Organizational Network Analysis (ONA) - Practitioner Course Module 2 - Setting up the Survey


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This is the content we cover during the Organizational Network Analysis (ONA) - Practitioner Course Module 2 - Setting up the Survey in ONA Surveys (

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Organizational Network Analysis (ONA) - Practitioner Course Module 2 - Setting up the Survey

  1. 1. ONA Practitioner Course Module 2 – ONA Surveys ONA Practitioner Course Ι Ι 1
  2. 2. Cai Kjaer / Laurence Lock Lee • Setting up your survey • Working with mailing lists and other lists • Creating relationship sets and network questions • Previewing and launching the survey • Tracking progress and downloading responses Week 1-2 Week 3 Week 4 Week 5 E-learning: Introduction to ONA Module 1: Scoping your ONA project Module 2: Setting up your ONA survey Module 3: Visualise networks with NodeXL Self-paced Instructor Patti Anklam Instructor Cai Kjaer / Laurie Lock Lee Instructor Marc Smith Ι Ι 2
  3. 3. Traditional data capture  Manual consolidation of data  Low risk of error  High chance of error  Error free export to leading graphing tools  Re-work  No re-work  Labour intensive  Database or Excel macro expertise needed  SLOW  No special expertise required for data collection  Up to 90% FASTER Lots of grunt work involved in piping text from the name generator questions into the name interpreter questions and using "display logic" to only show those slots for alters that the respondent chose to fill out. The one big downside is that I had to explicitly specify a maximum number of alters and reveal that number to the respondent by listing N slots -- this implicitly suggests that they "should" enter that many names. Additionally, there is a LOT of annoying (but not difficult) custom coding involved in converting the output into network data format.” Ι Ι 3
  4. 4. Flow of survey – from a respondent’s perspective • • • • 1 Email message to respondent Email addresses comes from mailing list Includes hyperlink to survey Includes instructions if link for some reason doesn’t work. Ι Ι 4
  5. 5. Flow of survey – from a respondent’s perspective • 2 Number of steps involved • • Landing page Additional survey introduction text. Ι Ι 5
  6. 6. Flow of survey – from a respondent’s perspective • • • • 3 The ‘About you’ section includes questions about the respondent, e.g. demographic Not about their relationships! No technical limit to number of questions, but you risk poor(er) response rate if you add too many. Note: If you can collect this data through other means (e.g. already exist in a corporate directory) then don’t ask. You can add these attributes to a list (covered below). Ι Ι 6
  7. 7. 4 Flow of survey – from a respondent’s perspective • Name generator question – it’s objective is to get respondent to think about their relationships in a particular context. • • List of people relevant in this context. We refer to this as a ‘Relationship Set’ – In this survey we have provided names which are relevant in a social context. • • Snow ball vs bounded Do you want people to be able to add new names? Ι Ι 7
  8. 8. Flow of survey – from a respondent’s perspective • • • 5 Relationship Question These are the one’s which will result in connecting two nodes/vertices on a map The strength of the relationship is determined through the rating scale • • This relationship set (‘Social’) is questioncentric. The next relationship set (‘Work’) is personcentric…let’s see the difference. Ι Ι 8
  9. 9. Flow of survey – from a respondent’s perspective • 6 Name-generator question, but now choosing people in a different context…’Work’. • • Here the ‘Add people’ option is turned off This is called a ‘closed survey’, or mapping a ‘bounded network’ Ι Ι 9
  10. 10. Flow of survey – from a respondent’s perspective • • 7 Person-centric layout. The respondent will complete the questions for each person selected…then move to next question. Ι Ι 10
  11. 11. Comparing side-by-side Question-centric People-centric Ι Ι 11
  12. 12. Final step - Asking ‘Wrap Up’ questions • 8 This is in reality an ‘About you’ question, just positioned at the end of the survey. Ι Ι 12
  13. 13. Hands-on: Logging on to ONA Surveys • Log on to ONA Surveys. • Click on the ‘Account’ page to validate your subscription type and expiry. • Click ‘Create new survey’ and enter – Survey name – Survey introduction (text that appears on the landing page) – Thank you text • You can click ‘Save’, or continue to the ‘About you’ questions by clicking ‘Save / Next Step’. Ι Ι 13
  14. 14. Create ‘About You’ questions • Consider the survey design document • Question text • Which questions should you ask to collect data about each respondent, eg.: – Where they work? • – Hierarchy? • – Time in role? Compulsory or not Short name (used when data is exported) – …etc, etc. • • • Answer options One can be made default ‘Coding’ text will be exported Ι Ι 14
  15. 15. Question Types Matrix question What is looks like for the respondent Ι Ι 15
  16. 16. Positioning questions – start or end of survey • This can choose anthe ‘About you’ question • You is in reality if ‘About you’ question, just positioned at the end of the survey. at the appears at the start of the survey or end. • ‘End of survey’ means AFTER the relationship questions Ι Ι 16
