Officevibe is a tool for devoted managers and HR leaders who care as much for their people as they do about performance. With Officevibe, leaders and teams can quickly measure and understand the factors that are fuelling the team’s engagement at work and pinpoint which conversations and actions need to happen to keep engagement and performance high.
Invite your team
Officevibe runs on your team members' input. That’s why the first step to getting started is to invite them into the platform. Their participation in the Pulse Survey is key to unlocking Officevibe’s value!
When you send the invitation, their Officevibe account will be created. All they have to do is accept and confirm their details. There are many ways to invite your team, so choose the one convenient to your organization’s context.
The Officevibe Loop
Through data and research, we have found that Officevibe works best if managers follow a 3-step process that happens on a weekly basis.
We call this process The Officevibe Loop—a cycle that over time will take you from understanding your team to building relationships based on trust. This trust is built by showing genuine care for the team. In Officevibe, we create a safe space for teams to share feedback by giving them the option to be anonymous. When team members feel psychologically safe, they can be honest when sharing their thoughts, needs, and feelings. The Loop enables you to spark meaningful conversations based on what they have to say and show them you are resolving issues as they arise.
This cycle is a recommendation. Feel free to use Officevibe in other ways. Your team’s needs will be what will ultimately determine how you use it!
1. Check your team’s pulse
The first step in The Officevibe Loop is to get a good reading of how your team feels, what they need, and what they want. This is what we refer to as “the pulse.” Think of it as checking in on your team’s health just as you would with your heartbeat or temperature. It’s about checking often and making adjustments as they’re needed!
Here’s how you can take the pulse:
The Pulse Survey
A Pulse Survey is a short, quick set of questions sent out to your team on a regular basis (weekly, biweekly, or monthly). During the survey, your team members answer questions that effectively and scientifically measure engagement level. The follow-up questions will collect qualitative feedback. To foster a culture of psychological safety, team members can choose to be anonymous.
Once you start getting answers, the survey will be the source of engagement data. It will proactively gather more survey answers and feedback to get data-driven insights.
Check your Survey Report every week and review the 10 Key Metrics of Engagement for a clear understanding of what fuels your team’s engagement and to act on issues quickly.
Read the latest feedback to have a better understanding of your engagement data and uncover root causes.
This is your Survey Report 🎉
These insights will either confirm your instincts or help you uncover issues you were not aware of. Positive and negative things about your team will come to the surface. Regardless of what comes to light, use these insights to understand what is affecting your team over time.
💡 Pro tip: If you’re an HR leader, this step of the Loop is a great way to check if your organization’s programs and initiatives are having a positive impact on the employee experience you’re aiming to create!
You can take the pulse on an individual level by booking 1-on-1s with each team member. These conversations are an opportunity to dive deeper into each person’s engagement level and on what’s unique to them. The collaborative agenda is where you can keep your discussion points organized before, during, or after your 1-on-1.
Add talking points and sections to your 1-on-1 agenda 🙌
2. Drill down
Now it’s time to drill down and identify the root cause of any issues that surfaced while checking the pulse.
Use these tools to drill down:
Survey Report: Take a closer look at your sub-metrics, question report (Paid plan only), and eNPS score to analyze your results and find areas of improvement.
Custom Polls: Send customized questions or use our Custom Poll templates to dig deeper into each one metric. Your team’s answers will act as indicators of what to discuss further with your team.
Feedback: Reply to your team’s feedback to start a dialogue and find the underlying message behind their feedback. You can click on Help me reply if you need help navigating this area.
Read feedback from the follow-up survey questions 👀
As you can see, the key to success in this step is to have productive and meaningful conversations. Without these, you might not be able to fully understand the issues affecting your team.
💡 Pro tip: Promote a culture of openness by sharing the Survey Report and discussing it as a team. You can share the report by clicking Share on the Survey Report page.
3. Act together
After you identify areas of improvement, take action on what the data has revealed. We believe checking the pulse and drilling down is not enough. How you leverage these insights matters. Show you are listening and responding to issues in a timely manner.
As a manager, you are the one who can have drive solutions and create a positive impact on the team. Your team will see their feedback is being used to improve their workplace—and in return, they will have the confidence to share their needs with you.
We recommend taking this step with your team and involve them in decisions that will affect their team culture. Here it is step by step:
Set a monthly meeting to go through the Survey Report as a team.
Discuss the highest and lowest metrics and how it impacts the team culture. Do a roundtable of what each metric means to each person to get their unique perspectives.
Commit to 1 to 3 opportunities to tackle together as a result of your discussion. You can set them as a Team goal for greater visibility and alignment.
Schedule weekly 1-on-1s to touch base on the Team goal and see if they have any questions, concerns, or ideas. This is also a great opportunity to discuss sensitive topics with each person that might not be ideal to open up in a group setting.
Team meetings like this one encourage members to get into the habit of talking about what they can improve as a team. Plus, it gives everyone the chance to get to understand their peers better.
Even if your survey hasn't been active for a long time, it's still worth it to meet with the team with your earliest survey results. It might be early to reach conclusions, but you can get the discussion started and set expectations with your team on how these meetings will work.
Go back to step 1—this time measuring the impact of your actions—and repeat the cycle again! Officevibe will always be your team’s safe space. The information it reveals and the scores for each metric will fluctuate over time.
The more you go through the steps above, the more you will understand your team and the shifts on their engagement. And by making small changes over time, you will build the trust needed to resolve the issues that will have a long-lasting impact on both engagement and performance.