Our EX Services

Engagement Survey, Pulse & Lifecycle
360 & 180 Surveys
Workshops & Strategy

Engagement Survey, Pulse & Lifecycle

Project Management

Platform Configuration

Survey Design

Branding & Communications

Participants & Hierarchy

Survey Build

Project Management
Deliverable Definition Detailed Description & Responsibilities
Project Setup Project Setup: Initial activities that need to be completed to set up the project for execution.
  • Follows signature and return of the order form.
  • XM Works will develop a project plan containing a detailed overview of tasks, responsibilities, timelines.
  • XM Works will develop and share the project plan with you following the kick-off call.
    The key dates you will provide in the kick-off meeting will be incorporated into the project plan, such as ideal live period.
  • XM Works will update the project plan throughout the project to reflect mutually agreed changes, within a reasonable timeframe.
Project Setup Project Teams: Alignment of the project team.
  • XM Works will assign you a dedicated Project Manager (PM).
  • Our PM is your primary contact for the project and will be responsible for overseeing the project, developing a project plan, managing risk, managing the team, communicating & coordinating our team, organising meetings, and quality management.
  • Our PM will work with one central point of contact in your organisation who will manage your stakeholders.
Project Meetings Project Kick-off Meeting: First meeting to start the project.
  • XM Works will set an agenda, lead, and facilitate a kick-off meeting to initiate the project.
  • During the meeting we will ask you to discuss organisational context, project objectives, desired timelines, and confirm the SOW meets your requirements.
  • Together we will agree preferred communication channels (meetings, Teams, email, project management platform).
Project Meetings Project Meetings (see summary table for frequency and volume): Meetings to align on project progress and on-going requirements
  • The frequency and number of touchpoint meetings we’ll have, to align deliverable progress and outstanding tasks. Meetings are typically 30 minutes.
  • XM Works will set an agenda of project updates, and outstanding decisions will be made during these meetings to supplement email communications where possible.
  • We will ask you to share any additional agenda points ahead of time so we can align resource to the meeting.
  • You will coordinate the invite of necessary resource from your organisation to relevant meetings based on the agenda(s).
Project Debrief Project close activities and processes.
  • Upto one-hour XM and review workshop with the core team.
  • It can include collecting XM, testimonials, or case-study material.
  • It can also include next steps, future plans, lessons learned, project successes.
  • XM Works will provide a one-page lessons learned document and ensure all outstanding deliverables have been completed.
Lessons Learned Document Lessons learned review document
  • A 1-page Word document containing information on things that went well, not so well, how they can be addressed for next time, as well as next steps moving forward from project completion.
Handover Process Transfer Ownership: Project owner transfer and spin-down.
  • Where possible, XM Works will transfer project ownership to a primary contact nominated by you, remove unnecessary access to your brand for XM Works project members, and ensure projects have been collaborated on with the client project team.
Handover Process Delete Data: Project close activities and processes.
  • XM Works will also delete all employee data (participant files, data exports containing personal data) stored within XM Works’ file storage solution, in line with our data processing and security agreement.
Platform Configuration
Deliverable Definition Detailed Description & Responsibilities
HRIS Integration Human Resources Information System (HRIS) connecting with platform to share data.
  • XM Works will provide support documentation where possible and advise on HRIS integration setup.
  • If requested and included in the scope, we’ll complete the setup within your licenced platform on your behalf.
  • You are responsible for paying any additional fees with the platform provider if fees are necessary.
  • You are responsible for checking whether the platform provider can supply the necessary data and IT securities to pass your internal processes around data protection and governance. You are also responsible for coordinating your IT team and making available necessary resource to complete the HRIS integration with the platform.
  • XM Works cannot assume liability or accountability for completing the HRIS integration on your behalf.
Questionnaire Design
Deliverable Definition Detailed Description & Responsibilities
Questionnaire Review & Refresh Supporting the review and update of your exisiting questionnaire
  • Assumes you have an existing questionnaire which will be used as a starting point with no more than 20% changes to the content required.
  • XM Works will hold a one-hour discussion to review your initial questionnaire and recommend updates using our question library resources that align with your needs.
  • We will provide you with an Excel file containing all questions, their sequence, scale / type to be used, benchmark and trend mappings (where appropriate).
  • You will be responsible for engaging with us and providing your input into the design process.
  • You will be responsible for involving and managing your stakeholders to ensure that the questionnaire is aligned within your organisation.
Iterations Change requests for the design of the questionnaire.
  • XM Works will review your suggested changes to the first draft of the survey questionnaire design, and provide our recommendation based on those changes. These changes will be implemented and tracked using either/both an Excel or/and Word files.
  • Additional design iterations are subject to fees and could impact the timeline.
Benchmarking Assignment of applicable external norms, if valid and available.
  • By default, we will use the most recent, percentage favourable average for ‘global average’, unless mutually agreed otherwise.
