What Is A Pulse Survey?

When you think about your business, it's easy to picture your assets: the products, the services, the capital you've invested, and of course, your employees. Yet, not all of these elements move at the same pace. Some aspects of your business are relatively stable, while others, like staff satisfaction and engagement, can fluctuate quite rapidly.

In fact, your employees are among your most valuable resources, providing expertise, fresh ideas, and sheer manpower. But when they're unhappy or disengaged, the ripple effects can be costly—both in terms of morale and the financial burden of recruitment. That's why it's crucial to keep a finger on the pulse of your workforce, and one of the best ways to do this is through a pulse survey.

How pulse surveys support employee engagement

Employee engagement is a well-worn phrase, often mentioned in the same breath as productivity, retention, and company culture. While there are numerous methods to measure and support employee engagement, pulse surveys have become increasingly popular due to their efficiency and effectiveness. They're concise, meaning employees are more likely to complete them, and because they're conducted more frequently than traditional surveys, they allow organisations to track changes in engagement over time.

For instance, consider the Employee Net Promoter Score (eNPS), which measures how likely your employees are to recommend your organisation as a great place to work. With a pulse survey, you can measure this regularly and see how it evolves, providing you with actionable insights much more quickly than an annual survey could. This frequency also helps you to identify trends and address issues promptly, before they escalate into bigger problems. (See also: eNPS calculator)

The question of anonymity often arises when conducting pulse surveys. Should feedback be collected anonymously? There's no one-size-fits-all answer here. The sensitivity of the topics being surveyed often dictates whether anonymity is appropriate. In the case of eNPS, for example, anonymity might lead to more honest responses and a higher participation rate, which in turn provides more reliable data.

Interestingly, the very act of asking employees for their feedback via pulse surveys can boost engagement. When employees are regularly asked for their opinions, they feel valued and involved in the organisation's journey. This sense of inclusion can, in itself, enhance their engagement levels, creating a virtuous cycle where employees who feel listened to are more likely to stay motivated and invested in their work.

Benefits of pulse surveys

So, why choose a pulse survey over the traditional, often laborious, employee engagement survey? The benefits are numerous. First and foremost, the brevity of pulse surveys is a significant advantage. Employees are more likely to take a few minutes to complete a short survey than they are to slog through a lengthy questionnaire. This leads to higher response rates and more accurate data.

Moreover, the regularity of pulse surveys means that organisations can track engagement and staff satisfaction in near real-time. Instead of waiting for an annual survey to reveal declining morale, pulse surveys allow you to catch and address issues as they arise. This timely intervention can make a huge difference, preventing small issues from snowballing into major challenges.

Pulse surveys also offer greater flexibility. They can be tailored to the specific needs of your organisation at any given time, focusing on areas that are most relevant to your current circumstances. Whether you're navigating a period of change, such as a merger or restructuring, or simply want to check in on how your remote workers are doing, a pulse survey can be adapted to fit the situation.

How to design effective pulse surveys

Designing an effective pulse survey requires a bit of finesse. The goal is to create a survey that's both concise and insightful, providing you with the data you need without overwhelming your employees. Here are a few tips to get you started:

1. Keep it short and focused: A pulse survey should take no more than five to ten minutes to complete. Focus on a few key areas that are most relevant to your current goals or concerns.
2. Use clear, concise language: Avoid jargon or complex phrasing. Pulse survey questions should be easy to understand, ensuring that employees can respond quickly and accurately.
3. Mix quantitative and qualitative questions: While it's useful to have numerical data that can be easily tracked over time, don't shy away from open-ended questions. These can provide valuable insights that numbers alone might miss.
4. Align with organisational priorities: Make sure the questions are aligned with your organisation's current goals. Whether you're looking to improve communication, boost morale, or gather feedback on a recent change, the survey should reflect these priorities.
5. Pilot the survey: Before rolling out your pulse survey to the entire organisation, consider running a pilot with a small group of employees. This can help you identify any issues with the survey design and make adjustments before full deployment.

Interpreting pulse survey data

Collecting data is only half the battle; the real challenge lies in interpreting it effectively. Pulse surveys provide a wealth of information, but without proper analysis, it can be difficult to know what actions to take. Here are a few strategies to help you make sense of the data:

1. Look for trends: One of the biggest advantages of pulse surveys is their ability to track changes over time. Don't just look at the results of a single survey in isolation. Instead, compare the data across multiple surveys to identify trends. Are engagement levels improving? Is there a consistent issue that keeps cropping up? These trends can help you pinpoint areas that need attention.
2. Segment the data: Break down the data by different employee groups, such as departments, locations, or seniority levels. This can help you identify specific areas of the organisation that may require targeted interventions.
3. Prioritise action items: Not every piece of feedback will require immediate action. Use the data to prioritise the most critical issues that need addressing. Focus on the areas that will have the biggest impact on employee engagement and satisfaction.
4. Share the findings: Transparency is key. Once you've analysed the data, share the results with your employees. Let them know what you've learned and what steps you plan to take in response. This helps build trust and shows that you value their input.

Common pitfalls and how to avoid them

As with any tool, pulse surveys come with potential pitfalls. Being aware of these can help you avoid common mistakes and get the most out of your surveys.

