page with field for naming. Get started button blue to right
  6. Click Get Started.
  7. You will land on the Overview tab. This is where the Solution will guide you through the major steps of the project, including survey creation, distribution, and reporting.
    Tab is long the topmost of page, button in middle, more towards right of page
  8. There will be a description of the first step you are about to complete. Click Get Started to start building your project.
  9. Decide whether you’d like to create a Quick Check-In or the full Full Remote + On-site Evaluation. See link for an overview of each.
    Multiple choice for assessment type. Question below that for workforce type. Next button blue, bottom-right

    Qtip: If you choose one option and then later decide you’d prefer to work with the other, please create another, separate Remote + On-site Work Pulse.
  10. If you chose Full remote + on-site evaluation in Step 9, You’ll be asked to specify whether your workforce is one of the following:
    • Remote workers
    • On-site workers
    • Both remote and on-site workers
  11. Click Next.
  12. If you chose Full remote + on-site evaluation in Step 9, you’ll be asked to provide your company’s name.
    Field for company name. Below that, Empty fields for you to enter office locations
  13. Specify your office locations. These can be as general (North America) or as specific (Seattle) as you’d like.
  14. Specify your company’s departments. We have provided a few examples, but feel free to add ( + ) and remove ( ) options as needed.
    Empty fields for departments. Finish button blue, bottom-right
  15. When you’ve filled out these fields, click Finish to generate your survey.
  16. As you click the blue buttons on the Overview tab, you will be taken through the steps of the project.
    Center, blue preview survey button. Top, black bar where steps are listed. Above that, tabs of the project

    Qtip: Did your survey Preview not appear? Make sure your browser doesn’t block pop-ups on Qualtrics.
  17. Use the toolbar along the top if you ever need to go back a step.
  18. Use the tabs along the top if you’d like to edit components not included in the blue button steps. For example, you can go to the Survey tab to edit the survey theme and add demographic questions, whereas you can go to the Distributions tab to download a distribution history for emails you’ve sent.

Remote + On-site Work Pulse Survey Customization

If you want to see the questions in your survey or edit them, click the Survey tab or choose I’d like to edit my survey from the Overview.

Survey tab top, I'd like to edit blue text underneath blue preview survey button

Once inside the Survey tab, you can add new questions, tweak the wording on existing ones, edit the survey theme, and much more.

Survey editor

If there’s particular functionality you’d like to add, try searching the Support Site, or use the Support Site’s menu to the left to pick a page. In this section, we’ll cover some of the fundamentals of survey editing.

Qtip: The questions included in this survey were developed by our top subject matter experts. We advise trying to keep your survey as similar to the original template as possible, and not making too many large-scale changes.

Adding and Editing Questions

Warning: It’s important to make edits to the survey before you distribute it to employees. If possible, avoid making edits to a survey actively collecting data, or you may risk invalidating your data and changing the premade reports that come with this solution. See Testing / Editing an Active Survey.

You can add as many additional questions as you want. However, keep in mind that the shorter the survey, the more likely employees are to fill it out.

For guides to adding and editing questions, see:

Qtip: For surveys like these, we generally advise sticking to multiple choice and text entry questions.

Survey Flow and Display Logic

This solution comes with custom display logic. Display logic affects what questions respondents see, based on previous answers they provided. For example, we can ask whether remote employees feel they have access to the resources they need, and show different follow-up questions based on their answer.

Question with blue widget on top that says the conditions under which the question will appear

In the survey flow, you may find branch logic. This feature is similar to display logic, and can hide or show entire groups of questions based on answers respondents gave earlier in the survey. Please do not remove or edit this element without paying close attention to the question the logic is based off of and the block of questions the branch logic is controlling.

In the survey flow, a gray block, a blu branch with a gray block indented under it, and a gray block

Warning: When you remove or edit a question, it can affect display logic or branch logic on another question. Be sure to double-check your survey before making these edits!

Deleting and Restoring Questions

Warning: If you delete a question, it’ll affect the premade report included with this solution! Be prepared to either make edits to the report or create a new one from scratch.

If you have sent a question to the trash, it is possible to restore it. To roll back many changes at once, see also how to revert a survey back to a previous version.

Survey Options

Survey Options is where you go to change many general survey settings, such as the survey expiration date or the message that will appear to respondents when they finish the survey.

Prevent Ballot Box Stuffing option is selected

In the Remote + On-site Work Pulse, Prevent Ballot-Box Stuffing is turned off by default, making it easier for respondents to retake the survey as needed.

When enabled, Prevent Ballot Box Stuffing keeps respondents from taking a survey multiple times by placing a cookie on their browser when they submit a response. The next time the respondent clicks on the survey link, Qualtrics will see this cookie and not permit them to take the survey. If you like the sound of this functionality, you can turn it back on at any time in the Survey Options.

Saving and Publishing

All edits you make are saved automatically; however, they won’t necessarily be pushed to the live version of the survey. When you are finished with all of your edits and are ready to generate a link and share the survey with your employees, remember to click Publish in the upper-right.

For more on how this works, see Survey Publishing & Versions.

