Survey Distribution Methods

Survey Distribution Methods

Businesses often praise surveys as a mighty tool for gathering feedback from their workforce. But let’s face it: employee survey distribution methods are frequently an afterthought. Employers tend to stick to traditional channels and methods of surveying, like emailing, because they are well-known and comfortable. Unfortunately, these methods may not reach a significant portion of the workforce—namely, non-desk employees.

In the rush of daily operations, the valuable perspectives of these deskless workers often go unnoticed and unheard. That’s why it is crucial to effectively distribute employee surveys in these diverse work environments. When only 10% of our deskless workforce feel connected to their company, and a whopping 84% believe they don’t receive enough communication from top management, it’s clear that something needs to change.

This begs the question: how can surveys be distributed in an inclusive way? Employers certainly don’t want their non-desk employees feeling left out of the feedback processes that are vital for organizational growth. Leaving them out not only brings down their personal motivation but also holds back the full potential of our businesses and communities as a whole.

And that’s where Yourco comes in. At Yourco, we’re on a mission to break down communication barriers and ensure that every employee—regardless of their desk status—has a chance to share their thoughts and contribute to the growth of their organizations. We’ve put together this handy guide to survey distribution methods for that very reason. Keep reading to learn about common distribution strategy examples and the best survey distribution tools to reach your entire workforce.

What Is the Distribution of a Survey?

Survey distribution involves delivering a questionnaire to the intended participants, ensuring they receive it and have the opportunity to provide their feedback. You can distribute surveys in numerous ways, from handing out paper copies at work to using survey distribution platforms. However, distributing to non-desk employees can pose unique challenges, as they may not have easy access to online platforms or paper copies.

So with that in mind, what are the most popular survey methods? And which methods ensure the highest response rates without any bias? We’ll go over some of these methods in the next section.

What Are the Methods of Survey Distribution?

SMS texting, email, QR codes, social media, and website integration are all methods of survey distribution. Let’s take a closer look at each method, how it works, and which one works best for your workforce. 

1. SMS Texting

SMS text messaging is ideal for conducting surveys and gathering valuable insights. It’s simple, it’s widely accessible, and it’s the perfect platform to reach those non-desk employees who don’t have smartphones or constant internet connections. They can receive the survey on a trusty flip phone, smartphone, or any other kind of cell phone. 

Now, with Yourco, you can text out a poll over SMS and employees can respond by simply selecting an option. SMS surveys are ideal for non-desk employees who are not always in front of a computer during the day. Here are some examples of what an SMS survey could look like:

• Selecting Options: When it comes to surveys with multiple-choice questions, folks can conveniently reply using a corresponding number or letter. For instance, you could ask, “Which specific area of expertise do you specialize in? Reply with 1 for Structural Engineering, 2 for Electrical Work, 3 for Plumbing.” In this case, participants can simply respond with the number that matches their particular field of expertise.
• Providing Numerical Ratings: If the survey includes questions that require numerical ratings, participants can respond with a number on a designated scale. Let’s say there’s a question like, “On a scale of 1 to 10, how satisfied are you with the company’s onboarding process?” In response, individuals can provide a numerical rating between 1 and 10, indicating their level of satisfaction.
• Texting Open-Ended Responses: Some survey questions may allow participants to provide open-ended responses. In such cases, participants can type out their responses in the text message and send them back. For example, if the question asks, “What suggestions do you have for improving team collaboration?” participants can type their suggestions in the text message and send it as their response.

If you want your SMS survey distribution to go off without a hitch, you need a platform like Yourco. It’s a two-way communication tool that’s all about improving communication between businesses and their non-desk employees through SMS texting. And if you already have a preferred survey platform, like SurveyMonkey or Google Forms, you can easily connect it with Yourco to ensure all your employees’ SMS communications are centralized in one platform. Alternatively, you can use Yourco’s built-in polls functionality over SMS.

2. Email

For those wondering how to distribute a survey online, email is a common and widely used method that offers convenience and familiarity. With just a few clicks, you can design your survey and send it out to your participants’ email addresses. 

