Setting up a repeat survey for an existing team - theliberators/columinity.docs GitHub Wiki

This step-by-step guide explains how to set up a repeat survey (or a new "snapshot") for a new team in Columinity. We created a wizard to simplify this process while building a strong foundation for your team's continuous improvement.

Who is this guide for?

Existing teams that have already run one or more surveys.
We assume a team member is setting up the new survey directly.

1. Start the wizard

ℹ️ Tip: Inform your team upfront that you will invite them. People are often understandably wary of surveys, so getting them on board first improves the chances of success considerably. Review how we protect anonymity and privacy if your teams have questions about this.

There are two ways to start the Repeat Wizard:
- Open the Team Report you received for the previous survey and click "Repeat" in the sidebar.
- Columinity sends an email notification to the team's notification address when a reminder is set. To set it, go to "Settings" > "Team Settings" > "Notifications" in the Team Report. Alternatively, a reminder can be set when a survey is created.
Click "Start".
Tell us if you are part of the team or not.
Choose the "Advanced setup" to see all the steps below. If you want to leave more decisions to us, choose "Quick setup". The "Quick Setup" does not ask for improvement goals, topic selection, personalization and invitees. Click "Next".

2. Review information about your team

Review the information about your team and update if something has changed. Consult the guide to create a new team to learn what the fields are for.
Click "Next" if you are ready.

3. Review improvement goals

Now it's time to reconsider what you want to achieve with Columinity and your team. We can recommend relevant topics or scientific models if we know your goals. More importantly, Columinity exists to help your team improve continuously, which benefits from a clear goal. Consult the guide to create a new team to refresh what improvement goals are for.

Review the improvement goals and make any changes you want.
Click "Next" if you are ready.

4. Select scientific model

Next, choose the scientific model to apply to your team. Columinity offers multiple science-based models that measure factors relevant to team effectiveness. Not all models apply to all kinds of teams and improvement goals. You may also prefer one model over others.

Select the relevant model for your team. Click "More information" to learn about each model.
If you don't know which model to choose, use the one we recommend. The "Teamwork Quality"-model is relevant to any team, whereas the "Agile Team Effectiveness"-model is primarily relevant to teams that use Agile methodologies to some extent.
Click "Next" when you're ready. You can always go back.

ℹ️ Tip: You can use different models for the same team by starting. Although each survey can only measure factors from one model at a time, you can run multiple surveys over time to collect a more comprehensive view of your team.

5. Select topics

With the model selected, you can now fine-tune the topic included in the survey. Consult this guide on how to create a new team to refresh how topic selection works.

6. Personalize the survey

You can now personalize the invitation for the survey. The invitation is shown in the email invites and at the start of the study, but only for team members. For stakeholders and supporters, we use a generic invitation.

Enter a personalized invitation (or leave it empty to use default).
Click "Next" when you're ready. You can always go back.

7. Invite team members, stakeholders, and supporters

You can now let us invite participants for you or do so yourself later. To refresh your understanding of how this works, consult this guide on how to create a new team.

ℹ️ Tip: Columinity does not remember the e-mail addresses of prior participants to protect their privacy and anonymity. While inconvenient, it ensures that we store as little information about your team as possible. Our paid plan allows you to use the Teams Dashboard to upload a CSV with invitees, which can be kept up-to-date and reused to simplify invitations.

8. Review frequency

Columinity is designed to help you measure and improve your team continuously. After all, continuous improvement is something you do all the time, and not once or annually. We recommend using Columinity periodically, typically once per month, to get a sense of trends. Mix and match models and topics to keep the surveys fresh. Columinity intelligently combines the results from different surveys into one ongoing picture of your team.

Choose a frequency for Columinity to remind you. This email is sent to the "notification email" under "Your team".
Click "Next" when you're ready. You can always go back.

9. Review and finalize

Finally, review the settings under "Summary" make any changes you want, and click "Confirm" to create your team. Once confirmed, any email invites will be sent out automatically. You will be redirected to a confirmation page. Your survey is now ready for your new team. Now it's time to wait for people to fill out the survey.