  • XM Works will align the questionnaire to available external norms, if valid and applicable, as part of the questionnaire design.
  • See the summary for the number of benchmarks permitted in the scope, additional benchmarks subject to fees.
  • You will communicate a preference regarding which benchmark(s) you’d like included. Ideally, ahead of signing the order form.
Trend - historical data Previous survey data mapped and used as a comparison.
  • If included in the summary, XM Works will map trend questions against those included in the questionnaire design.
  • We will only include one dataset from one previous survey for each trend comparison in scope.
  • We will map the trend survey data hosted within the platform to the new dataset in one dashboard. For additional dashboards, you are responsible for telling us if you require trend mapping applied, which if incorrectly scoped can incur additional fees.
  • You will ensure the XM Works team have access to the data available in the platform. If the data is stored in another platform, or not loaded into at all, there will be an additional piece of work required to add this data which unless included, is subject to additional fees.
  • To compare hierarchy units between current and trend data, a hierarchy mapping exercise is required. We will assume trend comparisons are at a general level, and as such design and implement the trend to show ‘overall’ for the previous survey.
  • Hierarchy unit level comparisons require a suitable hierarchy in the trend survey. You will be required to resolve any mapping not automated by the platform and to provide final confirmation on the current and trend hierarchies. We will show you how to do this in a meeting up to 30mins.
Branding & Communications
Deliverable Definition Detailed Description & Responsibilities
Templates & Comms Design Templates & Comms Design: Best practice documents.
  • XM Works will provide templates for the following: introduction & closing text, invite & reminder, demographics, dashboard invite.
  • You may choose to edit these templates or create your own communications for the survey.
Guides Guides: Step-by-step ‘how-to’ guides.
  • XM Works will provide an allow-listing guidance document with clear instructions on the requirements.
  • You will coordinate with your IT team to ensure emails sent from the platform are allow-listed.
Branding Branding: Theme and logo.
  • You will provide your company branding information, such as colour codes (HEX or RGB), most recent logo, logo variants, font, as well as overall branding styles such as colour combinations. We will include this in the survey, communications and dashboard where appropriate.
Comms Review Review of invites, reminders, intro text.
  • XM Works will review your documentation upon completion, providing XM on suggested changes and best practice.
Participants & Hierarchy
Deliverable Definition Detailed Description & Responsibilities
Participant List Participant List: Who you want to invite and their associated data.
  • This is the participant data file for target respondents as well as any pre-determined employee information. XM Works will provide best practice advice on suitable data for inclusion.
  • XM Works will provide a template for you to populate or work with you to define the required population in an existing Global Directory.
  • We restrict the number of manual csv files, containing required participant data and metadata, we will upload or if HRIS is integrated, the number of times we will pull data from the Global Directory into the platform survey project.
  • XM Works will perform checks to ensure the file is in good condition (does not requires extensive changes, is not missing critical information, is consistent) before upload. We may require you to fix the file if the condition is not suitable. XM Works cannot not take responsiblility for any associated delays due to participant file issues except where due to our error.
Participant Data Advisory Participant Data Advisory: Review of participant import file.
  • XM Works will advise on fields needed and the format; we will send you a template import file format for demonstration purposes. We will make small changes to the file to make it Qualtrics import ready. We will suggest improvements to the file, such as including additional fields, where relevant.
Hierarchy Restrict data using the org hierarchy.
  • XM Works will develop organisational hierarch(y/ies) for reporting purposes in collaboration with you.
  • Data for generating the hierarchy must be included in the participant file or Global Directory.
  • Additional fees might be incurred for addendums to the participant data in the platform to correct any missing fields.
  • It is your responsibility to validate and amend the hierarchy as needed.
Survey Build
Deliverable Definition Detailed Description & Responsibilities
Survey Build Survey Build: Creating survey within Qualtrics.
  • XM Works will build one online survey instrument using the designated platform, including questions, messaging, surrounding text, headings and sub-headings, settings configuration, branding and theme, flow, languages where included.
  • Complexities requiring custom programming may incur additional fees.
QA QA: Review of survey build.
  • XM Works will conduct quality assurance on the survey build.
UAT UAT: User Acceptance Testing
  • XM Works will invite a shortlist of testers (provided by you) to take part in the survey and email a UAT document to these testers to provide XM.
  • We will summarise XM to send to you, then work jointly with you to identify and correct any bugs, errors, or issues.
  • A comprehensive and inclusive UAT process will increase the likelihood of a successful survey.
Survey Translations Survey Translations: Allow participants to take the survey in other languages.
  • Number of languages the survey will be translated into is restricted.
  • XM Works will provide a translation document for you to populate and then work with you to verify that the translations are correct.
  • Languages are restricted to languages supported in the platform; non-supported languages are subject to additional fees.
  • If you require a translation service, this can be included as part of your service for an additional fee.