• Survey fatigue: If you're conducting pulse surveys too frequently, employees may start to feel overwhelmed and disengaged. To avoid survey fatigue, make sure the surveys are brief, and the frequency is appropriate for your organisation's needs.
• Lack of follow-up: One of the biggest mistakes organisations make is failing to act on the feedback they receive. If employees see that their input isn't leading to any real changes, they'll be less likely to participate in future surveys. Make sure you have a plan in place to follow up on the survey results and communicate the actions you're taking.
• Poorly designed questions: The quality of the survey questions can make or break the effectiveness of the survey. Avoid leading questions, and make sure the language is clear and concise. Pilot the survey with a small group of employees to catch any issues before full deployment.
• Ignoring qualitative feedback: While quantitative data is easy to analyse, don't overlook the importance of qualitative feedback. Open-ended questions can provide valuable insights that numbers alone might miss.

Customising pulse surveys for different employee groups

One of the strengths of pulse surveys is their flexibility. They can be customised to suit the specific needs of different employee groups, ensuring that the feedback you collect is relevant and actionable.

For example, remote workers may have different concerns than office-based employees. A pulse survey for remote workers might focus on issues like communication, access to resources, and work-life balance, while a survey for office-based employees might address topics like office environment and team dynamics.

Similarly, new hires may have different feedback needs than long-term employees. A pulse survey for new hires might focus on their onboarding experience, while a survey for more established employees might delve into career development and job satisfaction.

By tailoring pulse surveys to the needs of different employee groups, you can ensure that the feedback you collect is relevant and actionable.

Technology and tools for pulse surveys

In today's digital world, there's no shortage of tools and software available to help you conduct pulse surveys. But with so many options, it can be difficult to know where to start. Here are a few key features to look for when choosing a survey tool for business:

• Ease of use: The tool should be easy for both you and your employees to use. Look for a platform with a user-friendly interface that makes it simple to create, distribute, and analyse surveys.
• Customisation options: The best survey software will offer a range of customisation options, allowing you to tailor the survey to your organisation's specific needs. Look for a tool that allows you to customise the survey questions, frequency, and distribution method.
• Data analysis capabilities: Collecting data is only useful if you can analyse it effectively. Look for a tool that offers robust data analysis capabilities, including the ability to track trends, segment data, and generate reports.
• Integration with other systems: If your organisation uses other HR tools or systems, it's important to choose a pulse survey tool that integrates seamlessly with them. This can help streamline the process and ensure that all your data is stored in one place.
• Anonymity options: Depending on the nature of the survey, you may want to offer employees the option to submit their feedback anonymously. Look for a tool that allows you to easily toggle anonymity on or off, depending on the survey's purpose.

Real-world applications of pulse surveys

Pulse surveys are incredibly versatile, and they can be used in a wide range of situations. Here are a few examples of how organisations might use pulse surveys in the real world:

• During a merger or acquisition: Mergers and acquisitions can be stressful for employees, leading to uncertainty and anxiety. A pulse survey can help you gauge how employees are feeling and identify any concerns that need to be addressed.
• In high-stress environments: In industries like healthcare or emergency services, employees often work under high levels of stress. Regular pulse surveys can help you monitor their wellbeing and ensure that they have the support they need.
• During periods of change: Whether you're introducing a new policy, rolling out new technology, or restructuring the organisation, change can be challenging for employees. A pulse survey can help you gather feedback on how the change is being received and identify any areas that need attention.
• To support cultural transformation: If you're working to change the culture of your organisation, pulse surveys can be a valuable tool for tracking progress and identifying areas where further work is needed.

The role of leadership in pulse surveys

Leadership plays a crucial role in the success of pulse surveys. When leaders are actively involved in the process, it sends a strong message to employees that their feedback is valued and that the organisation is committed to continuous improvement.

Leaders should be visible and vocal in their support of pulse surveys, encouraging employees to participate and emphasising the importance of honest feedback. They should also be transparent about the survey results, sharing the findings with the organisation and explaining what actions will be taken in response.

Finally, leaders should be willing to take action based on the survey results. This might mean making changes to policies or procedures, addressing specific concerns raised by employees, or simply acknowledging areas where improvement is needed. By taking action, leaders demonstrate that they are listening to their employees and are committed to making the organisation a better place to work.

Key takeaways

Pulse surveys provide real-time insights: Pulse surveys are a quick, focused way to gauge employee engagement and satisfaction regularly. Unlike traditional annual surveys, they offer real-time feedback, allowing organisations to address issues promptly and track trends over time.

Pulse surveys boost employee engagement: Regularly soliciting employee feedback through pulse surveys shows staff that their opinions are valued. This inclusivity fosters a positive work environment, potentially increasing engagement and retention as employees feel more connected to the organisation.

Brevity improves participation rates: One of the key advantages of pulse surveys is their brevity. Employees are more likely to participate in short, concise surveys, leading to higher response rates and more accurate, actionable data.

Pulse surveys allow for customisation: Pulse surveys can be tailored to specific organisational needs, focusing on relevant topics such as changes in company structure, employee wellbeing, or job satisfaction. This flexibility ensures that the data collected is always relevant and actionable.

Effective design is crucial for pulse surveys: Designing a pulse survey requires balance—keeping it short yet informative, using clear language, and mixing quantitative with qualitative questions. Effective design ensures that the data gathered is both meaningful and easy to interpret.

Leaders must act on survey results: Pulse surveys are only valuable if action is taken based on the feedback received. Leaders must be transparent in sharing findings with employees and proactive in addressing concerns, which fosters trust and drives continuous improvement.

Survey fatigue can be a pitfall: While frequent surveys provide timely insights, over-surveying can lead to employee disengagement. To avoid survey fatigue, organisations should ensure that pulse surveys are brief, well-timed, and spaced out appropriately.

Author's note: this blog was originally published April 2021 and updated September 2024