List Building Toolkit

How to create a survey using Survey Galaxy

Writing surveys is considered easy; but is it? The reality is that writing surveys is easy but writing surveys that will be effective is a little bit more difficult. The following tips will help you write more effective surveys.

1. What is the purpose of the survey?

Questionnaires are conducted for many reasons. By correctly phrasing the questions and structuring the answers surveys can be used in a multitude of ways and for a variety of reasons. When designing a survey do not lose sight of its purpose.

2. Title the survey

The title of the survey is an opportunity to instantly summarise a survey’s objective and encourage respondents to participate. Respondents need to invest time in completing the survey so you need to encourage them that their investment will be worthwhile.

3. Ensure that you do not make the survey any longer than it needs to be

Every question that is asked should be asked for a reason. Minimize asking questions that will provide you with ‘nice to know’ information and concentrate instead on ‘need to know’ questions.

4. Use plain English, avoid jargon and acronyms, be consistent and ensure that the questions you ask will not result in ambiguous answers

Be careful when wording the question. If a question is ambiguous then there is a real risk that any analysis of the resulting survey data will be worthless or at the very least suspect.

5. Avoid long questions

Try to use short sentences wherever possible. Long questions can cause a respondent to lose concentration and can lead to a higher level of incidents where respondents abandon a survey.

6. Ask one question at a time

Avoid confusing the respondent with a question like ‘Do you like golf and football?’

7. Don’t influence the answer

Do not load the question. ‘Should irresponsible shop keepers who sell alcohol to children be prosecuted?’ is likely to have no value.

8. Ensure that the answer format used allows the respondent to answer the question being asked

Ensure that the respondent can answer how they really feel or they may be inclined to abandon the survey. As a last resort consider the benefit of including a “Don’t know”, “No comment” or similar response option.

9. While you are compiling the survey consider, when the survey is complete, how the compiled data is going be analysed

If a question is asked that allows a free text open ended response appreciate that such information is likely to be difficult to score and/or summarised. Consider how answers can be grouped. For example “How long have you worked here?” – ‘less than 2 year’, ‘between 2 and 5 years’ and ‘more than 5′.

10. Ensure that the questionnaire flows

When asking questions group the questions into clear categories as this makes the task of completing the survey easier for the participants.

11. Target your respondents

You may want to target a specific group, in others a cross section. If you can’t easily control the respondents consider including questions/answers that will allow you to filter out respondents who don’t fit your target profile.

12. Allow the respondent to expand on their answer or make comments

Allowing respondents to make additional comments will increase their satisfaction level and will also give valuable feedback on the specific questions and/or the survey as a whole. Remember that for large sample collections it may prove difficult to analyze free text open ended responses.

13. If you are conducting a confidential survey ensure that your pledge for confidentiality is honoured

If you have assured respondents that the survey is to be confidential you need to ensure that the collated data is not shared with anyone or used for any other purpose. Confidentiality must be maintained at all times and any identifying information destroyed once the survey has finished.

14. Consider the benefits and disadvantages of allowing respondents to be anonymous or identifiable

If your respondents are to be anonymous then you will be unable to follow up specific complaints or match “pre” or “post” surveys. Allowing people to remain anonymous can however have advantages for example it would allow people to respond without possible peer pressure.

15. Consideration carefully the best response format

It is good practice to maintain a consistency in the format used for responses. When creating your survey keep in mind that when analyzing the data radio buttons are easier to analyze than check boxes that offer the respondent multiple responses. Do not use a check box if a radio response would do.

16. Provide the respondent with an estimate as to how much time the survey will take

Respondent drop out can increase if the survey appears to be a stream of never ending questions. It is good practice to give an indication as to how long the survey is likely to take so the respondents can choose the best time to complete the survey.

17. Inform respondents of the survey end date

Encourage respondents to complete the survey as soon as possible but advise respondents as to the survey’s end date so that they have the opportunity to schedule the necessary time.

18. Pilot the survey

Before publishing a live survey publish a small pilot survey to check for questions that are ambiguous or confusing and to ensure that the survey is aesthetically pleasing.

19. Before publishing the survey proof read the survey several times

Check and then check again that a survey is grammatically correct and makes sense. If practical get a colleague to check the survey before you publish, if you are unable to do this then take a break before checking again.

20. Remember to thank the respondent

To complete surveys respondents will need to invest their time and therefore should be thanked either at the end of completing the survey or in a follow up letter. You may even want to consider incentives such as a reward of some sort.

For more information please visit Survey Galaxy

Why should you bother?