Invites

Invites
Deliverable Definition Detailed Description & Responsibilities
Messaging Messaging: Survey distribution text.
  • XM Works will setup two agreed communications templates within the platform, an invite and reminder email.
  • If language translations are in scope, we will add the invite and reminder translations to these emails.
Invite Method Invite Method: Survey distribution type.
  • Unless mutually agreed otherwise, XM Works will distribute via the default method– through in-platform email distribution.
  • An alternate distribution method can be scoped as needed (QR codes, kiosk).
  • Multiple distribution methods need to be scoped by a solution architect and priced accordingly (additional time in the project is required for effective configuration).
Invite Invite: Schedule of survey invite distribution.
  • Unless otherwise specified, XM Works will issue one invitation on the launch date.
Reminders Reminders: Schedule of survey reminder distribution.
  • Unless otherwise specified, XM Works will schedule a restricted number of reminders detailed in the summary.

Survey Support

Support
Deliverable Definition Detailed Description & Responsibilities
Live Survey Support Support requests from participants.
  • You will provide a contact address for managing participant queries during the survey period.
  • XM Works will provide a template FAQ which you will use to reduce the number of support requests that need addressing. You may need to tailor or augment the FAQ's based on your organisational policies (e.g. data privacy).
  • We will provide second tier support on technical issues (e.g., resending survey invites, shortlisting email bounces, invalid links, issues with taking the survey).

Dashboard Build

Dashboard Build
Deliverable Definition Detailed Description & Responsibilities
Dashboard Build Dashboard Content Refresh
  • XM Works will organise a one-hour meeting to review previous dashboard(s) or the standard dashboard and consult on updates to meet new business context / XM.
  • Assumes no more than 20% change to dashboard.
Response Rate Dashboard: Track how many people have completed the survey.
  • XM Works will build one response rate dashboard using a standard template.
  • We will invite up to 3 individual users to this dashboard or one user type.
  • Numbers of users within the role can be derestricted if the participant file contains a prepared and completed field to identify user access levels.
Results Dashboard: Build process for the results dashboard
  • XM Works will configure one dashboard, according to best practice, the agreed outline from the scoping meeting, any subsequent meetings, and dashboard design workshop.
  • This dashboard is restricted to up to 12 pages and 130 widgets (widget counts are including images, text, and titles). Access to different pages can be restricted to up to 5 different roles (e.g. ‘super-users’, ‘senior managers’, ‘managers’).
  • Trend and benchmark comparisons included are specified in ‘Questionnaire Design’.
Dashboard QA: Quality assurance assessment.
  • XM Works will perform a quality assurance assessment on the results dashboard. This is to verify the build quality is to a high standard.
Dashboard Review and Iterations First look at the dashboard with you.
  • XM Works will meet with your core team to discuss preliminary results, dashboard setup and configuration, explain the widgets / data visualisations within the dashboard, as well as any features and functionality enabled as requested.
TextiQ Setup and Inclusion Advanced analytics tool for open comments.
  • XM Works will enable TextiQ for the scoped open comment questions. Open comment responses are reported as written.
  • Text responses can be translated using built in functionality for an additional fee unless already included in scope.
Action Planning Implementation Set-up the action planning tool in the dashboard so your managers can act on their survey results with impact
  • XM Works will introduce you to the tool and its features, noting your preferences.
  • We will enable the tool according to your preferences (including the Idea Board and set-up of notifications).
  • We will set-up action planning monitoring capabilities and train your main contact on its usage
Action Planning Advisory (Standard) Add action planning tips and content to your survey

Standard

  • XM Works will provide guidance on action planning best practice.
  • We will map your questions or categories to our standard actions and tips where available for your review.
  • You can add custom content to the action planning file template as needed.
  • XM Works will upload the content to one dashboard and perform checks.
Action Planning Advisory (Custom) Add action planning tips and content to your survey

