Promote Viva Glint programs and trainings
Communicating survey expectations and results is an essential part of a strong engagement program strategy.
To prepare your people to participate in Viva Glint survey programs, use Glint's pre-launch and live-window templates to customize and send to the people in your organization . The templates are for guidance only and assume a six-week launch, which may be longer than your timeline. Align your communications as appropriate.
Sample communications aren't generated in the Viva Glint platform.
Various templates are available:
- Presurvey templates for introducing various audiences to the Viva Glint survey process
- Presurvey templates for various times before your survey launches
- Templates to provide leaders to training access
- Survey reminder for when your survey is live
Tips for using Viva Glint templates
- Customize the content to your voice.
- Look for placeholders, like [Company name], and insert applicable information.
- Adapt messages based on your organization’s familiarity with surveying. Organizations new to engagement surveys may want to include more context in messages than organizations who survey regularly.
- Condense the communication cascade as much as possible. Be cautious of information overload.
- Consider the timing of other company-wide initiatives and communication plans. Look for opportunities to align communication and streamline employee touch points.
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Email template for your entire organization
Copy, paste, and customize for internal distribution.
| Template # | Template subject | Suggested timeline for sending |
|---|---|---|
| 1 | Upcoming survey | 1 - 2 weeks before launch |
Template 1 - Engagement and upcoming survey for all employees
To: All Employees
From: [First and Last Name], Chief Executive Officer
Subject: Engagement at [Company Name] for upcoming [Name] Survey
Date: [1-2 days pre-survey]
Dear [First Name],
On [Date], our organization is launching a global employee survey, the [Name] Survey. This is a valuable opportunity for everyone to provide open, honest, and confidential feedback about what it’s like to work at [Company Name].
At [Company Name], we strive to meet ambitious targets that help us stand out in the marketplace and distinguish us as an exemplary employer. To achieve these objectives, we focus on innovation and operational efficiency [adjust based on company focus areas] and create an environment where our people find success and exhibit elevated levels of engagement. Research shows that engaged employees are absorbed in and enthusiastic about their work. Engaged employees find a greater sense of meaning in what they do and work harder because of it.
[Company Name] has chosen Microsoft Viva Glint, a third party, to ensure confidentiality and an exceptional experience for employees providing and receiving feedback. Viva Glint believes that high quality, frequent, and insightful conversations about your happiness at work is paramount to the success of any organization. Watch for a survey invitation and more details in the days ahead.
I’m eager to hear what you have to say and committed to acting on your feedback.
[Salutation],
[Name]
Email templates for senior leaders
Copy, paste, and customize for internal distribution.
| Template # | Template subject | Audience | Suggested timeline for sending |
|---|---|---|---|
| 2 | Upcoming survey | Senior and Human Resources (HR) leadership | six weeks before launch |
| 3 | Upcoming survey | Senior and HR leadership | three weeks before launch |
Template 2 - Engagement and upcoming survey for senior leadership
To: Senior Leadership Team; CC: HR Leadership Team **
From: [First and Last Name], Chief Human Resource Officer
Subject: Engagement at [Company Name] and upcoming [Name] Survey
Date: [Six weeks pre-survey]
Dear [First Name],
Employee engagement is a key focus of our executive team. [Update your company approach with examples of how engagement has been a key focus area or why it is now important]. Engaged employees are absorbed in and enthusiastic about their work. They find a greater sense of meaning in what they do, seeing a connection between their strengths and their role. For this reason, they naturally work harder. These positive behaviors make a difference to our business in terms of reputation, productivity, and profitability.
Our [Name] Survey is live from [date-date] and helps us understand and drive action to improve employee engagement. Employee feedback uncovers opportunities to improve and strengths to leverage apply, and then together we'll take consistent action to create positive change.
[Company Name] has chosen Microsoft Viva Glint, a third party, to ensure confidentiality and an exceptional experience for employees providing and receiving feedback. Viva Glint believes that high quality, more frequent, and insightful conversations about engagement lead to happiness and success for people at work. Short, simple feedback surveys will provide the right people with the right data to improve our business.
You play a significant role in the survey process, from emphasizing the importance of the survey to empowering post-survey action. You're essential to creating an environment where people feel heard and empowered to help drive success.
Take these actions to help support your organization, managers, and employees before, during and after the [Name] Survey:
- Communicate the importance of the [Name] Survey, including participation, honest feedback, and action based on feedback.
- Be transparent about company and organizational results.
- Take ownership of your results and use them as a catalyst for ongoing conversations with your team about what needs to be solved, who can help, and actions that drive forward progress. Hold your managers accountable for doing the same.
- Model best practices.
Human Resources is here to support you throughout this process. Reach out with questions.
