Are paper surveys dead?
the place for paper in an online world
Many people in the workforce today wouldn’t even remember the days when you would have to sharpen your pencil to fill out a workplace survey. This shift has occurred for many reasons, including increased uptake of technology, sustainability and a desire for real-time insights. Moving away from paper surveys has also reduced many survey-related costs and tasks (such as printing, data-entry and postage).
When do paper surveys make sense?
For the reasons given above, the vast majority of organisations have transitioned to online surveys. There are, however, circumstances where paper surveys can be an important part of your survey strategy.
Lost in translation
Ensuring people of all cultural backgrounds and abilities can complete a survey is a crucial part of your survey strategy. Even with online surveys, it is important to make arrangements for people who don’t speak English well to have their say. But if a large proportion of your survey participants are from culturally and linguistically diverse (CALD) backgrounds, paper surveys that can be translated or adapted easily to accommodate these people can make your survey more inclusive and accessible. Given that people from CALD backgrounds often experience unique challenges in the workforce, it is crucial that efforts are made to receive their feedback.
Group administration
If there is a particular event or day where staff are likely to be in the one place, group administration of paper surveys can be an easy and cost-effective way to boost participation in the survey. It’s also helpful for workforces who have limited access to computers during working hours.
For example, blue collar workers who work in shifts or assemble at a particular site (such as outdoor council staff or depot staff) can have paper surveys distributed and completed at the beginning or end of a shift.
Technological literacy
Paper surveys can be a more preferred way of data collection for people who may be less computer literate, such as the elderly or people with disabilities.
Should you be offering paper surveys?
It’s important to consider the following when making the decision on whether to offer paper surveys or not.
Who are you surveying?
Paper surveys may be sensible for individuals who are less technologically literate, who may have limited access to an online survey, or who can’t speak or read English well, but they are unlikely to offer benefits for those who are technologically literate and who are likely to prefer completing surveys online.
What are the survey questions?
Online surveys have the capability to be “smart” (i.e. allowing individuals to only see relevant questions based on their previous responses). This capability allows for a much more user-friendly experience for survey participants because it reduces the survey length and potential for error if your survey has a complex structure. Paper surveys are unable to show specific content to specific groups of participants.
How have surveys been run in the past?
If paper surveys have been used in the past, your staff or clients may expect that they can always complete a paper survey. You’ll need to clearly communicate the change to your survey participants to ensure strong participation if paper surveys are no longer being offered.
How quickly do you need insights?
Paper surveys are not viable if you’re looking to get insights soon after survey close. If you have tight reporting timelines, it’s best to go online only for survey administration.
How can you transition survey administration from paper to online?
Some of our clients are experimenting with ways to transition to online survey administration. Some effective solutions include:
Investing in communal computers or tablets which can be made available to staff who don’t have their own work computer or device to complete a survey online. Some organisations may choose to set up a designated “survey kiosk” with tablets or laptops in a communal space for staff to complete the survey.
Having dedicated staff provide survey support to those who might need training or assistance to complete an online survey.
Limiting the use of paper surveys by only offering them to staff or clients who are unable to complete the survey online.
If using Voice Project’s survey platform, highlighting in all pre-survey communications that the survey can be completed online using most devices and browsers.
Providing a QR code on hard copies of survey communications such as posters to allow people to quickly scan to enter the online survey via their mobile device without the need to type a long survey link. QR codes have become much more widely used throughout the COVID-19 pandemic (with people using them to check in to venues and events), and are a great way to encourage participation in online surveys on mobile devices.
One of our NSW Council clients recently ran a “Check-in Survey” with their staff, with the intention to enable more staff to complete this short survey online. Although the client had a good uptake of the online version of their 2019 Engagement Survey (76%) with only about 10% of their workforce completing the survey via paper surveys or keypads, they were keen to continue their transition to online surveys to reduce costs and reporting timelines. For the Check-in Survey, the client i) removed the opportunity to complete the survey via keypads; ii) increased communication that the online survey was short and easy to be completed on mobile phones in areas that historically used paper surveys; and iii) offered paper surveys for just a short period of time during the survey live period. As a result, only 7 paper surveys (2% of their workforce) were received this time around, allowing the client to achieve their goal of maintaining their strong response rate (77% in 2020) while significantly reducing the reporting timeline and project cost.
Paper surveys do still have a place (albeit a smaller place) in our technology-centric world, especially for certain groups of people or survey types. Every voice deserves to be heard, and paper surveys are one of the ways organisations can hear from as many people as possible. If you are thinking about offering paper surveys or want to discuss ways to transition away from paper surveys, please get in touch with your Voice Project contact.