Here’s the thing, though—while distributing an email survey may be simple, there are quite a few challenges this method presents, such as: 

• Low Response Rates: Open rates for email are generally not great—you can expect an average email open rate of 20%. With busy inboxes and competing priorities, respondents may overlook or delay completing an email survey, leading to lower participation rates and potentially biased results.
• Limited Reach: Not everyone is glued to their computer during the work day. In fact, some folks don’t even have email or check it that often. It’s important to consider that a significant portion of your workforce may miss out on providing feedback if email is your sole distribution method.
• Lack of Engagement: Emails can be easily overlooked or considered as just another piece of work-related communication. If respondents receive a high volume of emails regularly, they may not feel motivated or engaged enough to invest time in completing the survey.

So while emailing a survey might seem like the path of least resistance, there’s a good chance it won’t yield the desired results. 

3. QR Codes

If you’re not familiar with the term, QR codes (short for Quick Response codes) are a type of barcode that consists of a square grid made up of black squares and white background. Around 89 million people got their smartphones out and scanned a QR code in 2022—and that number is up 26% since 2020. 

To distribute surveys using QR codes, you have to generate a unique QR code for each survey. The QR code can go on physical materials and digital displays or be shared through various communication channels. Participants have to use a smartphone to scan the QR code, which redirects them to the survey. Once redirected, employees can complete the survey using their devices.

But how effective are QR codes? Gallup conducted a comprehensive QR code survey study, and they found that adding a QR code as an additional method for accessing a web survey did not lead to significantly higher response rates or increased survey completions. In fact, the group that received only a web address and the group that received both a web address and a QR code had nearly identical numbers of web completions, while the group that had only a QR code experienced lower completion rates. So while there is something to the novelty of a QR code, it hasn’t proven to be an effective method for increasing response rates. 

4. Social Media

Around 77% of the world’s eligible population (ages 13+) are active social media users. While that high use rate is appealing, there are a few things to think about before you begin strategizing how to promote a survey on social media.

First off, ask yourself how much time your employees spend on social media. For example, employees at a marketing company are all likely on LinkedIn, Facebook, Instagram, and other platforms because it’s a large portion of their jobs. But if your employees aren’t big fans of social media, don’t have access to it, or just prefer other ways of communicating, you might need to rethink your approach. 

In the end, using social media for surveys might not be the best route to take, depending on the specific circumstances and demographics of your workforce. It might be worth considering a mix of social media and other channels to make sure you reach everyone, including those without smartphones.

5. Website Integration

Having a survey integrated right into your website gives you another way to reach your employees and get them engaged. If your employees are already visiting your website for different things, they can easily find the survey without having to go to different platforms or switch channels. 

But not all employees are regular visitors to their company website, especially those on their feet all day or without easy access to computers. So, while website integration is a handy option, it likely won’t cover everyone in your workforce.

To make the most of website integration, you need to know your employees and what works best for them. Think about their preferences and habits, and don’t forget to combine this method with others—like SMS texting—to make sure you reach as many employees as possible. That way, you’ll have a comprehensive approach that gets everyone involved and engaged in the survey.

How Do You Distribute a Questionnaire Effectively?

Distributing a questionnaire to survey employees and ensuring good participation requires a thoughtful and inclusive approach. Here’s a step-by-step guide to help you navigate the process:

