Conception and optimisation of intranets with
the aid of employee surveys

When is this method appropriate?

While the conception of the intranet the employees should be involved as soon as possible. Starting with the requirement analysis, to the rating of first concepts and prototypes, to the (continual) evaluation and optimisation of an intranet that is activated.

Employee surveys are especially appropriated to gain reliable and valid data about needs, desires and requirements of the employees particularly due to their very high repose/attend rate (usual a more than 75 %). Methodical this is possible with the help of a requirement analysis with KANO..

Regular employee surveys can also provide valuable findings how to improve the operationability and usability while rating an already existing intranet. In addition, these kinds of surveys help to identify potentials for improvement and to identify different user types/groups. In particular user groups help to create personas.

Due to a variety of satisfaction analysis for intranets we are additionally able to implement benchmarking. We can show you what you can “learn” from best practices in your branch and what you necessarily should avoid.

Possible questions

• How satisfied are your employees with an already existing intranet in relation to the aspects usability, joy of use and visual design?
• Does your intranet support the daily work? For what is your intranet actually used?
• How intensive is your existing intranet used and with what intentions?
• Are there different user types – so-called personas, that differ in relation to their requirements and their usage behaviour?
• What requirements and expectations are addressed to the intranet? How can the employees be motivated to use the intranet regularly?
• How do requirements, expectations and usage pattern differ from new employees and “old hands”?
• What potentials for improvement do your employees see?
• Comparison with other internets: what can one learn from other intranets? What can one do better?

And many more…

In what project phase applicable?

• Development/implementation
  In the early development or conception phase requirements and conceptions of a re-developed or a revised intranet (re-design) can be detected with the aid of employee surveys. Optimally, one combines them with focus groups whereby the focus groups should take place before the employee survey.
• Live activity/usage
  In this phase employee surveys can provide valuable findings about the satisfaction rate in relation to the intranet. Potentials of optimisation and improvement can be identified from the employees’ point of view. In addition, they can be used for continual optimisation.

What is the procedure of this method?

Within a kick-off workshop we define together what problems, questions and topics are in the foreground of the survey. Hereby we implement a constituent and problem analysis ex-ante.

Employee surveys should always be appointed as full ascertainment within the development/re-conception and/or optimisation of already existing intranets. All employees have the possibility to attend the survey.

Via email the employees are pointed out to the survey which can be filled in as an online questionnaire at place of work. If not all employees have access to a computer, it is necessary to enable the attendance by mobile solutions or terminals.

You can have a look at the first results in an online reporting directly after the start of the ascertainment. Depending on the point of time of the ascertainment (for instance holiday period) the survey should be accessible for 2 to 3 weeks.

After the ascertainment a detailed data evaluation and interpretation take place. We derivate concrete recommendations that are straightened to your problems and questions.

Strengths of this method

• Employees are involved in the conception and further development of the intranet.
• Contents, functions, information architecture and also the navigation are straightened on the desires of the employees.
• Continual satisfaction analyses show changes in requirements and expectations as well as the use of the intranet and enable an early alignment.

What about the sample size?

Due to experiential high will to attend among the personell the sample size is generally no problem. But it is important that all employees or concrete users of an already existing intranet have the chance to attend the survey.

How much time takes the implementation?

The totally project duration takes 3 to 4 weeks starting with the determination of your requirements and expectations related to the survey, to the result supply and providing concrete recommendations. It contains 2 to 3 weeks for the field time to ascertain the data.

What input do you have to provide?

Experience has shown that is makes sense to weight and concrete your questions in a workshop together with you. Hereby we can draw on our comprehensive project experiences. If there is an already existing intranet, we have a look at it in detail ex-ante, show problems and fields of optimisation and give inspirations for the test objects and questions that are supposed to be focussed.

What do you receive from us?

Offered services at a glance:

• Conception and creation of the questionnaire for the employee survey or consulting during the questionnaire creation.
• Programming of the online questionnaires (incl. integration of pictures, audio and video files).
• Implementation of the survey & data analysis.
• Online reporting: possibility to have a look at the to date ascertained data during the current survey.
• Interpretative chart report with the following contents:
  • Management summary
  • Detailed illustration of the results from the survey data (tabular/graphical preparation).
  • Data interpretation.
  • Concrete guidance and optimisation recommendations.

These services can be commissioned as a full-service packet or as individual services.

On demand we present the results and findings of the test within a moderated workshop.

Do you have any further questions? Please do not hesitate to contact us! We would like to consult you.