1. 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?

2. 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.

3. 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

4. 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.

5. 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 scale mainly for reporting ease; a scale is easily understood and using the scale means that score precision can often be maintained without reporting decimals (see next slide).
Why not use a 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

6. 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

7. 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

8. 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.”

9. 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.

10. 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

11. 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..

12. 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

13. 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

14. 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)

15. 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

16. 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.”

17. 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)

18. 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

19. 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