An easy way to evaluate your intranet for the entire organisation (or parts of it), is to create an electronic user survey, from which you can gather information rather quickly. Depending on the setup of your survey, you can easily create statistics from the result. However, even though this is the quickest method for an evaluation, you have to put some thoughts into how you will construct the survey and how you will use the information you get from it.
There are two aspects to consider here: Who should make the survey and who should answer it?
You can either set up the survey yourself, use Colibos template with standard questions or let Colibo help you with constructing one specifically for your organisation. The advantage of setting up a unique survey is that you will get more precise answers, as you have the possibility to ask more relevant questions.
It can be a great advantage to get a new perspective from someone outside the organisation. You will typically ask the questions related to your own experience, which can possibly exclude some valuable input from other users.
You decide who should answer the survey - it can be the entire organisation, selected departments or a selected group of people.
How and why
First of all, you need to consider the goals you once set for the intranet. The questions in the survey should reflect these. If your goal is to minimize the time spent on e-mails, it is possible to measure this quantitatively, by letting your employees answer questions through a scale from ex 1 to 10, or even by simply stating yes or no.
If your goal is to create a common organisational identity, it is of course possible to ask your employees whether they feel more connected to the organisation now after the intranet has been implemented. However, if you want a reponse that you can analyse and work further on, it is advisable to not only use quantifiable answers, but also give your employees the opportunity to express themselves with their own words. If they can write down a few sentences about the changes they have experienced in the organisation (or the opposite, if they haven't experienced any change), it will be useful information for you to continue developing your intranet.
Most importantly, you need to relate your survey to Colibo features and how these accommodate your needs. Remember that you will not gain much useful information, if you only get 'yes' or 'no' answers to whether your employees use eg. groups in Colibo. Rather, you need to ask how they use groups and why. Asking questions like this will provide you with more insight that you can work on strategically.
In larger organisations, it is important to bear in mind that the different departments may not use Colibo in the same way. Therefore, the survey should either contain some department-specific questions, or have comment sections in which employees can give feedback to eg. specific features. You can start by making people check off a box of which department they are from, which can then filter the questions.
You should also consider how time consuming it should be to answer the survey - the longer time it takes to answer, the greater is the risk that you won't get as many answers as you would like. Therefore, be precise about the questions you ask and make sure they are relatable for your employees.
Depending on your setup and how many respondents you get, you can get a good, general idea of how your intranet performs. You can settle for only using a survey, but it will be a lot more valuable if you follow up with qualitative interviews or focus groups, which will enable you to go deeper into the themes of the survey.
Even though you can find some standard survey questions in CoLab that is ready to use, we recommend that you tailor it to your organisation and your purpose of the platform. We can offer assistance with this.
- Be clear on the purpose of the survey and communicate this
- Ask how they use specific Colibo-features and why
- Make it a competition to make more people answer
- Be precise with your questions - it shouldn't take too long time to respond
- Send reminders to your employees
- Follow up with the result, so your employees feel that it was worth their time responding