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What are the best practices for analyzing and reporting feedback survey data?

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Feedback surveys are a valuable tool for program implementation, as they can help you assess the effectiveness, satisfaction, and impact of your interventions. However, collecting and analyzing feedback data is not enough; you also need to report it in a clear, concise, and actionable way. In this article, we will share some best practices for analyzing and reporting feedback survey data, based on the following steps:

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Michelle Miller, PhD

Healthcare & HR Executive | Industrial-Organizational Psychologist

1 Define your goals

Before you design and distribute your feedback surveys, you need to define your goals and objectives for collecting and using the data. What are the main questions you want to answer? What are the indicators of success or improvement? How will you use the data to inform your decisions and actions? Having clear and specific goals will help you create relevant and focused surveys, as well as guide your analysis and reporting process.

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Michelle Miller, PhD

Healthcare & HR Executive | Industrial-Organizational Psychologist
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In addition to defining goals, there has to be an overall organizational desire to take the feedback and actually do something with it. Many complete these surveys year after year and struggle to see improvement because they were not prepared to receive the feedback or implement positive change. Additional goals should include realistic but timely follow-up and follow through. It is not beneficial to take a survey and not expeditiously analyze the data for next steps. Time changes everything from leadership structure, employee engagement, and ability to impact change. Lack of follow-through will also result in deflated hope that the survey was meaningful.

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2 Choose your methods

Depending on your goals and resources, you can choose different methods for analyzing and reporting your feedback survey data. For example, you can use quantitative methods, such as descriptive statistics, inferential statistics, or trend analysis, to measure and compare numerical data. Alternatively, you can use qualitative methods, such as thematic analysis, content analysis, or narrative analysis, to explore and interpret textual data. You can also combine both methods to get a comprehensive and nuanced picture of your feedback data.

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Michelle Miller, PhD

Healthcare & HR Executive | Industrial-Organizational Psychologist
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In my experience, a blended methodology for presenting data is the key for inclusion. Everyone processes information differently - some people need numbers, some people need text, and some people need visuals.

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3 Visualize your data

One of the best ways to communicate your feedback survey data is to visualize it using charts, graphs, tables, or infographics. Visualizing your data can help you highlight key findings, patterns, and insights, as well as make your data more accessible and engaging for your audience. However, you need to choose the right type of visualization for your data and purpose, and avoid cluttering, distorting, or misleading your data. Some common types of visualization include pie charts, bar charts, line charts, histograms, scatter plots, and heat maps.

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Michelle Miller, PhD

Healthcare & HR Executive | Industrial-Organizational Psychologist
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I agree, but, the visuals need to be fully transparent. It is not helpful for only the leaders to have eyes on these. Visuals should be shared with the people who submitted their feedback, so they can see the big picture.

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4 Write your report

After you have analyzed and visualized your feedback survey data, you need to write your report to summarize and explain your results. Your report should include an introduction, a methodology section, a results section, a discussion section, and a conclusion section. In each section, you should provide clear and concise information, such as the purpose of your survey, the sample size and characteristics, the main findings and trends, the limitations and implications, and the recommendations and action steps.

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Michelle Miller, PhD

Healthcare & HR Executive | Industrial-Organizational Psychologist
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I agree, there needs to be a report out. However, even at the executive level, there does not need to be a white paper written if there is no engagement to hear the feedback or implement changes. Most leaders do not have education or experience in analyzing this data nor brainstorming and finalizing action plans of this nature. In my experience, what has worked best is to utilize the blended methodology to share data points and commentary instead of a fully written summary. As an HR/Org Development leader, I feel it is my responsibility to analyze that data and propose recommendations for areas in need of opportunity and solutions for improvement.

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5 Tailor your report

Depending on your audience and context, you may need to tailor your report to suit their needs and expectations. For example, you may need to adjust the length, format, tone, and level of detail of your report, depending on whether you are writing for internal or external stakeholders, technical or non-technical readers, or decision-makers or implementers. You may also need to use different channels and platforms to share your report, such as email, website, social media, or presentation.

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Michelle Miller, PhD

Healthcare & HR Executive | Industrial-Organizational Psychologist
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If you are not a fully remote company, things like online/email communications will not be sufficient. Research online shows that email fatigue exists at work. Should your organization be able to organize it, I highly recommend employee forums/town halls to share the information. This can be then followed up by emails, websites, huddle notifications, social media, etc. You want your employees to hear from you first before they see something pop up online.

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6 Solicit feedback

Finally, you should solicit feedback on your report from your audience and stakeholders, to evaluate the quality and usefulness of your feedback survey data. You can ask them to rate, comment, or suggest improvements on your report, as well as to share their opinions, experiences, or questions related to your feedback data. Soliciting feedback can help you improve your future surveys, analysis, and reporting, as well as foster a culture of learning and collaboration in your program implementation.

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Michelle Miller, PhD

Healthcare & HR Executive | Industrial-Organizational Psychologist
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Soliciting feedback is essential for any leader. It is important to be mindful that a leader whose department ranked lower in an engagement survey will be more likely to have negative feedback on the survey altogether unless they are an incredibly professional individual. Egos can and will be hurt during this process and that may include your own. This is why I start by ensuring that "we" as an organization are ready to hear what is about to be shared by the employees.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Michelle Miller, PhD

Healthcare & HR Executive | Industrial-Organizational Psychologist
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It is important to understand that most MBA programs and most HR related trainings do not include anything around employee surveys or data analytics. Most teams do not have an employee with a degree in analytics, change management, or organizational psychology. So, this is an entirely foreign process to execute for many. Give yourself and/or your team some grace if you are learning as you go. Realistically, it may take a few years of surveying with trial and error follow-up techniques to find out what works for there since all organizations and workplace cultures are unique.

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What are the best practices for analyzing and reporting feedback survey data?

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1 Define your goals

2 Choose your methods

3 Visualize your data

4 Write your report

5 Tailor your report

6 Solicit feedback

7 Here’s what else to consider

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