Low participation in your assessments? These are the keys to increasing it

• Evaluation | 
• Working environment | 
• Motivation

1. Communicate clearly and purposefully the "why" of the assessment

• The real purpose: For your employees to get involved, they need to understand the "why" of the assessment. It's not enough to say, for example, "it's the annual performance review." Clearly explain what you aim to achieve. Do we want to improve leadership within the company? Do we need to identify training needs to boost their careers? Are we looking to improve general well-being in the office or recognize the talent we have? When the objective is transparent and relevant, people see the value of their participation.
• Direct benefits (for them): This is the key to motivation. Your employees will ask, "What's in it for me?" Highlight the direct benefits they will gain by investing their time. Perhaps it's an opportunity to express their opinion safely and anonymously on important issues. They could contribute to creating a better work environment or to implementing changes that benefit them. Perhaps the assessment will provide valuable feedback for their own professional development, or allow them to influence decisions that directly affect their daily lives. Make them see that their voice not only matters, but can generate a tangible impact on their work experience.
• Confidentiality and anonymity: Trust is fundamental, especially in sensitive assessments. You must be absolutely transparent about how the data will be handled. If the survey is anonymous, guarantee that it will be, and explain the technical or procedural measures to ensure that anonymity (for example, that results will only be shown by department or position and that individual responses cannot be identified). If it's confidential (like an individual performance review), detail who will have access to the information (leader, HR, etc.) and for what specific purposes it will be used. Dispelling any doubts about privacy will encourage honest responses and greater participation.
• The process and timings: Facilitate participation by offering all practical information beforehand. Clearly indicate approximately how long it will take to complete the assessment, to help employees plan. Set a clear deadline for completion. Also, inform if there will be reminders and how often they will be sent. A well-communicated process, with clear expectations about timings and strategic reminders, reduces friction and significantly increases the likelihood of the assessment being completed.

Our strategy: In addition to preparing a multichannel communication plan (email, intranet, team meetings), ask leaders and managers to reinforce the message and provide manuals. At Hrider, managers, employees, and administrators all have access to manuals to understand each step of the process.

2. Design smart and user-friendly assessments

Nobody wants to face an endless, confusing, or irrelevant questionnaire, right?

• Less is more: When it comes to surveys, brevity is your best ally. Prioritize quality over quantity. Ask questions that are clear, direct, and, above all, relevant to the objectives you communicated. Avoid redundancy and questions that add little value. Remember, every extra question decreases the likelihood that the assessment will be completed and that responses will be thoughtful. A concise and to-the-point questionnaire shows respect for your employees' time.
• Realistic estimated time: Be transparent about the duration. Indicate approximately how long it will take to complete the assessment. If your questionnaire is extensive, be aware of it and consider strategies to mitigate the impact. You can divide it into sections or phases to be completed at different times, or even allow participants to save their progress and continue later. Managing expectations about the time needed is crucial to avoid frustration and abandonment.
• Intuitive interface: A fluid user experience is essential for high participation. Make sure the platform or tool you use has a clean, easy-to-navigate, and visually appealing interface. Platforms like Hrider, with their intuitive design, remove technical barriers and make the process simple. Furthermore, it's vital that the assessment is accessible from different devices, including mobile phones, so employees can answer it at the time and place most convenient for them.
• Clear and understandable questions: The wording of the questions is fundamental. Avoid jargon, technical terms, or ambiguous questions that could lead to confusion or misinterpretation. Use simple, direct language that all employees can easily understand, regardless of their role or level in the organization. A well-formulated question ensures that the answer is accurate and useful, which in turn validates the time invested by the participant.

3. Create an environment of trust

• Focus on development: It's crucial that the main message about the assessment is clear: it's a tool for growth and improvement, not a mechanism for criticism or punishment. From the initial communication, focus on how the results will help individuals and the team develop, identify strengths, and areas of opportunity. When employees perceive that the objective is their evolution and not a mere formality or a *trap*, they feel safer and more willing to participate honestly and constructively.
• Training (if necessary): Especially in the case of assessments where feedback needs to be given and received between peers or to supervisors, offering brief training is very beneficial. This training should focus on how to provide feedback constructively, specifically, and development-oriented. It's also important to teach participants how to receive that feedback openly and profitably. Investing in this training not only improves the quality of responses but also fosters a more mature and effective communication culture within the organization.
• Ensure follow-up (see point 4): There's no point in asking for feedback if nothing is going to be done with it. Trust is built when employees see that their opinions and the time invested are taken seriously. This means there must be clear and visible follow-up on the assessment results. Demonstrating that actions are being implemented based on the collected feedback not only validates past participation but also encourages future participation. This point is intrinsically linked to the strategy of "Show their voice matters" (point 4), because without that tangible demonstration of impact, trust erodes quickly.

Our strategy: In addition to our posts with tips for giving and receiving feedback, at Hrider you can request personalized feedback training for your managers and employees.

4. Show their voice matters: follow-up is key

• Communicate results: Once the assessment is complete and you have analyzed the data, it's crucial to share the results with participants. This transparency is a fundamental pillar for building trust. Depending on the type of assessment, you can present individual results (if it's a performance or potential assessment) or present the data anonymously and aggregated, i.e., showing general trends and not individual responses. By seeing the results, employees understand that their participation has been valuable and that their voice has contributed to an overall picture, which reinforces their commitment to future surveys.
• Define action plans: Results alone don't change anything; they are the starting point for action. Based on the collected feedback, it's essential to establish concrete and well-defined action plans. Answer the key question: "What will be done with the collected information?" Identify priority areas that need attention and design specific, measurable, achievable, relevant, and time-bound (SMART) steps. These plans demonstrate that the company not only listens but also acts accordingly, transforming feedback into tangible improvements.
• Involve employees: To maximize the impact and ownership of the changes, consider involving employees in defining some of these actions or solutions. You can involve them in their action plan. You can also organize ideation sessions, working groups, or round tables where collaborators themselves propose ideas and strategies to address the challenges identified in the assessment. This involvement not only generates more relevant and practical solutions but also empowers teams, making them feel true owners of the changes and increasing their commitment to the results.
• Communicate progress: This is perhaps the most powerful step to maintain long-term motivation. Once action plans have been implemented, it's vital to regularly report on progress and achievements. Send regular communications – whether through the intranet, team meetings, or emails – highlighting the changes that have occurred thanks to their feedback. Phrases like "Thanks to your feedback in the climate survey, we have implemented initiative X, resulting in improvement Y" close the loop and irrefutably demonstrate that their opinions don't fall on deaf ears. This visibility of tangible impact is what will generate a culture of continuous feedback and enthusiastic participation in future assessments.

Increasing participation in assessments is not a matter of chance, but the result of a well-thought-out strategy executed consistently. If you're still using Excel or non-specialized tools, it will be very easy for employees to feel unmotivated. However, by communicating transparently, designing intelligently, building trust, demonstrating impact, and facilitating the process, you will not only see an increase in your response rates, but you will also be fostering a much stronger culture of continuous feedback and improvement.

I want to try the Demo!