Switching Employee Engagement Providers | Qualtrics UK

How to transition from your existing employee engagement provider

When you’ve been working with an employee engagement provider for a few years, making the switch to a different one can seem daunting. But as long as you are clear on what you want to achieve, your new provider will be able to help you design an engagement program to get the data you need

Things to discuss with your new provider

What went well and what didn’t: Perhaps you got a great response rate throughout your organisation’s hierarchy to your last survey, but administering it was a logistical nightmare. What could be done better?

Response gathering: You need to decide whether your current method works, or whether it needs to change. If your response rate is 75% or above, you’re probably doing fine. Any lower, and you may need to change your administration tactics, either through new ways of response gathering or improving communication.

Reporting design: How do your current reports resonate with executives and with managers? Are they positive? How much investment has gone into teaching managers how to use and navigate reports? What works well in terms of your current reporting structure and what is not working?

Working on the questionnaire

You’ll need to decide whether you want to keep your old questionnaire and model, or change it. Look at the items and ask the following questions:

  • Is there still room to improve within an item set? Very high scores on all items mean that it’s probably time for a refresh.

  • Is this item set still relevant and in line with current organizational priorities? There may be new initiatives or values you want to include.

  • Do you measure managers or business leader against item scores (we really don’t recommend this)? If you do, you’ll need to consider how changing items will impact scores and therefore their measurement.

How to improve your employee engagement program

Mapping old data to new data old and new data

A good employee engagement provider will be able to ‘stitch together’ your old and new data if you need. When you make the transition to a new survey, you may want to compare it to previous survey scores.

Provided you’ve kept the same item structure, you’ll be able to do a like-for-like comparison.

To find out if this is worth doing, consider how long it has been since your last survey. If more than three years, there has probably been so much change that it may not be comparable now. If a lot of change has occurred, such as a major restructure, comparing results may not be at all valuable.

It’s possible to take your old survey data across to a new provider so you can keep comparing your results with previous years. You’ll need to have kept the same item structure and run your surveys frequently to make it worthwhile.

What you need from your previous provider

If you want to provide full historical comparisons back to your last survey, you will need your previous provider to deliver raw (individual response) data from your last survey. Although this isn’t something you’re likely to have accessed already, they will hold it and are obliged to make it available to your new provider on request.