• Determine the Purpose: Why are you conducting a survey, and what specific information do you need from your employees? Having a clear purpose will help you create targeted questions, collect the right data, and avoid excessive surveying.
• Choose a Survey Platform: Find a survey platform that suits your needs. Platforms like SurveyMonkey or Google Forms are user-friendly and let you create customized questionnaires. Alternatively, you can use Yourco’s built-in polls functionality.
• Design the Questionnaire: Now it’s time to create a survey questionnaire. Keep it simple and straightforward with around 10 to 20 questions (and no more). Make sure your questions are easy to understand and relevant to your employees’ experiences. Include different types of questions, like multiple-choice, rating scales, and open-ended ones, to get a variety of insights.
• Select Distribution Channels: Decide how you’ll send out the questionnaire. Using Yourco for SMS text surveys is a great option because it easily connects with most survey platforms and keeps all your employee communication in one place. Plus, nearly 98% of texts are opened and read, so you have a better chance of getting responses.
• Communicate Purpose and Importance: Let your employees know why their participation is vital. Clearly explain how their feedback will contribute to positive changes in the workplace. Make them feel like they have a real stake in the process.
• Distribute the Questionnaire: Use your chosen survey platform to send out the questionnaire through the channels you selected. If you have multiple surveys, consider staggering the distribution to avoid overwhelming your employees and ensure quality responses.
• Reminders and Follow-ups: Friendly reminders can go a long way. Send follow-up messages to employees who haven’t completed the survey, gently encouraging them to participate. Something like, “Hey there! Just a friendly reminder to complete the survey if you haven’t already. Your input is really important to us and will help shape positive changes in our workplace. We appreciate your time and insights!” This kind of message shows that you value their contribution and motivates them to take a few moments to share their thoughts.
• Collect and Analyze Data:  Once the deadline has passed, gather the data from your survey platform. Export it into a format that makes analysis easy, like a spreadsheet or data analysis software.
• Evaluate and Make Changes: Dive into the data and look for patterns and areas for improvement. Highlight areas where employees are particularly satisfied or dissatisfied, as well as any opportunities for improvement. Make a note of specific examples or anecdotes that support the data, and use the insights gained from the survey to implement necessary changes.
• Communicate Results and Actions: Share the survey results with your employees and show them the actions you plan to take based on their feedback. As you do this, be open and transparent about the impact their participation had. Address any concerns or questions that may arise, and foster an open dialogue to ensure everyone understands the rationale behind the changes. And don’t forget to give your team a big shout-out for taking the time to speak up!
• Iterate and Repeat: Employee surveys are an ongoing process. Regularly conduct follow-up surveys to track progress, measure the effectiveness of changes, and keep improving employee engagement and satisfaction.

Throughout each step, ensure you communicate clearly and create a supportive environment where employees feel valued and motivated to participate.

How Do You Encourage People To Take Your Survey?

Incentives, personalization, timing, social proof—there are plenty of fun ways to encourage survey participation. Here are a few strategies to motivate participation:

• Keep It Short and Sweet: Keep your survey short and concise to respect participants’ time and make it easy for them to respond quickly. 
• Offer Incentives: Offer incentives that align with your employees’ interests. It could be as simple as a chance to win a gift card, receive exclusive access to valuable resources, or participate in a prize draw. These incentives can serve as a token of appreciation and encourage higher participation rates.
• Consider Timing and Convenience: Choose a time to distribute your survey that is convenient for participants. Avoid periods of high workload or busy seasons that may hinder engagement.
• Use Personal Invitations: Reach out to participants individually, if possible. Personalized invitations can make people feel valued and increase their willingness to participate.
• Leverage Social Proof: Leverage the power of social proof by sharing positive testimonials or success stories from previous surveys. Highlight how previous feedback made a difference and shaped meaningful outcomes. This proof can inspire others to take part in the positive impact.
• Show Real-time Results: Consider providing real-time updates or sneak peeks of survey results to participants who have completed the survey. Sharing interesting findings or statistics can generate curiosity and encourage others to participate as well.

Remember, building a sense of trust, relevance, and appreciation is essential to encourage survey participation. By implementing these strategies and genuinely engaging with your participants, you can create an inviting and inclusive environment that encourages a higher response rate.

Enhance Survey Distribution and Bridge the Communication Gap with Yourco

At Yourco, we understand the challenges faced by businesses when it comes to survey distribution, especially among non-desk employees. With our innovative SMS-based two-way platform, you can easily reach your entire workforce, including those who don’t have regular access to email or smartphones. 
But Yourco is more than just a survey distribution tool. We believe in fostering a culture of open communication and continuous improvement. Our platform allows you to centralize all your employee communications, keeping everything in one place for easy access and organization. You’re gaining a partner who wants to help you maximize participation, gather valuable insights, and create a workplace where every voice is heard and valued.

Now, it’s time to take the next step. Discover how Yourco can revolutionize your survey distribution process by contacting us to set up a demo, or try it out for free today! Together, let’s create a workplace where employee engagement and feedback thrive.