It seems like I am constantly being asked to complete a survey.  And as a trainer, I ask all my participants to provide feedback via a survey.  But I have noticed that often I do not get the complete, insightful answers I hoped to get.  So, we need to teach people how to answer a survey effectively.  This does not mean “lead the witness” or direct responders to give you the answer you are looking for.  Instead, help the responder by giving him the tools to answer the question, so that meaningful information can be gleaned from the response.

1. Ask the responder to take their time. We are all inundated with too many emails, phone calls, job deliverables and personal responsibilities.  It is a wonder we sleep at all!  But ask the responder to find the right time to be able to give the survey the time it deserves.  This allows the responder to give thoughtful answers.  I even recommend that the responder make some mental or written notes prior to starting the survey so that they know what information is important to convey once they are in the survey.
2. If the responder does not have the answer right away, come back to it. Sounds like the old days of taking tests doesn’t it?!  Better answers happen when we have time to think it through.
3. Be honest but constructive. It goes back to the old adage of the glass being half full or half empty.  If you see the question as an opportunity to solve a problem or improve something, it is likely that your answer with be more constructive and solution-oriented.
4. Keep it professional. Use words that convey the correct meaning and give examples.  The answer will be of no value if it reads like a personal vendetta or feels like a personal attack on someone.
5. Provide suggestions. Paint a picture for the feedback-seeker to understand what you are trying to say and the intention of the feedback.  If you have had time to think about your answer or the issue being asked about, the more likely ideas about the issue are developed.

Teaching your employees to answer thoughtfully and thoroughly when questions are asked, gives the organization the information they need. Getting the needed information ensures that the organization can make the intended change or improvements.   Also, showing your employees how the survey responses can benefit them with improved processes or communication can gain buy-in from the employees.  So set your employees up for success by teaching them how to be effective survey responders.