[Salutation],
[Name]
Template 3 - Engagement and upcoming survey for leadership
To: Leadership/VP
From: [First and Last Name], Chief Human Resource Officer or Senior Human Resources Business Partner
Subject: Engagement at [Company Name] and Upcoming [Name] Survey
Date: [Three weeks pre-survey]
Dear [First Name],
Employee engagement continues to be a key focus at [Company Name]. [Update per company approach with examples of how engagement has been a key focus area or why it is now important]. Engaged employees are absorbed in and enthusiastic about their work; they find a greater sense of meaning in what they do, see a stronger connection between their strengths and their role, and expend discretionary effort in their performance. These positive behaviors make a difference to our business in terms of reputation, productivity, and profitability.
Our [Name] Survey, is live from [date-date] and helps us understand and drive action to improve employee engagement at [Company Name]. Employee feedback uncovers opportunities to improve and strengths to build on, helping us take consistent action to create positive change.
[Company Name] has chosen Microsoft Viva Glint, a third party, to ensure confidentiality and an exceptional experience for employees providing and receiving feedback. Viva Glint believes that high quality, frequent, and insightful conversations about engagement lead to happiness and success for people at work. Short, simple feedback surveys provide the right people with the right data to improve our business.
Take these actions to support your organizations, managers, and employees before, during and after the [Name] Survey:
- Communicate the importance of [Name] Survey, including participation, honest feedback, and action.
- Take ownership of your results and use them as the basis for ongoing conversations with your team about what needs to be solved, who can help, and actions that drive forward progress. Hold your managers accountable for doing the same.
- Integrate the [Name] Survey into your business processes (e.g., quarterly meetings) and leadership practices (e.g., training and development).
- Champion employee engagement as a critical element of company strategy and a key enabler of business performance; ask about people metrics whenever you ask about business metrics
- Review and share the Manager Quick Guide to Interpretation and Conversation and the Manager Coach to an ACT Conversation to help shape an organization-specific support and rollout plan.
Your HRBP will schedule time in the next two weeks to walk through a rollout and communications plan for your organization. Managers receive the [Name] Survey prep communications by [date].
Please speak with your managers about preparing for the survey launch and post-survey activities.
[Salutation],
[Name]
Email templates for managers, HRBPs, and other company leaders
Copy, paste, and customize for internal distribution.
| Template # | Template subject | Audience | Suggested timeline for sending |
|---|---|---|---|
| 4 | Upcoming survey | Human Resources Business Partners (HRBPs) | Four weeks before launch |
| 5 | HRBPs | Two weeks before launch | |
| 6 | Managers, other leadership | One week before launch | |
| 7 | Managers, other leadership | During survey window |
Template 4 - Engagement and upcoming survey for HRBPs
To: Human Resources Business Partners
From: [First and Last Name], Chief Human Resource Officer
Subject: Engagement at [Company Name] and Upcoming [Name] Survey
Date: [Four weeks pre-survey]
Dear [First Name],
Engaged employees are absorbed in and enthusiastic about their work and find a greater sense of meaning in what they do. When people see a connection between their strengths and their role, their performance is naturally enhanced. These positive behaviors make a difference to our business in terms of reputation, productivity, and profitability.
Our [Name] Survey is live from [date-date] and helps us understand and drive action to improve employee engagement. Employee feedback uncovers opportunities to improve and strengths to build upon, promoting consistent action to create positive change.
[Company Name] has chosen Microsoft Viva Glint, a third party, to ensure confidentiality and an exceptional experience for employees providing and receiving feedback. Viva Glint believes that high quality, more frequent, and insightful conversations about engagement lead to happiness and success for people at work. Short, simple feedback surveys provide the right people with the right data to improve our business.
You play a significant role in the survey process, from emphasizing the importance of the survey to empowering post-survey action. You are essential to creating an environment where people feel heard and empowered to help drive success.
We are here to support you throughout this process. Please reach out with questions.
[Salutation],
[Name]
Template 5 - Engagement training for HRBPs
To: Human Resource Business Partners
From: [First and Last Name], Chief Human Resource Officer
Subject: Engagement Training for Upcoming [Name] Survey
Date: [Two weeks pre-survey]
Dear [First Name],
As a reminder, [Company Name]’s [Name] Survey is scheduled for [Date]. This initiative is a key focus area for our [Year] annual plan.
You play a significant role in the process, from emphasizing the survey's importance to empowering your managers to act. You are a thought partner for your managers when it comes to business and people's success. Look for opportunities to build manager capability and facilitate team connections to drive improvements.
We're here to support you throughout this process. Reach out with questions.
[Salutation],
[Name]
Template 6 - Engagement and upcoming survey for managers/VPs
To: Managers/VP
From: [First and Last Name], Chief Human Resource Officer or Senior Human Resources Business Partner
Subject: Engagement at [Company Name] for Upcoming [Name] Survey
Date: [One week pre-survey]
Dear [First Name],
Employee engagement is a key focus at [Company Name]. [Update per company approach with examples of how engagement has been a key focus area or why it is now important]. Engaged employees are absorbed in and enthusiastic about their work and find a greater sense of meaning in what they do. Positive feelings promote a strong connection between people's strengths and their roles, naturally increasing performance. These positive behaviors make a difference to our business in terms of reputation, productivity, and profitability.
