How To Invite Participants to TVS

Irrespective of which link you use (Public or Private), it will be valuable to consider your communication plan. In the “Engage” phase you already discussed this with the client. You will probably need three communications to the participating team members before the debrief:

Heads-up
Survey Invitation
Reminder

Heads-up

Before the survey starts, someone should explain the project to everyone. Either the team leader, or you as an outside consultant, can brief the participants on a call or in a meeting.

Recap key points:

Why this is important (as defined in the Engage phase)

The importance of honest and clear feedback
Anonymity / Confidentiality
Timing of the survey and the close dates
How they will take the survey (e.g., “I will email you a link”)
The estimated time to complete (i.e. approximately 15minutes) and the requirement to complete the survey in one sitting without distractions

Survey Invitation

This will most likely be an email either from the system, the team leader, or you. This email will include the link to the survey, and repeat the points above.

Here is an example of an email from the team leader inviting his team:

Hello A-team!
In our continued commitment to improve, we have an opportunity to collect some solid feedback about our team dynamics. We'll use this information to plan together how to grow into the best possible team as we go forward.
Your thoughtful, honest input is anonymous, confidential, and important to me.
Please click this link to complete the online survey about our team (those who are part of the weekly Admin staff meeting on Tues mornings):
====> URL
Please provide your input by Thurs 12th. It will take you 10-15 minutes.
All of our responses will be anonymously put together into a summary report. We have a team meeting scheduled on the 16th where we will review this together. Then we’ll decide what, if anything, we want to work on for improvement.

Reminder

It is helpful to send a reminder, such as: “ACTION: Reminder that tomorrow is the closing date for our team survey -- if you have not yet completed, please do so now. Here’s the link: URL…”

Note on Tracking:

At any time, you can log in and see how many people have completed the survey by looking in the “Questionnaires” column.

If you are using the “Private link” method, then you can click the “people” icon in the Quest.access column to see your list of participants. Here you can add to and edit your list, and send reminder emails.