Ensuring your employees get their Officevibe invitations and surveys in a digital era ought to be easy. However, it can be more difficult when you have non-desk workers - from those on the shop floors to delivery drivers, warehouse workers, front-line staff, field sales reps, and more.
Why? Non-desk workers or front-line staff may not have a fair chance to stay connected due to reasons such as:
- Limited or no access to a computer
- Away from the office or on the road
- Infrequent or no visits to a regional or head office
- No corporate accounts for email or cloud-based storage.
- Unable to access important information on-the-go
- Difficulties connecting or communicating with peers and managers
- Lack of visibility of company news and updates in real-time
In this article, we've combined our best practices around using Officevibe with the realities of non-desk workers:
1. Communicate the arrival of Officevibe
Changes at work can be challenging, so it's important to frame the launch of Officevibe as an exciting opportunity! Your employees will have the chance to make their voices heard anonymously and safely.
Making sure your employees are aware of the arrival of Officevibe is a critical part of a successful launch. Help them to understand why it's coming, why it's important, what's in it for them, and what's expected of them. You’ll want to start communicating the arrival of Officevibe to your teams before launching the tool. Before launch, ensure that your non-desk workers are set up to get the communications and have space to ask questions about what is to come.
Here, you’ll find a suggested communication plan with templates for each step.
2. Ensure they can access their Officevibe invitation
The Officevibe invitation will be sent via email, so you must ensure the employees have access to the necessary technology and are given time to access it.
For example, you may have shop floor workers with access to a single terminal in their branch or nursing staff with a shared computer on their ward. Field-based sales employees may have their own laptops or tablets, and delivery or warehouse staff may have only their personal mobile devices.
Another blocker that could arise when you're not communicating to corporate emails is that the email gets lost in a spam folder. Allowlisting Officevibe's emails won't help to prevent this when using personal emails, so it's important to mention this to those being invited with personal email addresses.
3. Promote SMS for survey communications
Once your non-desk workers have accepted their Officevibe invitation and potentially taken their first survey, they can change their survey communication preferences to SMS via their Personal Settings. That way, they'll be able to receive text messages with their surveys!
We've seen companies host a "sign up" day to get everyone to log in, sign up to Officevibe and switch their communication preferences to SMS to ensure everyone is set up for success.
4. Reply to feedback, share results, and take action
It's important to reassure all Members who participate in surveys that their voices are being heard. To encourage members to keep participating, Team Managers should reply to all the feedback they receive. Additionally, having managers regularly discuss Team results with their teams will encourage long-term adoption for everyone!
After you identify areas of improvement, take action on what the data has revealed. We believe checking the pulse survey report and drilling down is not enough. How you leverage these insights matters, so show you are listening and responding to issues promptly.
5. Make space for 1-on-1 meetings
Relationships with Managers have a huge impact on engagement and productivity. As a Manager, booking regular 1-on-1 meetings as a 'check-in' process sets the expectation and reassurance that you are reachable and that you care about non-desk workers, which prevents them from feeling forgotten.
1-on-1 meetings are among the essential tools a Manager has and one of the best ways to ensure high individual and team performance. They help build trust, align with the team and individual goals, discuss mindsets, and maintain good communication based on transparency with each team member.
6. Introduce Officevibe during onboarding
Thoughtfully onboarding new staff into your Organization is crucial in getting people excited and engaged with their new role. With front-line and non-desk workers, there are additional considerations to have to avoid feelings of disconnect.
We suggest including Officevibe as part of your onboarding checklist, explaining the importance of the member's voice, what's expected of them, and how anonymity works.
This communication template could help you find the right words!