The Organization Analyst Subscription
The Organization Analyst Subscription provides your link to a group version of the Workplace Assessment – a unique URL that you can share with your group members – so they can each take the Workplace Assessment survey and have their results included in the diagnostic. This subscription allows you to assess the frequency of all 56 workplace issues with three levels of detail:
- First, you will see the how often those communication issues are observed by people in the organization as a whole.
- Second, you can see how often they occur in up to 9 different Departments, Regions, or work groups.
- Third, you can also see how often those issues are perceived by up to 3 different levels of personnel, such as Managers, Supervisors, and Staff.
After your group’s results have been submitted, you will be able to download your Diagnostic Reports. The total number of Diagnostic Reports – 13, including the overall group report and the sub-group breakouts – will show you the differences in the frequency of these issues as they are perceived in different places and at different levels. The recommendations for communication improvements will vary accordingly, allowing you to easily customize solutions – simple changes in communication practices – for each group. When you have downloaded all your diagnostic reports and solution recommendations, you can clear the data and reuse the URL for the surveys again later: your subscription is good for one year, for the introductory price of $499.99. Contact us for more information.
Running Your Survey
Purchase the Organization Analyst subscription.
- Once the order is placed, your dashboard(s) will be created. Login information will be sent to you when your dashboard is ready.
- You will also receive, as a confirmation of your purchase, a link to the instruction page, so you can start planning how and when you want your assessment(s) to take place.
Set up your dashboard. Go to your login page and log in.
- Select the name(s) for the group(s) who will be participating in the survey – one group at a time, with sub-groups identified: Distinct names for up to 9 Regions/ Departments, and/or Distinct names for up to 3 Staff-levels or Staff-types. Not all 9 Regions/Department and 3 Staff level sub-groups need to assigned, but there must be at least 1 Region/Department and 1 Staff level created.
- Get the unique URL giving group members access to their unique Group Workplace Communication Assessment from the “My Questionnaire” button.
- Determine the best time to perform the assessment, including when the URL linking to the Group Assessment will be released and when the “due date” will be for completed surveys to be submitted.
Communicate with group members. Create the email that will go out to your group members. NOTE: There is a sample email for you to customize included in your instructions, which state the purpose and/or the importance of the WCA and which give all necessary information, including the survey requirements:
- Using their work email address ensures their results will be included in the totals, with assurances of confidentiality (no connection will be made between responses and email addresses);
- Submitting results by the specified “due date”; and
- Participants must also specify their Region or Department and their Staff-level or Staff-type from the drop-down lists.
Monitor participation. The “My Assessments” menu on your dashboard for your group allows you to see how many people in the group have completed the WCA and submitted their responses. This will let you know when and if you need to send out reminders to get a higher response rate before the survey deadline.
After the deadline, download the Analysis Reports. These reports are Excel spreadsheets ranking the Workplace Communication issues observed by your group members (identified only by a “user number” without any personal identifier) from the most frequent to the least commonly observed. The reports, thirteen in all, are available for the overall organization, up to three management levels and up to nine departments or locations.
Share the results, capture the ideas, and facilitate the discussions for implementing solutions.
- Determine when and how to send all participants a copy of the WCA results for the group.
- Request that they review the results and prepare some comments and suggestions to bring to a meeting for discussing the WCA results.
- Schedule and arrange meeting places or video/phone lines for a discussion of the group’s results and thoughts on how to follow through on developing new communication practices.
- Capture the ideas for improving communication practices, and for breaking into sub-groups for the purpose of exploring solutions to each of the primary areas of communication to be strengthened.
- Facilitate those meetings to ensure that new practices are discussed and practiced to improve group communication.
Re-use the URL for follow-up or to survey a new segment of the organization throughout the course of a year by clicking on the Clear Data button.
How a State Organization Used This Subscription
The Process Rodd used for StateOrg’s Analysis:
Rodd logged in to his customized dashboard, and saw his unique URL link to the Overall Organization Communication Assessment. He set up his sort-menus for people to select their two categories – Region and Staff level – by labeling each group he wanted data summarized:
Rodd then sent an email to everyone in his organization, with the specifics on five things:
- Using the URL to access the survey;
- Assuring them that adding their email address to the survey was required, but that it would not in any way be associated with their specific answers (their email was needed to be sure that all answers would be provided only by StateOrg personnel;
- Telling them to be sure to mark which Region they were in, and what Staff level they were in, so results could be tallied for the overall organization as well as for those sub-groups;
- Assuring them that he wanted honest answers about how often they saw each of the 56 issues identified in the survey, so they could all work together to improve StateOrg’s communication and collaboration, especially between Regions and Staff levels; and
- Giving them a deadline by when he wanted them to finish it.
