1. Engagement Champions Supporting IUH Team Member Engagement Survey
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2. Did you know? Engaged employees are…
Willing to go “above and beyond,” exerting additional effort
Energetic and enthusiastic
Loyal to the organization – more likely to stay
Proud of the organization and willing to recommend as a place to work and to receive care
More satisfied employees overall
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3. Did you know? Higher Workforce Engagement leads to…
Better patient experience
Improved productivity
Increased cultural commitment
Better quality and outcomes
Stronger financial performance
Positive image in the community
Top Decile
Bottom Decile
+ 62 percentile
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4. Your Engagement is Important
That’s why Engagement Champions are important to the success of the Employee Engagement Survey.
Here is a story about the power of engaged champions.
From the experience of one of our larger hospitals, in 2014 they used Engagement Champions and got a participation rate of 83%. This was pretty good since this was the first time. In 2015 they did NOT use Engagement Champions and their participation fell to 74%. By comparison, the average participation across the System in 2015 was 85% and the three facilities that used Engagement Champions in 2015 had an average participation of 95%. So as you can seek, what you will be doing, encouraging, communicating, tracking, etc. is important to the participation of all the employees in the Engagement Survey.
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5. Cycle of Engagement Activity
1. Survey open May 8- 30, 2017
6. Depending on the impact of implemented plans, teams may try something new, or plan for the next survey.
2. Results to leaders – July – Execs get results first
3. Groups at all levels meet to discuss results in August
5. Depending on the scope of their action plans, changes may be implemented August-March
4. Based on how groups interpret results, they plan for action in August-November
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6. Engagement Champions
Understand the Engagement Activity Cycle and Survey process
Encourage teammates to take the survey
Answer questions about the survey and what is done with the findings
Track and recognize survey participation
Remind the team that the survey is the FIRST step in the cycle of activity
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7. BEFORE the Survey
What were your results last year? What was done to improve?
Let your team know the survey is open on May 8, 2017
Let them know you are the Engagement Champion for the area.
Distribute flyers
Talk up the survey to ensure a high response rate and include:
Participation incentives and visuals
Importance
Survey confidentiality
Understand the online survey process and be prepared to answer questions.
Note: Team members starting after March 13, 2017 will not receive an invitation to take the Employee Engagement Survey.
As an Engagement Champion you have an advantage and will understand a little more about the survey. So as the materials come out and questions begin circulating, you will be equipped to answer questions or address concerns of staff. Please let your department know as soon as possible that you are available to answer questions.
You will be a key person to help the team members understand the terminology used on the survey. You have flyers in your toolkit (should you provide one) that you can post in different areas of your unit to keep that number available for all to find.
You will also be sharing other key terms that are used on the survey, a list has been provided in your toolkit (should you provide one). These can also be shared with staff. We don’t want anyone to feel like they do not understand the questions or feel uncertain about the survey.
Before the survey, you will also reinforce the importance of the survey and promote the confidential nature of the survey. This can be done in department meetings, huddles, at shift change or whenever you see fit during your work time. The more our Engagement Champions discuss and promote the survey and we openly discuss the survey, questions maybe answered ahead of time & team members will begin feel comfortable with the process.
And lastly, you will become your departments “survey champion”. You will be the one encouraging everyone else to complete the survey by example.
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8. DURING the Survey
Give continued encouragement to ensure a high response rate
Track unit participation
Distribute any participation incentives
Distribute updates or new information about the survey and be prepared to answer questions
Explain the survey’s importance and your role
Reassure colleagues about survey confidentiality
Assist colleagues with special needs like computer access
Remind your colleagues that every voice is valuable and we want to hear from EVERYONE!!
Once the survey opens – you have a similar role but the focus will shift from telling your department the survey is coming to encouraging the department to find time to take the survey.
During these 2 weeks the Engagement Champion should be encouraging and promoting the survey throughout the day. Find creative ways to remind your department to stop and take the survey. What are some things your department did last year?