Custom

  • XM Works will organise a two-hour workshop to provide guidance on action planning best practice, review existing content, assess your organisational context and suggest custom modifications (including up to 5 new actions).
  • In advance of the workshop, we will map your questions or categories to our standard actions and tips where available.
  • Following the workshop we will update the action planning file template with content for your review.
  • XM Works will upload the content to one dashboard and perform checks.
No. of Dashboard Export Templates Report Export functionality: A dashboard template which allows for customised exports to pdf and PowerPoint.
  • XM Works will complete the specified number of dashboard templates within the platform that will allow for exporting a dashboard in PowerPoint format.
  • We will configure the template to best practice, and provide an opportunity for you to review and give written XM.
  • Based on your XM, we will make the required changes within a reasonable timeframe.
  • Template allows for report creation

Presentation & Reports

PRESENTATION & Reports
Deliverable Definition Detailed Description & Responsibilities
Dashboard Results Walkthrough Review of results using dashboard, with commentary and insights
  • A detailed run through of the results using the platform dashboard with key stakeholders, up to two hours in length.
Leadership Insights Presentation Insights focussed presentation document for the leadership team(s).
  • An executive-level presentation in PowerPoint, consisting of data presentations, commentary and recommendations. Up to 25 slides.
  • Includes one preview with your key contact to ensure requirements are met, and any subsequent edits made.
  • Additional presentations beyond the first are based on the initial template and typically focus on results at the divisional / functional level.
Insights Presentation Session Session with leadership team(s) to run through results
  • Using Leadership Insights presentation, take leadership team(s) through their results, address questions and make recommendations on next steps.
  • Each session up to 90 minutes.
  • Delivery led by an experienced employee XM consultant.
No. of Executive Reports Executive Reports: Written detailed analysis of your survey
  • A written report (Word or PDF) detailing the survey process, top level results, insights and recommendations.
  • Written by an experienced employee XM consultant.

Training

TRAINING
Deliverable Definition Detailed Description & Responsibilities
Manager Enablement Webinar Live manager training on actioning dashboard data.
  • Delivery of user training webinar for managers (up to 90 minutes).
  • Attendees will be shown how they can derive insights from their results using the dashboard, given advice on how to proceed with action planning and communicate effectively with their teams.
  • You may record the webinar for use with managers who are unable to attend.
  • Additional sessions will be based on materials used in the first session unless specified otherwise.
Platform training Training users to implement surveys using the platform.
  • Upskilling of your employees or team in implementing projects using the survey platform.
  • Standard training is 4x two-hour training sessions, typically covering the process from dashboard orientation to distribution of results.
  • Various training options are available, consult with your XM Works contact for a custom agreement on training scope.

Results Access

Results Access
Deliverable Definition Detailed Description & Responsibilities
Dashboard Sharing Giving access to the dashboard for dashboard users.
  • XM Works will set up dashboard user acces rights, based on a list or users and their qualifying criteria provided by you.
  • Assumes three user types (e.g. ‘super-users’, ‘senior managers’, ‘managers’).
  • Users will be given access to their dashboards via email sent from the platform. XM Works can supply standard email content if required.
  • We will provide guidance on how to add/remove users from the platform and resend access following the end of the project

360 & 180 Surveys

Project Management

Project Management
Deliverable Definition Detailed Description & Responsibilities
Project Setup

Project Setup: Initial activities that need to be completed to set up the project for execution.
  • Follows signature and return of the order form.
  • XM Works will develop a project plan containing a detailed overview of tasks, responsibilities, timelines.
  • XM Works will develop and share the project plan with you following the kick-off call.
    The key dates you will provide in the kick-off meeting will be incorporated into the project plan, such as ideal live period.
  • XM Works will update the project plan throughout the project to reflect mutually agreed changes, within a reasonable timeframe.
Project Setup

Project Teams: Alignment of the project team.
  • XM Works will assign you a dedicated Project Manager (PM).
  • Our PM is your primary contact for the project and will be responsible for overseeing the project, developing a project plan, managing risk, managing the team, communicating & coordinating our team, organising meetings, and quality management.
  • Our PM will work with one central point of contact in your organisation who will manage your stakeholders.
Project Meetings

Project Kick-off Meeting: First meeting to start the project.
  • XM Works will set an agenda, lead, and facilitate a kick-off meeting to initiate the project.
  • During the meeting we will ask you to discuss organisational context, project objectives, desired timelines, and confirm the SOW meets your requirements.
  • Together we will agree preferred communication channels (meetings, Teams, email, project management platform).
Project Meetings

Project Meetings (see summary table for frequency and volume): Meetings to align on project progress and on-going requirements
  • The frequency and number of touchpoint meetings we’ll have, to align deliverable progress and outstanding tasks. Meetings are typically 30 minutes.
  • XM Works will set an agenda of project updates, and outstanding decisions will be made during these meetings to supplement email communications where possible.
  • We will ask you to share any additional agenda points ahead of time so we can align resource to the meeting.
  • You will coordinate the invite of necessary resource from your organisation to relevant meetings based on the agenda(s).
Project Debrief

