Work climate, or working environment, is a key factor in the development of a company. A pleasant and positive work environment favors the performance, motivation and effectiveness of employees. Making continuous measurements on the state of the team helps at maintaining good vibes in the office. But doing just that is not enough, as an important part of the assessement process is sharing the results. And for this, knowing how to prepare a report with all the precise data is essential.
In this post we show you how to present the data from your work climate assessment to share it with the rest of the members of your organization and be able to continue doing a follow-up that maximizes the results of your company.
What is a Work Climate Survey Report?
When we conduct surveys and interviews to study the climate of a company, the amount of data that is collected can be very overwhelming. But data without context says nothing.
In this sense, a work climate report is a document that serves to display information within an explanatory framework in an orderly, clear and simple manner.
The main objective is to communicate the current situation, show the metrics that explain that situation and, from there, draw conclusions while providing ideas to start an improvement plan.
What kind of data should we include in the report?
The work climate report will be more or less detailed depending on the reader and format. For example, the HRM’s report will not be the same as the one we show to the collaborators in a team meeting.
In the first case, the ideal is to opt for a well-detailed PDF document that contains not only the main information, but also the previous context and the study methodology.
On the other hand, if we want to present it at a meeting to inform employees of the state of the work climate, a Power Point with the main insights along with action plan, would be sufficient.
In any case, there are two types of data that will always be present in a report of these characteristics. Qualitative data and quantitative data.
These data are those that refer to the qualities of a factor and are usually determined through adjectives. They are non-numerical data and correspond, normally, to the open questions surveys and interviews.
This type of information is a bit more complicated to classify than quantitative information, since it is not entirely objective and can be altered according to the cognitive biases of the person carrying out the assessment. But without a doubt it’s a very valuable resource because it represents significant data that reflects the reality of the organization.
It is the numerical data of the report. It forms the bulk of the entire statistical part and corresponds to everything that can be measured and counted. Quantitative data can be taken directly through closed questions or created from qualitative data.
How to write a Work Climate Report?
There is no universal guide on how to write reports of this type and each professional will use their own methods and guidelines. However, complete and competent report must include at least the following points: front page, executive summary, methodology, results, recommendation for an action plan and acknowledgments.
Next, let’s see each section in detail.
It will be the first page that the reader will see. This usually includes the title of the report, the study number, the date, and the name of the company or department.
Here we explain the reason that prompted the study of working environment. It’s a briefly description of the scope of the study, the purpose, the results, the methodology used, the conclusions and the recommendations.
It is not about giving details, but preparing the ground for people who are going to read the report and give them incentives that arouse their interest.
Table of Contents
If the report is very extensive, it is advisable to include a table of contents to serve as a guide for the reader. This must include the name of all the sections together with their corresponding page number, including the annexes.
This is the section where the professional who writes the report details the way in which the study was carried out, including the number of participants and their demographic data, as well as the tools used.
In this type of report, it is necessary to include a background of the organization. This part should include the current situation of the company, what is the corporate culture, the type of working environment, and any important information that should be taken into account to better understand the results.
For example, if the work environment is hostile and there are frequent conflicts, this section is appropriate to account for it.
This section represents the key to all content. In this part of the work climate report, the results obtained from the study will be shown using charts, percentages, counters, comparative tables, and their respective explanations. They are the evidence of the state of the organization.
It is important that the data is displayed in a clear and easy to understand way, since it will be the main support of subsequent measures.
A good way to present the results is to break them down by metrics: Development and Training, Resources and Facilities, Culture and Values, Internal Communication, Mission and Vision, Climate and Motivation and Leadership.
Once the results have been presented, it is time to establish the pertinent recommendations that maintain the good environment or improve it in case of finding disruptions and unfavorable results.
In this article we tell you 10 ways to improve the work environment.
Finally, we can reserve a section to thank the employees for their labor. It is important for the staff to know that their participation in the assessment is essential and without their collaboration, it would not be possible to improve the company’s working conditions.
This simple act of appreciation motivates the workforce to continue participating in future employee surveys.
The work environment in which employees develop their dutys critically affects their satisfaction and, therefore, their performance. Keeping a happy workforce is essential for the proper functioning of an organization.