How to Write a Complete Survey Report
Finding ways to encourage a large number of responses to your surveys is an art. But so is analyzing the data in a way that lets you turn it into actionable insights.
Once you’ve done all the hard work of persuading your users or customers to fill out your survey, the last thing you want is to have all that important data go to waste.
This happens when surveyors take the answers at face value. The survey outcome only becomes actionable when data is analyzed.
That’s why it’s so important to formulate a complete survey report.
What Is a Survey Report?
A survey report is a document with important metrics gathered from customer feedback.
The goal of a survey report is to present the data in a full and objective manner. The report presents all the results that were collected.
A complete survey report includes:
- Completion rates
- Number of responses
- Date of last response
- Survey views
- Breakdown of answers per survey respondent
- Breakdown of closed-ended questions
All of these are calculated or broken down for you within the Survicate dashboard.
Let’s analyze why these metrics are important and what they tell you.
The completion rate is the number of questions answered divided by the total number of questions in your survey.
If you have a survey of 12 questions but most respondents only answered 6 of those, you have a completion rate of 50%.
Depending on the survey tool you use, the completion rate can indicate many things.
For instance, if most respondents were only asked 6 questions out of 12 because half of the questions were not relevant and were skipped, that’s likely a completion rate you’ll be happy with.
With Survicate, you will see responses from partially completed surveys so you don’t miss out on valuable data.
Number of Responses
You need to know exactly how many people responded to your survey to have enough data to properly analyze your survey results. Beware – some forms of survey tools may not count individual respondents, instead just their responses to individual questions.
Hence, it’s important that your survey platform allows you to count how many different people responded, so you can determine whether you have a significant sample size.
How do you determine the sample size you need?
This depends on what data you want to analyze – from your entire audience or just those from a chosen segment.
For example, if you are a beauty brand that sells face creams specifically for women over thirty-five, you may find in your survey that you also have younger women who use your products.
You may decide to segment these responses into separate age groups to obtain the data you want.
So, if you were surveying them on the effectiveness of a new age-defying cream, you may find that the women under thirty had very different responses to those in their sixties.
This is the kind of data that you could have overlooked but can help you with your marketing efforts (and will result in a survey report that's pure gold!).
If you are using Survicate, make sure to integrate with a distribution tool that gathers demographic data. You can also include demographic-style questions in your survey.
Date of Last Response
If you’re running a survey for a short and specific time period this may not seem important.
Still, if you ask customers to fill out a customer service feedback survey after every ticket is closed, you may get years of data. This can help you figure out whether your customer service team is properly trained.
On the other hand, if you introduce a redesign on your website, develop a new feature, or make some other significant change, a long-term NPS or CSAT survey can show you the impact.
When you are able to determine the response time, you can split your data and analyze responses relevant to each new implementation.
You need to know the total number of survey views and total of unique survey views (the number of total views versus the number of different people who viewed the survey, as some people may have viewed it more than once).
If there is a large disparity between these two totals, this can point to several things.
First, your survey may be targeted at a large audience and the questions aren’t relevant enough for all your respondents to answer.
Respondents may also view the survey and then decide not to take it because:
- They don’t have the time
- They don’t have the right device (things like open-ended questions can be difficult and tedious to answer on a small phone screen)
- They see the first questions and decide that taking the survey isn’t for them
Such insights can let you know whether you need to work on your survey design or customer segmentation.
Breakdown of Answers per Survey Respondent
You want to see the breakdown per respondent so you can see how individuals answered all the questions in the survey. This can be helpful for seeing trends in certain respondents’ answers.
For example, you may notice a pattern that each person who dealt with a particular customer service agent gave a negative response to your Customer Effort Score (CES) survey.
Then you know you need to train that agent and improve their performance.
Within the “analyze” tab, Survicate allows you to click on any response to view the other answers.
Breakdown of Closed-Ended Questions
When you think of a survey report, you likely picture graphs and pie charts displaying the data attained from closed-ended questions.
This is important for a good survey report because it allows you to take in a large quantity of data at a glance, and can be easily distributed to those who may find the data valuable.
Graphic representation makes survey analysis user-friendly and doesn’t require a lot of time or prior skills to analyze.
In the example below, we can see the NPS (Net Promoter Score) response breakdown – we know that over 75% of respondents are promoting our brand, 3.2% are detractors, and we had 800 overall responses. All of this data is plain to see and easy to interpret.
Survey Report Example
If you’re not sure how to present questionnaire results, choose a survey tool that will prepare a mockup for you. Make sure the software you are using doesn’t just spit out rows of data in a spreadsheet.
With Survicate, you don’t have to write a survey report manually. You get a results summary within the dashboard, with all the most important metrics ready-to-screengrab.
Here’s an example of a basic survey report from Survicate:
We recommend you integrate Survicate with Google Sheets to get live updates in spreadsheet format.
With the click of a single button, you can jump to survey results and even follow up with the respondent.
You don’t need a dedicated team to crunch survey insights for you. A great survey platform will organize your respondents’ data into an easy-to-read dashboard and helps you start acting on the data you’ve received.
Start creating awesome survey reports with an easy-to-read dashboard that saves you a ton of time. Survicate offers a freemium plan. Run a single survey for 7 days and collect as many responses as you can. Sign up and start collecting feedback today!