The various phases in a ZebraZone project can be divided up as follows:
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Determination of aim of research and approach to project
At the start of the project, ZebraZone, together with the management, determines the aim of the research and the approach to the project.
One important point is how to obtain the full commitment of (line) management and of the employee concerned. Central management plays an important role in this by clearly stating the aim of the project, the link to company policy and the way in which plans for improvements will be drawn up.
Project planning
The project is then planned by a project group.
This includes:
- Fine-tuning the questionnaire, for example, in the use of language or addition of specific questions.
- The desired partial populations, such as by seniority, sex, department, type of job, level of training, etc.
- The method of data collection, online and/or on paper.
- The way in which the results will be presented.
- Timetable.
Adjustments to the questionnaire
A validated standard questionnaire is usually used. This may be adjusted for use of language or the addition of organisation-specific questions. No questions may be removed.
Internal communication
Special attention is paid to internal communication. This is an important condition for success of the measurement exercise. All the people involved must be told about the initiative in good time. This can of course be done via various channels, like information sessions, articles in the staff magazine, posters and announcements on the intranet. The most suitable form of communication is determined on the basis of your input and our experience.
These preparatory activities take about 3 to 4 weeks.
Distribution of questionnaire on paper or online
When all preparatory activities have been completed, your employees can start filling in the questionnaire. This can be done at home or in the office. Employees are invited to take part in the survey by e-mail or (internal) post. Completing the questionnaire can be done online or on pre-printed forms. Completing ZebraZone questionnaires takes no more than 15 minutes.
Data collection
- Privacy: ZebraZone guarantees anonymity and completely confidential processing of the answers received. In this way, the level of response is improved and the answers are more honest and more valuable so that better policy information is obtained.
- Level of response: Regular feedback will be sent about the level of response so that adjustments can be made in the interim. The level of response can be monitored online per department using the digital toolset.
- Helpdesk: We have a professional helpdesk so that disruption of the various departments is kept to a minimum.
Data processing
Data are processed and checked for integrity and completeness. Statistical analyses are then carried out.
Drawing up reports
The results are compared to the benchmark and a detailed report is drawn up.
The phase of actual measurement takes about 4 to 5 weeks.
The crucial phase of the project is translating the measurement results into plans of action and implementing them.
Communicating the results
The first step is giving the results of the measurement to the management and employees of your organisation. For this purpose, use is made of the detailed reporting which consists of a number of clear charts. The reports allow you to see immediately what your priorities should be.
The management receives an executive summary which is then explained by our consultants. In addition, use can be made of the ZebraZone Toolset with which you can zoom in online on specific groups or on various organisational components. The toolset also enables you to make in-depth analyses without any prior statistical knowledge or to easily generate charts.
Creating preconditions for a successful change project
The ultimate aim is to translate the results of the measurement exercise into results on the work floor.
The following points are of importance in this respect:
- Take the results seriously. ZebraZone reporting is a type of feedback to the organisation. It is important that management, at all levels, is open to this feedback. If the management of an organisation is prepared to look at itself critically, employees will also be encouraged to be open and to look at themselves in a critical manner. In this way, open communication will be created and will form the basis of making arrangements to adjust how the organisation is run and the behaviour of its employees.
- Give responsibility for carrying out any plans of action to line management. Line management plays an important role in informing employees on the work floor about the results of the survey, interpreting these results and putting arrangements in place for improving matters.
- Ensure that there is central control with regard to result objectives and that the line management is properly equipped to discuss the results openly with employees, to work out plans of action and to implement them.
- Make a clear link between the results of the survey and the action to be undertaken.
Plan of action with regard to the main themes
The survey usually highlights some points for improvement which can best be tackled centrally or which require central control. It is important to give top priority to this and that this is clearly communicated to the organisation. The HR department has a major role to play as an internal expertise centre and to ensure harmonisation of the actions to be undertaken at various levels. It is essential that HR professionals act as internal advisors to management and do not take the initiative themselves.
The duration of the post-project phase is 3 to 6 months depending on the nature of the obstacles to be overcome in an organisation.