2005 All-Staff Survey: Survey Results Summary Presentation Before you start, make sure you have these items copied as handouts for your participants Your 4-page unit data report (hard copy available from your supervisor or manager) Questions by percentile and Executive Summary (can be copied from your supervisor/ manager’s Managers Binder) The 2005 All-Staff Survey PowerPoint slides - Available electronically via your AVP. These are automatically set up for the quick version. If you want to expand the presentation, you need to select the additional slides you want from those following the Appendix slide or get the slides showing the scores for your AVP area and add them to your presentation. Summary of Themes from the open-ended questions – your supervisor/manager has created a summary of major themes from the group’s written responses to the open-ended responses for your unit. Discussion Worksheet and key Questions for Planning– at the back of your Meeting in a Folder Facilitator’s Resource Guide packet. Other: A meeting room of adequate size and set up for your needs A laptop and LCD projector for the PowerPoint slides Adequate handouts for your participants Contact a member of the B&F Survey committee if you want assistance or back up presenting the data elements. B&F Survey Committee, 2005 Questions? bfsc@umich.edu

Agenda Survey purpose & timeline Overview of today’s session Presentation of data: B&F Results Our departmental Results Summary of open ended comments Priority Matrix Discussion What happens next Opening (4 minutes)* Welcome members to this debriefing session for the 2005 B&F Employee Satisfaction Survey Describe your role – To show them the results To answer questions To host a discussion To hear their recommendations Briefly review agenda *Times shown in parentheses indicate approximately how long you can spend on the indicated slides if you plan to do the Summary version of this presentation—they total a running time of only 60 minutes for the whole session if you use the low end estimates. Should you add more slides or plan to hold longer discussions, add time to your schedule accordingly.

Purpose of the Survey Obtain baseline information on employee satisfaction Give direction to action planning Capitalize on strengths Address areas that need improvement Consider single-year and multi-year strategies Identify targets for specific dimensions and timelines In order that… Leadership understands how staff feel about working here. All Business & Finance units become even greater places to work. We continue to become a high-performance organization. Purpose ( 1 minute) Review this slide that describes why B&F is doing an Employee Satisfaction survey

Overview We heard what you had to tell us The survey isn’t good news-bad news, it’s information about what we should be paying attention to in our organization Our analogy for reading the results is like the range of temperature comfort 70 and above - Pleasant or comfortable for most people 60-70 – Moderately comfortable, starting to require some accommodation at the lower temperatures 59 and below – Probably most people would experience this as “chilly”, requiring them to accommodate in some way Overview (3 minutes) Review the points on this slide and ask the group is they have any questions before you begin the presentation of the data. Terms are defined on the next page.

Definitions of Terms Index Score: Average respondent score for questions asked in the survey. Questions are asked on 1–10 scale, translated to 10–100. Dimension Score: Average of indices for all questions that make up a Dimension. Scores range from 10–100; note that scores are averages, not percentages. Reminder: The INDEX score is an AVERAGE of all responses to the question, translated to a scale of 10 – 100, with 100 being the most positive Terms (2 minutes) Define the terms on the slide. If more detail is needed, refer to notes below: Scores are put on a 0-100 scale mainly for reporting ease; a 0-100 scale is easily understood and using the 0-100 scale means that score precision can often be maintained without reporting decimals (see next slide). Why not use a 0-100 scale on the actual survey questions? Social science research shows that 7-10 categories are optimal. Most people cannot process gradations any finer than that; respondents are indifferent between reporting a 54 and a 55. CFI Group uses a 10 point scale again because it is easily understood, and also because in most customer satisfaction surveys customers tend not to use the lower end of the scale (if customers were that unhappy, they wouldn’t be customers!), thereby making a 10 point scale effectively into a 7 point scale for most respondents. Because component scores are averages, not percentages, they are much more stable. A component score of 70 does not mean that 70% of customers say that they’re ‘satisfied’ (however defined); rather, it means that on average the customers rated between a 7 and 8 on the attributes that make up the component. Impacts are reported as the expected change from a 5 point increase for a few reasons: A five point change is a reasonable target over 6 months to a year. A five point change is almost always a statistically significant change in score if the sample size is above 100. The model behaves linearly for smaller (<10) changes in the component scores. If a component score were to change by more than 10 points (an extremely rare occurrence), the impact estimate might not hold. Multiplying by five allows us to report impacts with only one decimal, not two. © CFI Group

B&F Overall Index Scores Begin presentation of data (7-10 minutes for 3 slides) Show results of B&F wide overall index scores, roadmap Priority matrix Use these slide to teach participants a general sense of the data, how to read it and what it means