Translating the Remote + On-Site Work Pulse

The Remote + On-site Work Pulse is available to be created in accounts set to one of the following platform languages: English (US), English (UK), Brazilian Portuguese, French EU, German, Italian, Japanese, Spanish EU, Spanish (LATAM), Chinese (Simplified), Chinese (Traditional), Dutch, Finnish, Korean, Portuguese (EU).

Qtip: You can change your account language in your user settings.

Additionally, you can add translations to the project so that respondents can choose from a language dropdown when taking the survey. You may choose to translate this XM solution through one of the following methods:

  1. Importing a translated language file provided by Qualtrics
  2. Adding translations manually
  3. Using automatic translation
Qtip: When it comes to distributing the survey, Qualtrics offers a number of ways for your respondents to see the survey in a particular language. This depends on the method you use to distribute your project. Respondents have the option to use any of the available survey languages, regardless of which one was initially sent to them. For more information, visit the support page on specifying the participant language.

Method 1: Importing a translated language file

Since the Remote + On-site Work Pulse  has been translated into the core languages, you can use Qualtrics-provided translation files to import additional translations to your project. The file contains translations for Brazilian Portuguese, French EU, German, Italian, Japanese, Spanish EU, Spanish (LATAM), Chinese (Simplified), Chinese (Traditional), Dutch, Finnish, Korean and Portuguese (EU). To import your languages correctly, follow the below steps:

  1. Download the language file based on the type of survey method you selected.
  2. Export the translation file for your project from the Translate Survey option in your Survey Tools. See this support page for a step-by-step guide on exporting your translation file.
  3. Copy the desired translations from the file you downloaded in step 1 and paste them into the file exported in step 2. Make sure you paste the translations into their correct columns by matching the language codes.
    Qtip: You only need to copy the languages that you will use.
  4. If needed, make any necessary edits to your translation file.
    Qtip: All of the translations contain {{Company}} in place of your company’s name in the translated text. Make sure to replace this with your company’s name in your translations.
  5. Import your translation file through the Translate Survey option in your Survey Tools. Visit this support page for a step-by-step guide on importing your translation file.

If you’d like to import a translation for a language that is not in the file provided by Qualtrics, see this support page for creating custom translations.

Method 2: Adding translations manually

If you’d like, you can translate each question and answer choice of your survey manually. This method generally takes longer than using the import method above. More information about translating your project manually can be found on this support page.

Method 3: Using Automatic Translation

To speed up your manual survey translation process, you can use the built-in automatic translation feature. The automatic translation feature uses Google Translate to translate your survey. Since this is an automatic translation, it may not be perfectly accurate. Therefore, we do not recommend using this as the final translation you share with respondents. Rather, this feature can save time when working with a professional translator, as they will only need to clean up automatic translation rather than starting from scratch. For more information on using this feature, please refer to the support page on automatic translations.

Distributing the Remote + On-site Work Pulse to Employees

When you are ready to distribute the Remote + On-site Work Pulse to your employees, it’s super quick and easy to do so:

  1. Make sure you have published any survey edits.
    Green publish button, upper-right of survey editor
  2. If your changes are published or you don’t have changes to publish, head to the Distributions tab.
    Distributions tab top of survey
  3. Choose Get a single reusable link.
    Green get a reusable link button, right of page, top of 2 buttons stacked on top of each other
  4. You will see the Anonymous Link. This link does not collect any identifying information other than what you explicitly ask for in the survey. You can copy this link and distribute it through your company’s email.
    Anonymous link, center of page
Qtip: If you publish changes, the menu that opens will give you your Anonymous Link.

Other Methods of Distribution

We recommend using the Anonymous Link method described above, because it’s the quickest and easiest distribution method.

If you are interested in other methods of distribution, such as emailing from Qualtrics, see the Distributions Basic Overview for a list of options. Please note that depending on your license, not all options may be available, and some may be restricted.

Qtip: Remember that the introduction to this survey promises the responses will be anonymous. If you distribute through email to a Qualtrics contact list, results will not be anonymous unless you change the link type while writing the email or chose to anonymize responses in the Survey tab. You can edit the introduction’s wording if needed in the Survey tab.

Reports

Premade Reports

Our XM Scientists have developed a special report for this XM Solution. This report gives an overview of the results, and is ready to share as soon as you have collected data.

Reports is last tab. Under that, another reports button, to right of Results. Screenshot shows the report, with a rainbow bar graph

  1. Go to Reports.
  2. Select Reports.
  3. The premade report, Remote + On-site Work Pulse Report, will be the first one that appears!
Qtip: This report will not generate charts and tables until you collect data. Try completing the survey through the preview button if you want to test what these reports look like with data. Remember you can always delete preview data later.
Qtip: The premade report was developed by our top subject matter experts. We advise trying to keep your report as similar to the original template as possible, and not making too many large-scale changes.
Warning: Do not delete the premade report! If you do, this report will not be retrievable, and you will have to make a new one from scratch.

Other Ways to View Data

While Advanced-Reports include an expert premade report, this report is limited to showing 250 comments for a given Text Entry question (those are the open feedback questions). To see a full set of responses, you’ll want to use one of the other reporting options described below.