Project close activities and processes.
  • Upto one-hour XM and review workshop with the core team.
  • It can include collecting XM, testimonials, or case-study material.
  • It can also include next steps, future plans, lessons learned, project successes.
  • XM Works will provide a one-page lessons learned document and ensure all outstanding deliverables have been completed.
Lessons Learned Document

Lessons learned review document
  • A 1-page Word document containing information on things that went well, not so well, how they can be addressed for next time, as well as next steps moving forward from project completion.
Handover Process

Transfer Ownership: Project owner transfer and spin-down.
  • Where possible, XM Works will transfer project ownership to a primary contact nominated by you, remove unnecessary access to your brand for XM Works project members, and ensure projects have been collaborated on with the client project team.
Handover Process

Delete Data: Project close activities and processes.
  • XM Works will also delete all employee data (participant files, data exports containing personal data) stored within XM Works’ file storage solution, in line with our data processing and security agreement.

Platform Configuration

Platform Configuration
Deliverable Definition Detailed Description & Responsibilities
HRIS Integration Human Resources Information System (HRIS) connecting with platform to share data.
  • XM Works will provide support documentation where possible and advise on HRIS integration setup.
  • If requested and included in the scope, we’ll complete the setup within your licenced platform on your behalf.
  • You are responsible for paying any additional fees with the platform provider if fees are necessary.
  • You are responsible for checking whether the platform provider can supply the necessary data and IT securities to pass your internal processes around data protection and governance. You are also responsible for coordinating your IT team and making available necessary resource to complete the HRIS integration with the platform.
  • XM Works cannot assume liability or accountability for completing the HRIS integration on your behalf.

Survey Design

Questionnaire Design
Deliverable Definition Detailed Description & Responsibilities
Questionnaire Review & Refresh Supporting the review and update of your exisiting questionnaire
  • Assumes you have an existing questionnaire which will be used as a starting point with no more than 20% changes to the content required.
  • XM Works will hold a one-hour discussion to review your initial questionnaire and recommend updates using our question library resources that align with your needs.
  • We will provide you with an Excel file containing all questions, their sequence, scale / type to be used, benchmark and trend mappings (where appropriate).
  • You will be responsible for engaging with us and providing your input into the design process.
  • You will be responsible for involving and managing your stakeholders to ensure that the questionnaire is aligned within your organisation.
Iterations Change requests for the design of the questionnaire.
  • XM Works will review your suggested changes to the first draft of the survey questionnaire design, and provide our recommendation based on those changes. These changes will be implemented and tracked using either/both an Excel or/and Word files.
  • Additional design iterations are subject to fees and could impact the timeline.
Trend - historical data Previous survey data mapped and used as a comparison.
  • XM Works will map trend questions against those included in the questionnaire design.
  • We will only include one dataset from one previous survey for each trend comparison in scope.
  • We will map the trend survey data hosted within the platform to the new dataset in one dashboard. Trend from outside the Qualtrics platform cannot be accommodated.
  • You will ensure the XM Works team have access to the data available in the platform.

Branding & Communications

Branding & Communications
Deliverable Definition Detailed Description & Responsibilities
Templates & Comms Design Templates & Comms Design: Best practice documents.
  • XM Works will provide templates for the following: introduction & closing text, invite & reminder, demographics, dashboard invite.
  • You may choose to edit these templates or create your own communications for the survey.
Guides Guides: Step-by-step ‘how-to’ guides.
  • XM Works will provide an allow-listing guidance document with clear instructions on the requirements.
  • You will coordinate with your IT team to ensure emails sent from the platform are allow-listed.
Branding Branding: Theme and logo.
  • You will provide your company branding information, such as colour codes (HEX or RGB), most recent logo, logo variants, font, as well as overall branding styles such as colour combinations. We will include this in the survey, communications and dashboard where appropriate.
Comms Review Review of invites, reminders, intro text.
  • XM Works will review your documentation upon completion, providing XM on suggested changes and best practice.