You will be a key player on your department to answer questions that team members have while they are taking the survey or as they are trying to log on. You may want to recruit a couple other people that can help with questions in case you aren’t there or unavailable.
Depending on your department, you may have some team members with special needs that need assistance. Engagement Champions & managers should work together to help these team members take the survey. We do not want any team member to feel like there is a barrier in their way of completing the survey. If needed, they can always come over to HR and we can assist. Whatever way they are most comfortable, we want to give them the opportunity to share their opinions.
And lastly, continue to be the “survey champion” in your department. Lead by example and complete first thing. This will also give you the experience and help you answer questions. If team members see other team members excited about the opportunity to share their opinions that feeling will spread and they will get excited and start encouraging others.
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9. AFTER the Survey Celebrate!!! Remind Team about Next Steps
Celebrate strong or increased participation scores
If your unit met the participation goal, acknowledge and recognize your unit according to your manager’s plans
Remind Team about Next Steps
Inform that results will be shared with leaders in July and August, and collaborative action planning will follow
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10. Engagement Champions
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11. More Persuasive Data Organization Manager Employee High Performance
Compensation
Growth and Development
Organizational Alignment
Organizational Values
Quality and Service
Teamwork
Work-Life Balance
High
Performance
Organization
Workforce Engagement
Organization Domain
Manager Domain
Employee Domain
Manager
Leadership
Employee Involvement
Quality and Service
Employee
Energy and Focus
My Work
Organizational Alignment
Quality and Service
Teamwork
Work-Life Balance
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12. Share Your Experience Exercise
What has been your Engagement Activity experience?
Why did YOU take the survey?
What – if any – were your barriers to taking the survey? How were they overcome?
What benefits did you see as a result of taking the survey?
In small groups if necessary.
Your personal experience and being able to speak to that transparently and authentically is your biggest asset!
How will this information help you be an effective Engagement Champion?
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13. In summary, prior to the survey….
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14. Advertising the Survey
Fliers
Post in your area
Survey is open from May 8-30, 2017
Participation Incentives
Tell them where you can find the flyer.
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15. Survey Opens Survey May 8, 2017 Link is distributed by e-mail.
Survey link works on any computer or mobile device with Internet access. Mobile-friendly.
Average completion time is 15 minutes.
When team member submits online survey, it goes directly to Press Ganey.
Engagement Champions and leaders will have access to the site where Press Ganey tracks participation level by entity and unit.
Survey
It is important for you as the Engagement Champion to not delete this until after the survey has closed on the 24th . If any of your team members accidently deletes their – you can share that link with them so they can still complete the survey.
To start the survey click on the button that says “Start Survey”. The survey will take about 15 minutes on average to complete. If for some reason an team member can not complete the survey in one sitting, they can use the “Save & Complete Later” function. When they use this the system will ask for the team member to provide an address and then a link to their specific partially-completed survey will be sent to that address. This is new process
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16. Survey Confidentiality
RULE OF THREE - No reports are produced for work units with fewer than three respondents.
Results will instead populate with next reporting level up
Online surveys collected on external Internet site and sent directly to Press Ganey.
Demographic information, such as age and shift, is compiled and shared at the overall or facility level (not at the work unit level).
If you feel uncomfortable, do not answer that particular demographic item.
Tip: Be careful to not provide any identifiable information in the open-ended question.
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17. Survey Key Terms Customer:
Consider patients, families, visitors, physicians, vendors, residents, community, volunteers, and internal customers like fellow team members.
Team members:
Consider the people who work for the entity where you primarily work.
Organization:
Consider the individual entity/business unit where you are employed, which may be different than the location where you work. (i.e., Is your employer Arnett, Ball, Bedford, Blackford, Bloomington, IU Health Physicians, Methodist, North, Paoli, West, System Clinical Services etc.).
Senior leaders:
Consider the CEO, president and vice presidents of the entity/business unit your department falls under (for example, if your department/cost center rolls under IUH Arnett,  Bloomington, or System Clinical Services, you would answer the "Sr. Leader" questions about the executive or senior team of that entity).