Data & Analysis allows you to edit data, export a spreadsheet of all responses, filter your responses, and much more.

Snapshot of data and analysis page, with filters added to the top

Results-Reports give a quick overview of your data, and do not require you to work from scratch. They have different charts and graphs than Advanced-Reports, and are generally there to help you get quick assessments of data.

Snapshot of results, with red bar graph

Qtip: There is no CX Dashboard associated with this XM Solution. If you are on a Qualtrics license with CX Dashboards, you can map this XM Solution’s data to a dashboard just like any other Qualtrics survey.

Recoding Q51: “How have you been feeling over the last week?”

Q51 contains images of smiley faces as the answer choice text. Because the answer choices are images, we need to recode them so we can analyze the data for this question more easily. Follow the below steps to recode Q51.

Qtip: Theses steps can be performed before or after collecting data.
  1. Click the gear icon on Q51.
    the survey editor. click the gear icon on Q51 and select recode values
  2. Select Recode Values.
  3. Enable Variable Naming.
    the recode editor for Q51. enable Variable naming and replace the values with the values listed below.
  4. Replace the values that are pre-populated with the numeric values. They are as follows (from top to bottom):
    • 1
    • 2
    • 3
    • 4
    • 5
    • 6
    • 7
  5. Publish your changes once finished.

Weekly Response Notifications

Qtip: You may not see this functionality yet. That’s because this feature is still gradually rolling out. When the feature is enabled for your COVID-19 XM Solutions, you will see weekly notifications come in on Mondays.

Built into each of the free COVID-19 XM Solutions are weekly reports of how many responses your survey has received in the past week, and how many responses that makes for the survey in total. These notifications come every Monday morning.

Reports are sent as emails and as notifications in your account.

Qtip: Weekly digests are only sent for COVID-19 XM Solutions that are active and have received responses over the last two weeks.

Viewing Reports

Once you receive the email or notification, there are two buttons.

Email listing number of survey responses. Under the text is a blue button, and under that blue text on a white background

Notification as it appears inside a Qualtrics account instead, with same buttons listed

Qtip: If you’re clicking these buttons from your email, you may need to log into your account before you are taken to these tabs.

Unsubscribing from Weekly Notifications

If you no longer wish to receive weekly notifications, you can click unsubscribe at the bottom of the email.

Unsubscribe button at the very bottom of the email

Qtip: This will unsubscribe you from all weekly digests summarizing your COVID-19 XM Solutions. You cannot unsubscribe from a specific project.

Subscribing to Updates

Most users will be subscribed to these weekly notifications automatically. However, if you unsubscribed and find you want to start receiving them again, you can do the following:

Qtip: Users that have 10 or more active surveys that have received responses in the last 2 weeks will not be automatically subscribed.
  1. Go to your Qualtrics account.
  2. In the upper-right corner, click the notifications icon.
    Bell upper-right, once opened, settings gear is below that, further right
  3. Click the settings gear.
  4. Select Digests to subscribe to weekly notifications.
    Digests is listed towards the bottom, one of the last options. Notifications is towards the top, the first option in the panel
  5. You may need to select Notifications first if you at some time or another unsubscribed from all account notifications.

Terms of Use: EX COVID-19 Solutions

Expiry Dates

These expiry dates only apply to customers who sign up from the “Here to Help” or “Return to Work” landing pages or via Qualtrics Surveys. Post expiration, these customers will need to export their data within 6 months or upgrade to a paid EX product.

Qtip: Existing customers will have access to the content for the life of their license with Qualtrics.
  • Return to Work Pulse: The ability to launch new projects expires 30 days after the first Return to Work Pulse project has been launched AND has received a response.
  • Remote + Onsite Work Pulse, Remote Educator Pulse, & Healthcare Workforce Pulse: The ability to launch new projects expires 90 days after the first project has been launched.

Response Limits

  • Existing Qualtrics customers have 500k free responses associated with each Return to Work Pulse (for the first 30 days), Remote + Onsite Work Pulse(for the first 30 days), Remote Educator Pulse, and Healthcare Workforce Pulse COVID-19 solution (each for the first 90 days). After the 30 / 90 day periods are reached, responses will be counted against the total number of purchases response for the license.
  • New customers who sign up from the “Here to Help” or “Return to Work” landing pages with a work email will get their own provisioned brand up to 500k responses total. This is only applicable to the Return to Work Pulse, Remote + Onsite Work Pulse, Remote Educator Pulse, and Healthcare Workforce Pulse solutions.

New customers who sign up from the “Here to Help” or “Return to Work” page with a personal email or indicate the account is for personal use will be provisioned a free account with up to 500 responses for each Return to Work Pulse, Remote + Onsite Work Pulse, Remote Educator Pulse, and Healthcare Workforce Pulse solution. This is also the case for new customers who sign up via Qualtrics Surveys.

Other Free COVID-19 XM Solutions

The following COVID-19 XM Solutions are free, and included in every account. Click the name of the Solution for more guided support:

If you are not an existing Qualtrics user and would like to get access to these solutions, please see this page to sign up for free!

FAQs