Participants &Hierarchy

Participants & Hierarchy
Deliverable Definition Detailed Description & Responsibilities
Participant List Subject and Evaluator List: Who you want to invite and their associated data.
  • This is the participant data file for target respondents as well as any pre-determined employee information. XM Works will provide best practice advice on suitable data for inclusion.
  • XM Works will provide a template for you to populate or work with you to define the required population in an existing Global Directory.
  • We restrict the number of manual csv files, containing required participant data and metadata, we will upload or if HRIS is integrated, the number of times we will pull data from the Global Directory into the platform survey project.
  • XM Works will perform checks to ensure the file is in good condition (does not requires extensive changes, is not missing critical information, is consistent) before upload. We may require you to fix the file if the condition is not suitable. XM Works cannot not take responsiblility for any associated delays due to participant file issues except where due to our error.
Participant Data Advisory Participant Data Advisory: Review of participant import file.
  • XM Works will advise on fields needed and the format; we will send you a template import file format for demonstration purposes. We will make small changes to the file to make it Qualtrics import ready. We will suggest improvements to the file, such as including additional fields, where relevant.
Hierarchy Restrict data using the org hierarchy.
  • XM Works will develop organisational hierarch(y/ies) for reporting purposes in collaboration with you.
  • Data for generating the hierarchy must be included in the participant file or Global Directory.
  • Additional fees might be incurred for addendums to the participant data in the platform to correct any missing fields.
  • It is your responsibility to validate and amend the hierarchy as needed.

Survey Build

Survey Build
Deliverable Definition Detailed Description & Responsibilities
Survey Build Survey Build: Creating survey within Qualtrics.
  • XM Works will build one online survey instrument using the designated platform, including questions, messaging, surrounding text, headings and sub-headings, settings configuration, branding and theme, flow, languages where included.
  • Complexities requiring custom programming may incur additional fees.
QA QA: Review of survey build.
  • XM Works will conduct quality assurance on the survey build.
UAT UAT: User Acceptance Testing
  • XM Works will invite a shortlist of testers (provided by you) to take part in the survey and email a UAT document to these testers to provide XM.
  • We will summarise XM to send to you, then work jointly with you to identify and correct any bugs, errors, or issues.
  • A comprehensive and inclusive UAT process will increase the likelihood of a successful survey.
Survey Translations Survey Translations: Allow participants to take the survey in other languages.
  • Number of languages the survey will be translated into is restricted.
  • XM Works will provide a translation document for you to populate and then work with you to verify that the translations are correct.
  • Languages are restricted to languages supported in the platform.
  • If you require a translation service, this can be included as part of your service for an additional fee.
Workflow Design Design and agree process for administration
  • XM Works will run a 360 process-needs workshop lasting up to two-hours.
  • It will focus on the 360 purpose and business context, process timeline and stages, purpose of each stage, participant roles and overall user experience for 360.
  • We will use outcomes of this workshop in suggesting the overall workflow design consisting of participant options, messages options and report options including communication/messages needed to support the process and their schedule.

Invites

Invites
Deliverable Definition Detailed Description & Responsibilities
360 Admin Management Set-up of workflow and manage communications for all phases of data collection
  • 360 Admin Management consists of configuring the workflow (participant options, message options and report options) in each process stage based on written outome of workflow design session.
  • XM Works will schedule all messages based on designed workflow (one subject invite and up to two reminders, one evaluator invite and up to two reminders, one subject report ready and one subject report not available message)

Support

Support
Deliverable Definition Detailed Description & Responsibilities
Live Survey Support Support requests from participants.
  • You will provide a contact address for managing participant queries during the survey period.
  • XM Works will provide a template FAQ which you will use to reduce the number of support requests that need addressing. You may need to tailor or augment the FAQ's based on your organisational policies (e.g. data privacy).
  • We will provide second tier support on technical issues (e.g., resending survey invites, shortlisting email bounces, invalid links, issues with taking the survey).

Dashboard Build

Dashboard Build
Deliverable Definition Detailed Description & Responsibilities
Dashboard Build Dashboard Content Refresh
  • XM Works will organise a one-hour meeting to review previous dashboard(s) or the standard dashboard and consult on updates to meet new business context / XM.
  • Assumes no more than 20% change to dashboard.
Response Rate Dashboard: Track how many people have completed the survey.
  • XM Works will build one response rate dashboard using a standard template.
  • We will invite up to 3 individual users to this dashboard or one user type.
  • Numbers of users within the role can be derestricted if the participant file contains a prepared and completed field to identify user access levels.
Results Dashboard: Build process for the results dashboard
  • XM Works will configure one dashboard, according to best practice, the agreed outline from the scoping meeting, any subsequent meetings, and dashboard design workshop.
  • · This dashboard is restricted to up to 8 pages and 130 widgets (widget counts are including images, text, and titles).
  • · Trend comparisons included are specified in ‘Questionnaire Design’.
Dashboard QA: Quality assurance assessment.
  • XM Works will perform a quality assurance assessment on the results dashboard. This is to verify the build quality is to a high standard.
Dashboard Review and Iterations First look at the dashboard with you.
  • XM Works will meet with your core team to discuss preliminary results, dashboard setup and configuration, explain the widgets / data visualisations within the dashboard, as well as any features and functionality enabled as requested.
Individual Report Build Report Content Refresh
  • XM Works will organise a one-hour meeting to review previous report or the standard report and consult on updates to meet new business context / XM.
  • Assumes no more than 20% change to report.
Individual Reports Build: process for the individual report
  • XM Works will build and configure one report, according to the best practice, the agreed outline from the coping meeting, any subsequent design meeting, and report design workshop.
  • This report is restricted to up to 15 pages, including up to 50 visualizations total and connected to one survey.
  • Report to be built in English only, using standard features. More details on product capabilities may be found on Qualtrics Support web pages available at www.qualtrics.com/support.
Report QA: Quality assurance assessment.
  • XM Works will perform a quality assurance assessment on the individual report. This is to verify the build quality is to a high standard.
Report Review and Iterations First look at the report with you.
  • XM Works will meet with your core team to discuss preliminary results, report setup and configuration, explain the widgets / data visualisations within the report, as well as any features and functionality enabled as requested.
  • You will review the report to verify the setup, sending us a reasonable list of changes in writing. We restrict the amount and difficulty of changes, number of change iterations, as outlined in the summary.
Development Tips and Activities (Standard) Report-based development suggestions.

Standard

  • XM Works will provide standard best practice tips and development activities for inclusion in the individual report template.
  • You may provide additional content for the tips section of the report (e.g. links to internal resources)
Development Tips and Activities (Custom) Add action planning tips and content to your survey

Custom

  • XM Works will organise a one-hour workshop to provide guidance on best practice tips and development activities, review existing content (if applicable), assess your organisational context and suggest custom modifications to guidance in the individual report template.
  • You may provide additional content for the tips section of the report (e.g. links to internal resources)

Presentation & Reports

Presentation & Reports
Deliverable Definition Detailed Description & Responsibilities
Dashboard Results Walkthrough Review of results using dashboard, with commentary and insights
  • A detailed run through of the results using the platform dashboard with key stakeholders, up to two hours in length.

Training

Training
Deliverable Definition Detailed Description & Responsibilities
HRBP Enablement Webinar 'Train the Trainer' session aimed at HRBP's to help them support leaders use their reports
  • Delivery of HRBP training webinar (3 hour session or two sessions of 90 minutes).
  • First, the attendees will be shown how they can derive insights from their results using the reports, given advice on how to proceed with action planning and communicate effectively with their teams.
  • Second, the attendees will be given direction on how to work with leaders to coach them through their results.
  • You may record the webinar for use with report recipients who are unable to attend.
Subject Report Enablement Webinar Live training on actioning report data.
  • Delivery of user training webinar for report recipients (up to 90 minutes).
  • Attendees will be shown how they can derive insights from their results using the reports, given advice on how to proceed with action planning and communicate effectively with their teams.
  • You may record the webinar for use with report recipients who are unable to attend.
Platform training Training users to implement surveys using the platform.
  • Upskilling of your employees or team in implementing projects using the survey platform.
  • Standard training is 4x two-hour training sessions, typically covering the process from dashboard orientation to distribution of results.
  • Various training options are available, consult with your XM Works contact for a custom agreement on training scope.
Manager Coaching Per session
  • XM Works will provide one individual manager results coaching session (debrief) of ninety 90 mins.
  • The agenda for the individual coaching sessions is: 1. Introduction to 360; 2. Understanding your report; 3. Understanding areas of strength and development; 4. Self-reflection and next steps.

Results Access

Results Access
Deliverable Definition Detailed Description & Responsibilities
Dashboard Sharing Giving access to the dashboard for dashboard users.
  • XM Works will set up dashboard user access rights, based on a list or users and their qualifying criteria provided by you.
  • Assumes three user types (e.g. ‘super-users’, ‘senior managers’, ‘managers’).
  • Users will be given access to their dashboards via email sent from the platform. XM Works can supply standard email content if required.
  • We will provide guidance on how to add/remove users from the platform and resend access following the end of the project

Workshops & Strategy

Workshops

Training
Deliverable Definition Detailed Description & Responsibilities
Vision Workshop Up to 3-hour facilitated EX strategy workshop and follow-up support from an experienced Employee XM Consultant to review or develop an EX strategy by identifying gaps between the current and desired future state. HOW IT WORKS
  • The VISION Workshop is designed to help organisations establish a clear and compelling vision for their Employee Experience (EX) strategy. Led by an experienced Employee XM Consultant, this 3-hour facilitated workshop provides an opportunity for up to 20 participants to collaboratively assess the current state, define strategic priorities, develop a vision, and mission statement, and create key performance indicators (KPIs) aligned with the organisational goals.

