Follow

Running Onboard & Exit Surveys


Onboard and Exit surveys are a great way to understand employee perceptions as they begin working with your organization, and then how those who are leaving perceive things. See a demonstration survey here.

Culture Amp supports a Basic and Full workflow for Onboard / Exit surveys.

Survey Only (Basic) Workflow 

The basic workflow is the most common configuration used by customers. Using this approach, an administrator initiates an onboard/exit process (either automatically or manually), which will send a survey email invite to the employee. 

Once the employee submits their survey response, their answers are immediately available in the results dashboards and the process is completed. The basic workflow is illustrated below. 

 

The steps for completing a Basic onboard/exit process are:

  1. An authorized administrator creates an onboard/exit process from either the Surveys page or the Activity page of the report. The administrator can initiate the survey manually or automatically (automatic set-up options depends on the onboard or exit survey).
  2. The administrator sets the survey parameters (employee to receive the survey and the survey submission due date) and then commences the process.  
  3. The employee is sent an email with instructions to complete the survey.
  4. At this point, it is possible for the administrator to "Classify" the exit (not available for onboard). Classification allows you to track important information such as if the exit was voluntary/involuntary or regrettable/not regrettable etc - this is vital information for understanding any trends in who is joining / leaving the organization.
  5. If the employee hasn't submitted their survey by the day prior to the due date they will be sent a reminder.
  6. The employee completes the survey and the results are immediately available in the results dashboard. Note: employees can complete the survey after the due date - the due date is just used to calculate when to send their reminder email.

Survey & Interview (Full) Workflow

The full workflow is used where you want the option for someone to follow up with the employee for an onboard/exit interview once they have completed their survey, and have this captured in Culture Amp.

This provides the opportunity for a more detailed exploration of the employees responses and therefore the possibility of direct intervention or action based on the employees response. Some people use the Basic setup and do occasional interviews but the Full workflow is used when this is a standard approach.

The full workflow introduces the concept of an 'Interviewer'. The Interviewer is an individual who is responsible for managing and potentially reviewing responses from the onboard/exit process. This is typically the employees manager or someone from HR. Interviewers and Administrators can review the employee's individual responses prior to the interview to capture any notes and prepare. The full workflow is illustrated below.

The steps for completing a Full onboard/exit process are:

  1. An authorized administrator creates an onboard/exit process from either the Surveys page or the Activity page of the report.
  2. The administrator sets the survey parameters (employee to receive the survey, review to manage the process and the survey submission due date) and then commences the process.
  3. The employee is sent an email with instructions to complete the survey and the interviewer is sent an email notifying them of the process details (employee/dates) and that they are the interviewer.
  4. At this point, it is possible for the administrator to "Classify" the exit (not available for onboard). Classification allows you to track important information such as if the exit was voluntary/involuntary or regrettable/not regrettable etc - this is vital information for understanding any trends in who is joining leaving the organization.
  5. If the employee hasn't submitted their survey by the day prior to the due date they are sent a reminder.
  6. Once the employee completes the survey the results are immediately available in the results dashboard and the interviewer is sent an email to notify them that the employee has completed their survey. Note: employees can complete the survey after the due date - the due date is just used to calculate when to send their reminder email.
  7. The Interviewer can view the employees responses and capture any notes in preparation for the interview. The employees survey responses and any interview preparation notes can be printed out to take to the interview (whilst it's possible to type interview notes directly into the interview tab on the onboard/exit process, it's often preferable to capture manual notes and type them in after the interview.
  8. If an interview isn't completed the day prior to the interview due date, the interviewer is sent an email reminder.
  9. Once the interview has been completed, interview notes can be added to the process in Culture Amp, the classification questions reviewed/updated, the the process closed.

 

NOTE: There are several possible process variations including:
  • Skipping the survey step all together (e.g. if an employee has left suddenly and there was no opportunity to run an exit survey.) It's still worthwhile capturing the departure and classifying it.
  • Sending the survey to the interviewer on behalf of the employee (for scenarios where the employee doesn't the capability / connectivity to access the survey)
  • Switching the interviewer mid process
  • Canceling the process at any point
  • Automatically triggering the survey based on Start Date/End Date

 

See Also:



Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments