The Custom Polls section is where you'll be able to create questions to add to the Officevibe surveys about company-specific subjects.
You can choose whether your Custom Poll will be sent out to the whole company or to a specific audience. These options will be available to you depending on your permissions (Company Manager vs Group Manager).
Custom Polls Dashboard
When you access the Custom Polls section, you will see all the current Custom Polls in circulation (the ones you created). By clicking on Other Polls, you'll be able to view Custom Polls created by other Managers who's target audience includes groups that you manage.
You're also able to see the completion rate, the number of recipients and the date the Custom Poll was activated.
From this page, you will be able to view the Active, Drafts and Closed Custom Polls.
a. Active - Custom Polls which are sent or scheduled to be sent.
b. Drafts - Custom Polls which are in the process of being created to be sent out.
c. Closed - Custom Polls which have been archived. These Custom Poll questions will no longer be sent out, however you will continue to have access to the results.
1. Create Poll
To create a Custom Poll, you will need to go to Custom Polls on the left hand menu and click on Create Custom Poll at the top or the Create button towards the bottom. The first step is to add a title, followed by the selection of the question type.
When creating your Custom Polls, there are three question options:
Employees can answer this question with text. This is a great way to get more information about a specific topic. See this as a personalized Feedback section!
The Opinion scale format presents a scale with a total of 11 positions for the respondent to choose from, 0 being the lowest score and 10 being the highest score. You will need to determine the labels at each extremity as they provide guidance on the meaning of each extreme score.
The Multiple-Choice format presents a question with up to four possible answer choices.
With the opinion scale or the multiple-choice options, you can add a follow-up question. The answers to this question would be open-ended.
Follow-up questions are meant to gather more information and enable your organization to understand what’s going on, identify possible improvement areas, or find out what’s going well so they can continue doing more of what works!
Note: At any time, you can click on Save at the bottom of the page in order to create a draft without sending out the Custom Poll. Should you need to leave the page or log out, once you come back in, your existing Custom Poll will be found under the Drafts tab.
2. Select Sender, Audience and Access Level
As a Company Manager, you can select if you want the Custom Poll to be appear as coming from you, the Creator (ex. Angie would like to know...), or from the Organization (ACME would like to know...).
When it comes to the audience, you can choose to select the entire company or select groups, based on your permissions.
Note: To add multiple groups, begin typing the name of the group. A dropdown will appear with possible groups. Keep typing in their names until all are added.
Select Access Level
a. Open: This option allows every Manager to view the results of the groups which they manage. However, only Managers who oversee the entire targeted audience have the ability to edit and close a Custom Poll.
b. Restricted - This option will allow only the top Manager of a large group containing targeted Sub-groups to be able to view the results.
c. Closed - This option will allow only Users set up as Company Managers to be able to view the results.
Note: To help you understand these options, a handy grid displaying the Managers and their access level, depending on the option you selected. Should you need to, you can always go back and change the option before sending out the Custom Poll.
3. Review, Schedule and Send Your Custom Poll
Once you've created and reviewed your Custom Poll, you're able to schedule when your Custom Poll will be launched. When sending a Custom Poll, you can either send it right away, at the end of the next Survey or at a scheduled date, which will appear on the Surveys as of that date. When scheduling, you have the below three options:
All Custom Polls created will be sent to the selected audience right when you press Send.
Note: You have the option to send the Custom Poll via email or Slack, should your organization be using this system and prefer this medium.
End of Next Survey
All Custom Polls will be sent out at the end of the employee's next Survey. As employees can choose which day they prefer to receive their surveys, it can take up to a week for all employees to view the questions.
All Custom Polls will be sent at the end of the surveys from the date selected. As employees can choose which day they prefer to receive their surveys, it can take up to a week for all employees to view the questions.
Business Rule: To protect the anonymity of the employees, Custom Poll results will only display when three employees have responded and anonymous feedback from the Custom Polls will only display when the targeted audience is composed of 5 employees.
If the group has 5 employees, then non-anonymous feedback will display. If the group then falls below 5 employees, the existing feedback will display, however any new feedback that came through after the group fell below 5 employees will not display until the group reaches 5 members again. The audience takes into account all employees who were targeted by the Custom Poll during the Custom Poll's creation, so even if they are removed from the group, their feedback remains.
You can access and view the Results for each question through your dashboard. You can also review the participation statistics to know how many employees answered, how many have skipped the question and have yet to answer. You also have a recap of how many groups were targeted by the survey, who created it and the date the Custom Poll was activated. There's also the date on which the Report was generated.
Filtering Your Results
If the Custom Poll was sent to multiple groups, you are able to view the results by group by clicking on the Filter button in the top right hand corner. This will allow you to view the results by group.
Exporting Your Results
At any time, you can export the Custom Poll results as an Excel file. You will be able to see the Custom Poll stats on the first tab along with the initial feedback left and on the second tab, you will be able to see the distribution of results as well as the feedback to the follow-up questions.
Depending on the access level selected and your permissions, your dashboard will give you access to several additional options that are available through a drop-down menu. This menu is indicated by the three dots to the right of the Results button. Listed below are the options available in this menu:
a. Send Reminder: At any time after a Custom Poll has been sent out, you can choose to send a reminder to those who have not yet responded. You can either click on Send Reminder to copy the URL provided and send out this link via email to Users.
b. Edit: You are able to edit an existing Custom Poll should you need to at any time. If the Custom Poll was already sent out, the edits will only appear for those who have not yet responded.
Note: Adding any questions to your Custom Polls won't be possible as well as editing the audience the Custom Poll is being sent to.
c. Duplicate: In order to make it easier to send out the same Custom Polls multiple times, you can click on the dropdown and click on Duplicate Polls. This will allow you to send out a Custom Poll again without having to type the title and questions all over again!
d. Close: This option allows you to close the Custom Poll once you are done compiling the data and you no longer want the Custom Poll to be sent out.
Note: Employees will continue to receive Custom Polls until they either respond to it or see it, at a minimum or until the Custom Poll is archived.