Our [Name] Survey, which is live from [date-date] helps us understand and drive action to improve employee engagement at [Company Name]. Employee feedback uncovers opportunities to improve and strengths to build on, promoting consistent action to create positive change.
[Company Name] has chosen Microsoft Viva Glint, a third party, to ensure confidentiality and an exceptional experience for employees providing and receiving feedback. Viva Glint believes that high quality, frequent, and insightful conversations about engagement lead to happiness and success for people at work. Short, simple feedback surveys provides the right people with the right data to improve our business.
Take these actions to support your employees before, during and after the survey:
- Communicate the importance of [Name] Survey, including participation, honest feedback and action based on results
- Take ownership of your results and use them as a basis for better ongoing conversations with your team about what needs to be solved, who can help and actions that drive progress.
- Discuss findings with your team and commit to one focus area. Overcommitting can lead to disappointing results.
- Review and share the Manager Quick Guide to Interpretation and Conversation and the Manager Coach to an ACT Conversation to help shape an organization-specific support and rollout plan.
Inform your team that the [Name] Survey launches [date] and emphasizes the importance of their voice. The more meaningful feedback you collect, the greater impact you have on your team’s success. Note that for the confidentiality and integrity of surveys, only managers whose team responses meet the minimum confidentiality threshold will receive results in the Viva Glint platform.
Please reach out to your HRBP for support or more information. We are here to set up you and your team up for success with the [Name] Survey.
[Salutation],
[Name]
Template 7 - Survey reminder
To: Business Units/Functional Groups
From: [First and Last Name], Senior Leader or VP
Subject: Engagement at [Company Name] for Upcoming [Name] Survey
Date: [During survey window]
Dear [First Name or Team],
The [Name] Survey is important to me. I’m looking forward to reviewing the findings for our team and learning more about what you think and feel about working at [Company Name]. Given the realities of day-to-day life, I don’t have enough opportunity to have meaningful conversations with most of you and it’s challenging to dig deep into the kinds of topics the [Name] survey covers.
Participating in this survey gives you the chance to communicate, challenge us, and tell the truth about your experience at work. Your voice, insights, and opinions matter.
If you haven’t yet taken the [Name] Survey, please do so today. It’s confidential and yields data to improve our team’s engagement and the company overall. Your survey invitation is emailed to you.
Please make the most of this opportunity to let your voice be heard.
[Salutation],
[Name]
Email templates for customer stakeholders
Copy, paste, and customize for internal distribution.
| Template # | Template subject | Suggested timeline for sending |
|---|---|---|
| 8 | Vision, strategy, and design prep | Five weeks before launch |
Template 8 - Vision, strategy, and design preparation
To: Customer stakeholders participating in Vision, Strategy & Design Planning
From: [First and Last Name], Survey Project Lead
Subject: Viva Glint Vision, Strategy and Design Preparation
Date: [Five weeks pre-survey]
Dear [First Name],
As you know, [Company Name] is planning for our [Name] Survey, which is live from [date]. Our [Name] Survey helps us understand the unique elements that motivate employees to do their best at [Company Name] and establish a regular cadence for conversations about what matters most. To ensure the [Name] Survey aligns to our company priorities, values, and culture, share your opinions to help drive improvements for our people and business.
Vision and Strategy Planning
To identify strategies for [Company Name] for increasing employee engagement, we are collecting information on our culture, priorities, stakeholders, etc. through a comprehensive discovery process. You may be asked to share insights into existing practices, barriers that may be keeping employees from bringing their best selves to work each day, and solutions for improvement.
Design Planning
A detailed design process is being put in place to ensure our [Name] Survey is set up for success - including identifying survey questions, confidentiality expectations, benchmarks, and action plans. Please use this opportunity to provide input to ensure our final program is tailored to [Company Name]’s unique environment and delivers valuable and actionable insights.
Resources
You will leverage multiple resources throughout our planning process. Additional resources and details on expectations for participation and input are forthcoming.
Transformation Workshop Invite (remove if not applicable)
Objective: Identify current and future capabilities needed within [Company Name] to successfully adopt practices leading to continuous employee conversations and increased employee engagement. The workshop includes activities focused on [Company Name] stakeholder groups (e.g., senior leaders, managers, employees, etc.) to clarify expectations and identify barriers and solutions for success.
Preparation: You have been assigned to a stakeholder group (e.g., senior leaders, managers, etc.). Each stakeholder group includes a team comprised of multiple types of stakeholders. You will be asked to be the voice of your stakeholder group by representing their perspectives throughout the day. To prepare, please consider the following questions with your stakeholders in mind:
- What is important to this stakeholder group (what they care about, their people challenges etc.)
- What does employee engagement mean to them?
- What skill set and capabilities do members of the group have today?
- What skill set and capabilities are needed to enhance employee engagement and enable continuous conversations at [Company Name]?
Following the workshop, the Viva Glint team takes the feedback from the day and translate it into a three-year transformation plan, including a summary of recommended themes to measure in the survey.
I'm available to support you throughout this process. Reach out with questions.
[Salutation],
[Name]