B&F Overall Road Map Workplace Dimensions Employee Attitudes Behavioral Outcomes 58 59 Business & Finance Core Values Climate 67 Unit/Dept. Recommend Autonomy/ Involvement 64 74 69 Unit/Dept. Commitment Supervisor 63 Unit/Dept. Loyalty 72 Task Significance Communication 58 Resources/ Environment 71 Job Satisfaction 77 83 Customer Focus 60 Recognition 81 61 72 U of M Commitment 75 Workload Co-workers U of M Loyalty 60 Training and Development Explain road map 51 Compensation 72 Benefits Senior Management 54 Score 64 Advancement © CFI Group

B&F Overall Priority Matrix This report, generated by the CFI consulting firm, identifies categorizes our results according to: 1. Top Priorities for attention 2. Strengths the unit can build upon 3. Areas of Concern 4. Areas to Maintain “When we look at our own results, think about if you agree with the Top Priority or if there are other circumstances we should consider.”

Questions? What questions do you have about what you’ve seen so far? (2 minutes) If you anticipate a larger volume of questions, add 10 minutes or so to the overall time of your session. Reference the FAQ page in your Resource Guide for help with answers. Feel free to use a Parking Lot for any questions you can’t answer. Promise to get back to them with a response and make sure you follow through.

Presentation of unit data UNIT SPECIFIC RESULTS SEE HANDOUTS Workplace Dimensions and Scores Questions with Index Scores Priority Matrix Summary of Open-Ended Themes Discussion Worksheets Presentation of unit data (15 minutes) Results for our unit Dimensions index with corresponding questions Themes of open-ended questions Our themes Priority Matrix If offering a longer, more detailed session, add 15 minutes to presentation and discussion time for : Workplace impacts Roadmap May choose to show B&F-wide themes or AVP-wide themes as a comparison Remember to set a tone that acknowledges and accepts the data as useful Avoid defensiveness or attempts to explain the data away

Explore & Discuss the Results What stands out to you at first glance? Any surprises? What strikes you as particularly positive or pleasing? What strikes you as a concern? How does this compare with B&F as a whole? Group discussion (15 minutes +) Depending on the size of your group, you may either have members break into groups of 6 or 8 for mini discussions or just have one call-out discussion of the whole room. To debrief the mini discussions, call out the questions and either ask for a general call out of responses or ask for one group to respond. Regardless of the method of discussion, make sure you or someone scribes the answers to the questions or have the mini-groups assign a recorder to fill out and turn in the Discussion Worksheet in their handouts. Their responses to questions 1 through 3 will help fill out the Key Questions to Consider page to be submitted after the session..

Key Questions for Planning 1. Continue/Celebrate What are our highest scores? What accounts for these high scores? What should we continue doing? 2. Continuous Improvement What Dimensions or questions are most in need of attention in order to improve our organization? What else would you move into the Top Priority category? Whole group discussion (10 minutes) Conduct this as a whole group discussion. (Remind the group there is a corresponding worksheet for this in their handouts) Ask for responses to each question and scribe them on a flip chart Save the responses to incorporate into your action planning process

What Happens Next? Phase I: Understanding the Results (April-June). Phase II: Action Planning (June-September 15th) Phase III: Execute Plans and Review Targets (September, 2005-October, 2006). What happens Next (2 minute summary) Phase I: Understanding the Results Unit/department results discussed Open-ended question responses summarized Other information provided on request… Identification of possible areas of focus Phase II: Action Planning Focus on Key Priorities Determine what targets to set Agree on specific actions and timelines Phase III: Execute plans Management in each unit accountable for reporting progress to Business & Finance Senior Leadership. Mid-course corrections Revised 4-20-05

Your participation is KEY What you can do. Closing Thank you Your participation is KEY What you can do. Read the Executive Summary Read the departmental results Continue discussing items with your co-workers and supervisor Participate in the efforts that will grow out of your suggestions today Closing (I minute)

APPENDIX INFORMATION Discussion Worksheet Key Questions to Consider B&F Summary of open-ended questions themes If you have time and your group is likely to have more detailed questions about the data, the 25 slides that follow support a more detailed presentation. Simply go to the “Slide Sorter View” in your PowerPoint presentation to click and drag the ones you want into what ever place you want more detail. Add time to y9ur agenda as

Open-ended questions: B&F At least 40% of respondents answered each question, up to 61% Not isolated, not “just discontents” Survey analyst read all answers, and told us: “I was really impressed by how deeply people care about their work, about each other, and about the University.”

Open-ended questions: B&F Are there obstacles that prevent you from doing your best work? 911 comments Key topics: lack of communication or information sharing environment (physical as well as climate) equipment/ supplies lack of professional development and training management/leadership issues work or tasks (staffing, scheduling)

Open-ended questions: B&F What are the top three things that matter most to you about your job? 1321 comments Key topics: benefits pride in one’s work people I work with recognition salary/pay

Open-ended questions: B&F What are three recommendations you would make to improve your work environment? 1185 comments Key topics: communication professional development and training salary or pay work environment