YOU RECEIVE
  • Delivery of workshop to up to 20 participants.
  • EX / XM strategy plan document, showing current state, desired future state and how to get there.
  • Integration of workshop outputs into programme planning to ensure alignment of listening strategy to organisational goals.
EX Architecture Workshop Up to 3-hour facilitated EX (Employee Experience) strategy workshop and follow-up support from an experienced Employee XM Consultant to review or develop an EX Architecture, identifying steps required to run future projects or programmes. HOW IT WORKS
  • The Architecture Workshop is designed to assist organisations in establishing a clear and structured approach for running Employee Experience (EX) projects or programmes. Led by an experienced Employee XM Consultant, this 3-hour workshop provides an opportunity for up to 20 participants to collaboratively define, evaluate, and document the key steps, associated risks, mitigation strategies, and Key Performance Indicators (KPIs) necessary for successful EX initiatives.

YOU RECEIVE
  • Delivery of Workshop: The Employee XM Consultant delivers the 3-hour workshop to up to 20 participants, ensuring a productive and engaging environment for knowledge exchange and collaboration.
  • EX/XM Architecture Document: The workshop outcomes are documented in an EX/XM Architecture document. This document provides a detailed overview of the identified steps, associated risks, mitigation strategies, and defined KPIs for running EX projects or programmes. It serves as a reference guide and a visual representation of the established process, enabling organisations to execute future EX initiatives with confidence and consistency.
360 Architecture Workshop Up to 3-hour facilitated 360 workshop and follow-up support from an experienced Employee XM Consultant to establish your 360 programme within your wider employee listening and development strategies. HOW IT WORKS
  • The 360 Architecture Workshop is designed to assist organisations in establishing a clear and structured approach for establishing 360 projects or programmes successfully within the broader context of your organisation's XM, culture and development strategies. Led by an experienced Employee XM Consultant, this 3-hour workshop provides an opportunity for up to 20 participants to collaboratively define, evaluate, and document the key steps, associated risks, mitigation strategies, and Key Performance Indicators (KPIs) necessary for successful 360 initiatives.
  • Typically takes place once the project has kicked off and prior to question design.

YOU RECEIVE
  • Delivery of Workshop: The Employee XM Consultant delivers the 3-hour workshop to up to 20 participants, ensuring a productive and engaging environment for knowledge exchange and collaboration.
  • 360 Architecture Document: The workshop outcomes are documented in an EX/XM Architecture document. This document provides a detailed overview of the identified steps, associated risks, mitigation strategies, and defined KPIs for running the 360 project or programme. It serves as a reference guide and a visual representation of the established process, enabling organisations to execute with confidence and consistency.
Questionnaire Design Workshop Workshop to collect questionnaire requirements.
  • A meeting, up to 3 hours, with either your project team or wider stakeholder group.
  • The XM Works consultant will facilitate this meeting with the aim of understanding your requirements and business context.
  • We might promote discussion around question inclusion or exclusion criteria, reviewing benchmarkable questions from a historical survey or preprepared survey, reviewing benchmark availability against the available question set.
  • We can provide best practice and professional recommendation on survey rewording, question inclusion, aligning to business context, current trends, improvements / changes to best practice, current trends within EX.
  • Following the workshop we will provide you with an Excel file containing all agreed questions, their sequence, scale / type to be used, benchmark and trend mappings (where appropriate).
  • You are responsible for inviting key stakeholders, coordinating & suggesting availability for your attendees, managing your stakeholders, and engaging with the design process.
Comms Workshop Meeting to discuss comms design and plan.
  • A workshop with your comms or core team responsible for producing the comms.
  • We will facilitate and provide best practice on creating a comms plan, including the key messages, comms channels, audiences, and how these translate into the introduction & closing text, internal messaging, and invite & reminder emails.
Dashboard Design Workshop Meeting to discuss dashboard user requirements.
  • XM Works will run a dashboard user needs workshop lasting up to two-hours.
  • It will focus on your desired outcomes from users accessing the dashboard, using XM Works demos to identify appropriate content.
  • We will use this workshop to verify the dashboard purpose and business context for use in the dashboard build.
360 Report Design Workshop Meeting to discuss individual subject report requirements.
  • XM Works will run an individual report user needs workshop lasting up to two-hours.
  • It will focus on your desired outcomes from user accessing the individual report, using XM Works standard report to identify appropriate content. demos to identify appropriate content.
  • We will use this workshop to verify the report purpose and business context for use in the report build.