HR surveys aren’t enough – don’t forget about communication

Imagine asking someone for a favor – no warning, right in the middle of their workday, without explaining why. The first time, they might help. The second time, maybe. But by the fourth, your chances drop significantly.
It’s the same with HR surveys that aren’t properly communicated.

Why should someone take the time to fill it out if they don’t even know how their answers will be used?

Communication is not a bonus

Even the best-designed survey can fail – low participation, skewed results – if people don’t understand why it’s happening.
Good communication before the survey even launches builds trust. It’s also the first real test of your company’s feedback culture.

So, what should employees know before you hit “send”?

What to Communicate Before an HR Survey

1. The purpose
Be clear and specific. Example:

“We want to better understand how collaboration between teams is working so we can improve day-to-day communication.”

The clearer the reason, the more honest the responses.

2. Who’s participating
Is the survey for all employees, just leaders, or one department? Setting the scope upfront helps set expectations.

3. Time commitment
Let people know how long it will take. Even an estimate shows respect for their time.
Pro tip: Encourage them to complete it during working hours but in a quiet moment when they can reflect.

4. Survey topics
Give a quick overview of what the survey covers. Breaking surveys into sections or “blocks” makes it easier to follow – and gives people a sense of what’s coming.

5. Anonymity (or not)
This is crucial. Be transparent about whether responses are anonymous or named, and explain why.
Example: One team saw only a 10% response rate because employees thought logging in with their work email wasn’t optional – even though it was.

6. Who will see the data
State clearly who will analyze the responses – HR, a project team, or an external partner.

7. What happens next
Show that this isn’t “just another HR project.” Explain what decisions will be made based on the results.
Example:

“We’ll use the findings to improve our onboarding program and adjust the training schedule for the next cohort.”

8. When Feedback Will Be Shared
Employees want to know when they’ll hear back. Tell them how results will be shared – a company-wide announcement, a summary in team meetings, or a leadership update.

Example Communication

Evaluation of Our Development Program

Over the past five months, you’ve taken part in 10 dedicated workshops focused on People & Culture.
Thank you for your time, openness, and willingness to grow with us!

But our work isn’t over. We’d love to hear how you experienced the program – what worked well, and what we can improve.
We’ll ask about the structure and schedule of the sessions, as well as your thoughts on the facilitators.

The survey will take no more than 10 minutes.
Responses will go directly to the People & Culture team. Findings will be shared with the C-level & Leadership team.

Thanks for being part of this journey!

Don’t forget your survey ambassadors

Your leaders are your best allies in boosting participation. Involve them early – let them suggest questions or areas they care about.
When leaders feel ownership of the process, they naturally encourage their teams to engage.

Are you communicating your HR surveys the right way?

Photo by Bogomil Mihaylov on Unsplash