After the deadline passed, Rodd checked his dashboard, and could see that almost everyone had finished the survey. He downloaded the results:
- First, the overall analysis that ranked the frequency of each communication issue observed in StateOrg;
- Second, the six Regional analyses, showing the frequency of the 56 communication issues in every Region; and
- Third, both of the Staff Level analysis reports, ranked by frequency, showing how often the communication issues were observed by Managers-Supervisors, and how many were observed by non-supervisory Staff.
Each of the 9 (total) analysis reports put the data into the 8 categories of workplace problems. This was helpful to Rodd, because he was able to see where the biggest problems were in each Region and as perceived by the two Staff levels. Each report also provided an analysis of the three most frequently occurring issues reported by the group or sub-group, with information about the type(s) of conversation that would be most effective in addressing them.
Six months later, after the group had worked on each of the top communication issues, Rodd cleared the data and sent out the same URL to everyone with the same communication requesting that they do the survey. He included the same five specifics that were in his first email.
“I wanted to see what had changed,” he said. “I was amazed at the results!”
Organization Analyst Subscription Instructions
1. Go to the login page and log in. After you have purchased Organization Analyst Subscription, you will receive the login URL, a Username, and Password. You will also receive a detailed set of instructions, summarized below.
2. Set up your Dashboard:
- Give a name to the group of people you want to participate in the Workplace Communication Assessment (WCA).
- Assign names for up to 9 Regions or Departments you want sub-group totals for, and
- Assign names for up to 3 Staff levels or types you want sub-group totals for.
- Click on “WCA Questionnaire” in the upper right corner to open the questionnaire that is exclusive to your group. The questionnaire is automatically personalized with your last name. Your last name appears in the title of the survey questionnaire. If you would to change the name in the survey title, edit the last name listed in your profile and insert the name you want visible.
- At the top left of your group’s questionnaire, you will see the “Group Member URL” that you will send to each of the people in your group so they can access and complete their own Workplace Communication Assessment.
3. Communicate with the members of your group: You will receive (in your set of instructions) a sample email that you can customize to send to group members. You will send your group members an email to inform them about the purpose and importance of the survey as well as giving them a “due date” by when you want the results, and the requirements to:
- Use their work email address to be sure their results are included in the totals, assuring them of confidentiality of their responses, which will not be associated with their email address;
- Use the drop-down to specify which Region or Department they are in; and
- Use the drop-down to identify which Staff level or type they belong to.
4. Observe participation. You can check to see how participation is progressing, and whether everyone has submitted their responses, by looking at the Email list and the Analysis Report (having one column for each set of User results submitted).
- NOTE: Do not clear the data in this record until you have downloaded and saved all of the reports from your group.
5. After the deadline, download the final reports for the entire group, the Regional or Departmental groups, and the Staff level or type groups you used.
- Analysis Reports – Shows each person’s submission (identified only by a “User number”, not a personal identifier). These reports for the overall organization, three management levels, and nine departments/locations are Excel spreadsheets ranking the Workplace Communication issues observed by your group members from the most frequent to the least frequent.
- Top Line Reports
- Top-ten-overall – Lists the 10 most frequent issues noticed by the whole set of respondents to your survey.
- Top-five-all levels – Lists the 5 most frequent workplace issues as observed by each of the organizational Levels you selected to survey.
- Top-five-all-groups – Lists the 5 most frequent workplace issues noticed by each of the different Departments or groups you selected
6. Share and discuss the results. For best outcomes, send out the final reports to all participants, and schedule one or more meetings to review the results and discuss ways to implement the recommendations. Instructions on communicating with participants and a post-survey meeting agenda outline included. Addressing issues using the Four Conversations contains additional useful information users.
7. If you want to re-use the URL for another group, you can remove the data by clicking on the Clear Record button. This allows you to re-use the URL again and again during your 1-year subscription.