It is common that after months of using any recurring system like Nailted, the novelty effect wears off, and participation may decrease. While this is normal, it can be prevented by following a series of recommended practices, but this is not always possible. In such cases, we recommend launching a Participation Booster.
The Participation Booster is based on sending one or more communications that meet the following requirements:
- It is not a recurring email but a one-time communication.
- The email’s appearance differs from the ones usually sent.
- It comes from a known email address (typically from someone in the Human Resources Department).
- The email is sent directly to the employee (we recommend not using blind copy).
- It includes a direct link to the Nailted survey so that the employee clearly knows what they need to do.
How to launch a Participation Booster
To launch a Participation Booster, follow the steps described below:
1 Identify the recipients
Ideally, you should send the communication to people who participate little or not at all so that you can encourage them to share their opinions.
To download the employee list with low participation, follow these steps:
- Go to the Engagement section and then select Participation.
- Below the participation graph, there is a table where you can filter the employee list based on their participation over the last 30 days.
- Once you have filtered the employees, click the Download button to get a list of employees and their participation.
💡The percentages to choose will depend on the overall participation level within your organization.
2 Prepare the communication
While it is ideal to personalize this communication as much as possible, below you will find a template you can use as a base, considering the main objections employees may have about participating in Nailted surveys.
Subject: I’d love to get your feedback
Hello [@name]
As you probably know, Nailted is anonymous, and we cannot see individual responses, but we can see participation data. I’ve noticed that in recent weeks, you haven’t answered the questions we’ve been sending out, so I’m writing to you directly.
Without your feedback, it is much harder to identify what’s going well or what’s not within the organization. While we may not always be able to make changes right away, the first step toward improvement is gathering information, and that’s why Nailted is valuable to us.
As probably you are aware, participating won’t take more than 2 minutes, so I encourage you to answer by clicking this link now. That way, we can keep improving together.
If you have any questions or doubts, feel free to drop me an email.
Thank you so much!
Best,
You can access other communication templates here.
3 Send the email
Below you will find a step by step guide to send a personalized email to each employee either using Google or Microsoft Outlook.
If you are using Gmail:
- Log into your Gmail account.
- Click on the Compose button that you will find on the top left corner.
- In the To field, add the recipients you previously downloaded from the Participation section in Nailted (Step 1).
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Activate the Mail merge option that you will find next to the To field. It will be identified by this icon
.
- When drafting the message, type @ and select the @name merge tag, which it will be used to personalize the email for each person.
If you need more information about mail merging, you can visit Google’s help page for more details. View Google mail merge instructions.
If you’re using Microsoft Outlook:
- Log into your Outlook account.
- To set up the distribution list, go to Mailings and then select Start Mail Merge. Finally, click Email Messages.
- Link the distribution list by clicking Mailings, then select Recipients and Choose a Data Source (this is the list of recipients you previously downloaded from the Participation section in Nailted). Finally, choose File, and then click Save.
- To add personalized content, go to Mailings and click on the Greeting Line. Choose a format and click OK to insert the merge field.
- Preview and finish: Choose Finish & Merge and click Send Email Messages. In the To box, choose the email address field from your mailing list. In the Subject box, write a subject line for the message. Finally, click OK to execute the mail merge.
If you need more information about mail merging, you can visit Microsoft’s help page for more details. View Microsoft mail merge instructions. Additionally, you can watch a video tutorial of the process on their website.