The life blood of any business is good customer service. Although new customers are very important good customer service will help generate customer loyalty and repeat business. With each satisfied customer your business is likely to win many more customers through recommendations and remember, if you are not taking care of your customers, your competition will.

A customer satisfaction survey will help by not only identifying problem areas but show that you care and are proactive in looking for ways to improve the service that you provide.

 

Where do you start?

Objective – As a first step decide what the main objectives of the survey are, in that way you will be able to retain focus and find it easier to decide what questions to ask.

Analysis – When the survey is complete consider how you will analyse the answers.

Keep in mind that ‘closed’ questions (where a respondent is asked to choose from a limited number of responses) are much easier to analyze than ‘open’ questions (where the respondent can reply in anyway they want).

A lot will depend on the likely volume of respondents, the higher the volume the more important it is to have an easy method of analysing the results.

Opportunity – Keep in mind that as well as obtaining valuable market research data customer surveys are also a good way to advertise aspects of your service that your customers may not be aware of.

Before you publish the survey confirm that the questions you have asked will provide you with market research data that when analysed will help you make informed decisions.

Then, from a marketing view point read through the survey, confirm that you have phrased each question so that every opportunity has been taken to promote your business?

The ideal question will perform the following three functions:-

• Market research – provide valuable feedback to help you improve your customer satisfaction levels and in turn your business
• Marketing – promote aspects of your business
• Information/Education – advertise a service that you provide that your customers may not have been unaware of

For example:- Do you find the in-store baby changing facilities useful?

By asking this question not only will the store receive good feedback on the facility they provide but they will also advertise their baby changing facilities and promote themselves as a family friendly store beyond those customers who have a specific need for the facility provided.

Warts and all – to benefit most from a customer survey you need to be prepared to dig deep and accept the worst.

A customer satisfaction survey should be designed to highlight problems so that they can be addressed; regular customer satisfaction will prevent complacency and will also give early warning on where your competitors initiatives may be losing you business.

 

What should you ask?

Each business is likely to have unique factors in relation to providing good customer services however there are common areas that are going to be relevant to all businesses be they a physical store, online store or a service industry. The following are some key areas to providing good customer service.

Communication – Are you proactive in making it easy for the customer to communicate with you?

When a customer telephones is the phone answered promptly; are enquiries about products or services properly handled? A good business will make every effort to ensure that whatever the customers query it is resolved by the right person, quickly, politely and fairly.

If a problem is not resolvable immediately do you promise to respond in a given time period and do you deliver on your promise?

Use a customer satisfaction survey to confirm that all your staff are perceived by your customers as being helpful, courteous and knowledgeable.

Location – Do your customers find it easy to visit you, if a physical store, is it conveniently located with good access?

Making it pleasant, making it easy – For an online business it is important to ensure that your website is easy to use and aesthetically pleasing.

Regardless of the store being a bricks and mortar or purely online web based store, is the store properly laid out and can your customers find what they need and is there sufficient detailed information and help on hand to explain how a particular product works?

The right quality products – In addition to measuring the quality of the service that you provide you should ensure that the products and services that you provide match your customers’ requirements.

Value for money – Cheap or expensive is rarely a good measure, value for money is.

Is your business associated with value for money by your customers, if not, why not?

Speed and attention – No matter what the business, the majority of customers will want to be dealt with quickly but attentively.

Are you doing everything you can to avoid delays?

Good businesses will try to treat each customer as an individual, does yours? Attention is one thing but this has to be hand- in-hand with a quick and satisfactory resolution of the query.

Demographics and Specific issues – Take the opportunity to profile your customers, for example their gender, age group and where they live?

The more knowledge you have of your customers the better you will be able to target your business.

As part of the survey allow your customers the opportunity to highlight any problems that they may have and provide you with contact details so that their problems might be later addressed and their concerns followed up.

 

What next?

Analyze the results once the survey has been completed.

Trends – Look for common and specific areas where the customer service is found wanting.

Ask yourself if any criticism is valid and is there anything that can be done to resolve or minimise the problem?

Training – Are the staff properly trained and do they have sufficient knowledge?

If customer service training programs have been implemented have they improved the customer experience?

Follow-up – If a customer who has completed a survey has raised a specific issue ensure that they are contacted and their complaint addressed.

Don’t lose a customer by squandering an opportunity to resolve a problem.

Continuously Monitor – Make changes based on the survey results and then re-measure by issuing follow up surveys.

If you are concerned about customer satisfaction and would like to see a sample survey for a store that demonstrates some of the above advice please view the Sample Customer Survey