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Part 3: Communication to your employees for successful use of Yva.ai

For successful use of Yva.ai your company should inform employees about the upcoming system launch.

A few of the several topics you want to make sure has been covered are: 

  • Employees know how the project will benefit them;
  • Managers know how the project will benefit them;
  • The security and privacy concerns are answered and trust has been built,
  • Employees are ready to take part in weekly micro-surveys (active analytics);
  • Employees have provided their consent for the passive analytics (collaboration analytics) and understand they can opt-out from it.

    You can use this Introductory email to employees https://www.yva.ai/introductory-email as a template.

    Goals and principles of communication at system startup

    Purpose of communication during Yva.ai implementation is to ensure continuous collection of reliable information that will allow you to monitor the situation in the company in real time.

    In order for communication campaign to be the most successful, company should adhere to several principles:

    • Openness: information about the implementation of the system and its goals should be open; Hidden information will be perceived as a threat.
    • Consistency: the attitude of employees will largely depend on the attitude of managers; All managers are encouraged to prepare and give the same answers to employees' questions.
    • Training: employees should be able to ask questions at any time and get honest answers.

    Communication to different target groups

    Each employee must understand how and for what purpose they can use the system. The ways and features of using the system depends on the role of employees in the company. 

    Executives 

    Will get: 

    • a weekly corporate health dynamics, 
    • a list of the most burned out departments and employee groups, 
    • causes of problems, 
    • a list of proactive managers who can efficiently lead new projects,
    • 100+ metrics.

    Ease of using Yva.ai: 

    • it will take you several minutes per month to observe the Yva.ai company heatmap if everything goes well; you may want to track problematic departments on a weekly basis if you identified areas of improvements.

    Security and privacy concerns: 

    • Yva.ai is highly secure and ethical in conducting analytics with employees consent, anonymizing answers to surveys and benefiting the employees first. Each Yva.ai user has access only to the information he or she is allowed to access. See Security and privacy notes for more information.

    HR professionals 

    Will get: 

    • a list of employees in the risk of falling into the “Red zone”, 
    • a weekly charts of well-being by each department and group, 
    • a weekly dynamics of engagement and satisfaction broken down into 11 factors,
    • 100+ metrics.

    Ease of using Yva.ai: 

    • it will take you several minutes per month to observe the Yva.ai company heatmap if everything goes well; you may want to track problematic departments on weekly basis if you identified areas of improvement,
    • you might want to use Yva.ai information to recommend the department managers and individual employees with corrective actions to improve engagement, wellbeing, satisfaction, performance, leadership and skills,
    • it will take you several minutes per month to make sure the new employees, departments and groups of employees are correctly synchronized to Yva.ai from your HCM system and your connected corporate collaboration sources.

    Security and privacy concerns: 

    • Yva.ai is highly secure and ethical in conducting analytics with employees consent, anonymizing answers to surveys and benefiting the employees first. Each Yva.ai user has access only to the information he or she is allowed to access. See section Security and privacy notes.

    Managers

    Will get:

    • continuous peer-performance evaluation scores,
    • a list of employees to retain with might and reward, a list of employees to replace, a list of employees to work on and a list of the most detached employees,
    • the length of the digital working day, 
    • the turnover prediction,
    • 100+ metrics.

    Ease of using Yva.ai: 

    • it will take you several minutes per month to observe the Yva.ai department heatmap if everything goes well; you may want to track problematic groups on weekly basis if you identified areas of improvement,
    • you might want to use Yva.ai information to recommend the team leads and individual employees with corrective actions to improve engagement, wellbeing, satisfaction, performance, leadership and skills.

    Security and privacy concerns: 

    • Yva.ai is highly secure and ethical in conducting analytics with employees consent, anonymizing answers to surveys and benefiting the employees first. Each Yva.ai user has access only to the information he or she is allowed to access. See section Security and privacy notes.

    Line employees

    Will get: 

    • a list of skills to develop,
    • areas of improvement based on peers’ feedback,
    • areas of excellence according to the peers,
    • open text feedback and recommendations from peers, managers and subordinates both anonymous and non-anonymous,
    • ability to improve your company and department by providing safe and anonymous real-time feedback,
    • ability to improve your managers, peers and subordinates by providing anonymous or non-anonymous real-time feedback. 

    Ease of using Yva.ai: 

    • it will take you several minutes per week to answer weekly micro-surveys to help your company and your peer to improve,
    • it will take you several minutes per month to observe your Yva.ai personal dashboard where you will see the feedback about you from your peers, managers and subordinates

    Security and privacy concerns: 

    • Yva.ai anonymizes all employees' answers to surveys by aggregating data of groups of a minimum of 5 employees at a time. Passive data is analysed with employee consent.
    • Yva.ai never stores and/or reveals email, messenger and other collaboration source message content to your managers, peers, subordinates or anyone else, thereby protecting your privacy.
    • Yva.ai never analyzes your personal data sources like personal email, SMS, WhatsApp, Facebook, LinkedIn, Instagram, etc.
    • You can opt-out from passive analytics at any time by emailing to your HR. However, providing your consent for passive analytics you will allow Yva.ai to understand your Collaboration circles and therefore ask your co-workers to provide anonymous feedback for you. This will help you to become a better version of yourself, understand your areas of improvements and potentially get promoted faster.

    Communication tools

    We recommend the following communication channels:

    • informing at the meeting;
    • e-mail mailing lists;
    • information on the corporate portal;
    • video;
    • offline campaign.

    Important: only the HR Department and direct managers can make a detailed communication plan and conduct the communication that is suitable for their employees.

    When should communication be conducted?

    It is important for employees to communicate both before starting the system and during its operation. We recommend the following communication scheme:

    • 2-3 weeks before the system launch;
    • On the day the system is launched;
    • Within 1-2 weeks after launch;
    • Supporting communication during the operation of the system.

     

     

     

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