A well-introduced survey ensures better participation, meaningful insights, and a stronger connection between IT and employees. But how do you effectively introduce the survey to your team?
Below, we outline best practices to ensure smooth communication and high response rates, along with a ready-to-use email template to invite your team.
1. Explain the Purpose Clearly
Employees are more likely to participate if they understand why their input matters. Clearly communicate that the IT Happiness Scan is designed to:
✅ Identify areas where IT services can better support their work
✅ Prioritize improvements based on real employee needs
✅ Enhance digital tools for a more seamless experience
Make it clear that their feedback leads to action—this motivates participation.
2. Keep Communication Simple & Engaging
Avoid long-winded explanations. Instead, use clear, concise language and highlight key benefits. For example:
🗣️ Make yourself heard! Your voice shapes IT improvements.
🔧 Make an impact! Your feedback drives change.
⏱️ Takes only 5 minutes! A quick break to rest your eyes.
A friendly, engaging tone helps encourage participation.
3. Leverage Multiple Communication Channels
Not everyone reads emails right away. Reinforce the survey announcement through:
📢 Team meetings & town halls – A short mention builds awareness.
💬 Intranet announcements – A pinned post helps visibility.
📩 Follow-up reminders – A gentle nudge ensures higher completion rates.
👥 Manager support – Leaders encouraging participation adds credibility.
Encouraging managers to promote the survey within their teams can significantly boost response rates.
4. Address Anonymity & Transparency
One common concern is confidentiality. Assure employees that:
🔒 Responses are anonymous (if applicable)
📊 Results will be shared transparently after analysis
📢 Action plans will be based on feedback
Transparency fosters trust, leading to honest and constructive feedback.
5. Set a Clear Deadline & Follow Up
Communicate a deadline to create urgency. A countdown reminder can be effective:
“Only 3 days left! Have you shared your feedback yet?”
Following up with non-respondents can increase participation.
6. Use a Well-Structured Email Invitation
Here’s a ready-to-use email template for your IT Happiness Scan!
Subject: Have 5 Minutes? Help Improve Our IT Services!
Hi {Name},
We are conducting a short 5-minute survey to understand your digital experience and IT satisfaction within our organization. Your input helps us identify areas for improvement and prioritize changes that support your work. Your feedback is invaluable to us!
Start Survey — Insert Link Here
Why Participate?
🗣️ Make yourself heard! We’re committed to listening and taking action.
🔧 Make an impact! Your feedback directly shapes IT improvements.
⏱️ Quick & easy! The survey takes just a few minutes—good time to rest your eyes!
Start Now!
The survey closes on [Deadline Date], so don’t miss your chance to share your thoughts.
For more details on the survey and how we use the results, visit our intranet page: [Insert Link]
What’s Next?
After the survey closes, we’ll share a summary of key findings and action steps. Your feedback matters, and we will keep you updated on improvements!
Start Survey — Insert Link Here
Best regards,
[Your Name / Team]
Final Thoughts
The success of the IT Happiness Scan depends on how well it’s introduced to employees. By clearly explaining its purpose, keeping communication engaging, using multiple channels, ensuring transparency, and sending reminders, you can maximize participation and get valuable insights for IT improvements.
Would you like additional follow-up email templates or intranet announcements? Contact us!