The person I report to:
Consider the person you report to directly; the person who conducts your performance evaluation.
Work Unit/Department:
Consider the group of team members you work with on a regular basis in your department/cost center, usually reporting to one manager.
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18. Question Type: Multiple Choice
Note progress bar at the top. Note the option to save and complete later.
For Illustration Purposes
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19. Question Type: Open-Ended
Our open-ended question is: “What is the most important improvement that could be made in the next year that would increase your commitment to this organization?”
There is 1 open-ended question. There is a maximum number of characters, but it is very large, so team members are welcome to enter as much detail into this area as they would like.
For Illustration Purposes
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20. Review Prior to Completing
For Illustration Purposes
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21. Tracking Response Rates
Log on to Press Ganey
Click Response Rates
Overall and Direct Hierarchy: The first column lists each report group as well as Overall, which includes all parties to whom the survey was sent.
To view more specific report groups within a report group, click the triangle to expand that area.
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22. Tracking Response Rates
Invited and Respondents: These are the individuals to whom the survey was sent, and by whom a survey was completed.
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23. Tracking Response Rates
Response Rate: This is the percentage of employees who responded out of the total number who were invited.
Results are updated every 15 minutes, so you can check back often, but beware – it can be addictive!
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24. Tracking Response Rates
Export Current View: This function in the upper-right exports the current report to a CSV file format. Please note that if certain departments are collapsed, that is exactly how they will display in the excel document.
Results are updated every 15 minutes, so you can check back often, but beware – it can be addictive!
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25. Tips Get the word out on how, when, and why to take the survey
Communication
Make your approach work for your work group
Anticipate any barriers that would prevent your work group from participating
Provide employees access & opportunity to take the online survey
Implement strategies to address low responding work groups
Customization
The foundation is trust
Understand how confidentiality is protected
Help your team gain comfort with the process
Confidentiality
Listening to team members and responding to what they say is part of the practice and routine
Culture
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26. Survey FAQs
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27. There’s only 1 person in my “work area”, and that’s me
There’s only 1 person in my “work area”, and that’s me! How is this going to be kept confidential?
Press Ganey posts results only when at least three team members within a work unit have responded.
For fewer than three responses, results will populate with next reporting level up.
Demographic information, is compiled and shared at the overall or facility level (not at the work unit level).
If you still feel uncertain, simply choose not to answer that particular demographic item.
When answering the open ended question, be strategic about the words you choose to ensure that you are not identified. Managers will be instructed to not try to guess who said what.
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28. When you say “Sr. Leader” who do you mean?
“Sr. Leader” refers to the Executive Leadership team at your organization, so it depends on which organization you are in. For example:
If your “organization” is System Business Services, your “Sr. Leaders” are the Executive Vice President (Ryan Kitchell EVP and Chief Admin Officer), and the Sr. VP of HR (Liz Dunlap).
If your “organization” is an individual facility, your “Sr. Leaders” are the President, the Chief Operating Officer, the Chief Nursing Officer, the Chief Financial Officer, the Chief Medical Officer, the VP of HR, etc.
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29. What happens to the survey results?
Press Ganey will report the results by combining the responses of the entire organization and of each individual work unit.
Once results are shared with managers, they will take action to address issues.
Our leaders take your input seriously!
They’ll share the results with you.
They’ll work with you to define projects with the intention of making positive changes in your area.
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30. Why should I believe the results?
Press Ganey analyzes the surveys and creates the reports prior to giving anyone in the organization any information.
No one from the organization EVER has the opportunity to add/delete/change the survey data.
Press Ganey has a very robust healthcare database and will benchmark IUH results against our industry’s comparative data.
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31. Thank you As an Engagement Champion you are an example of engagement.
Your enthusiasm and encouragement is greatly valued and does matter to the success of the IUH Engagement Survey.
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32. Help! Contact the IU Health Helpdesk. helpdesk@IUHealth.org
Be sure to include Engagement in the subject of your
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