  17. 17. Hands on: Create questions • Create 2-3 questions • One should be a matrix question Ι Ι 17
  18. 18. Working with questions • Add introductory text to a question • Add a new question • Duplicate, move or delete questions Ι Ι 18
  19. 19. Adding relationship questions • Relationships in different contexts – ‘Relationship sets’ Work Social You can choose you map one or multiple ‘relationship sets’ Family Ι Ι 19
  20. 20. Adding relationship questions • Here you create relationship sets, or control existing ones • Here you set the options for a chosen relationship set: • Name (keep it short…it is used as the ‘tab’ name for repondents • Node list – the list of names which you want to present to the respondent • Add nodes – turn on or off • Name generator question Ι Ι 20
  21. 21. Be careful – adding relationship questions • The coding field must be a number! • Visualisation tools expect a number (also called a ‘strength of tie’). • If you use characters the visualization tools will fail. Ι Ι 21
  22. 22. Hands on: Create a relationship set and add questions • Think about your design document • What is the business problem you are trying to solve? • The name generator question is very important! – It helps the respondent think about the names relevant for a particular context – “Who do you draw on when you work on [topic]?” • Which questions would help surface the relevant relationship patterns? – “How often do you engage with this person?” – Frequency – “How valuable is this interaction for you” – Value • Create two relationship sets (and therefore two name generator questions) • Create 2 relationship questions for each relationship set. Ι Ι 22
  23. 23. Working with lists • We operate with 2 different kinds of lists – Mailing list (used to email the survey to respondents) applies to the entire survey • Is defined on the ‘Survey Options’ tab – Relationship set list (name which appear with name generator question) applies to one or more relationship sets. • Is defined on the ‘Relations’ tab • Lists can be reused across surveys • Mailing list • Relationship set list Ι Ι 23
  24. 24. Relationship set list • Decisions to be made – Which names should be on the list? – Which attributes do we have for these? • They will appear as nodes/vertices on the map, but given that they may not be surveyed we may not be able to color-code by a particular attribute Work Ι Ι 24
  25. 25. Steps to create lists • Both the mailing and relationship lists are stored in a single spreadsheet • You can access this list from either: – The ‘Survey options’ tab – The ‘Relationships’ tab • We will enter via the ‘Survey options’ tab today • Mailing list • Relationship set list Ι Ι 25
  26. 26. Hands on: Create lists • Click on ‘Survey Options’ tab • Click on ‘Create list’ Note: You can associate your ONA Surveys account with a Google account and use Googledocs to store your lists Today we will be using the ‘Create from template’ option and upload list directly to ONA Surveys. • Click to download the list template. • Save it on your hard-drive and open the spreadsheet Ι Ι 26
  27. 27. Creating lists You can add other column heading This is relevant where you know e.g. ‘business unit’ upfront so no need to include in survey. Mailing list – must have email addresses Do not change column headings for Name and Email Mailing list – must have this one! (while you can use any worksheet which has an ‘email’ column as your mailing list we recommend that you stick with the name ‘Mailing List’ to avoid confusion) Relationship lists (one or more) You can rename these. Ι Ι 27
  28. 28. Relationship lists Only ‘Name’ is mandatory – you can add other columns as you like. Ι Ι 28
  29. 29. Hands on: Add names • Add some names and email addresses to the ‘Mailing list’ – Add your own name and email address as well…we will need that later for training purposes. • Rename the relationship lists to match your project scope – Tip: Call the relationship list the same as your ‘Relationship set’ • Upload your list. • • • • Click on ‘Upload list’ Then type the name of the new list Browse to locate the file on your hard-drive Click ‘Upload File’ Ι Ι 29
  30. 30. Hands on: Applying lists • On the ‘Survey Options’ tab select the mailing list from the dropdown • You will see that the worksheet name appears in brackets. • [G] indicates that it is a Google document (if you use Google) • On the ‘Relationships’ tab select the list from the ‘Node list’ dropdown Ι Ι 30
  31. 31. Previewing the survey • You can preview the survey – Requires that you have the relationship lists set up. • Always a great way to check for typos and logic. Ι Ι 31
  32. 32. Hands on: Publishing survey • Click on ‘Survey Manager’ to get to the main screen of ONA Survey • Your survey is currently ‘Off-line’ – You can edit and delete a survey which is ‘offline’. You can’t do this once it is published • Click on ‘Publish’ in the Action column – You can now ‘Manage’ the survey. That includes sending out emails to respondents Ι Ι 32
  33. 33. Hands on: ‘Manage’ the survey – Sending out emails • This area allow you to manage the published survey ‘Email all’ is the button you need to click when you launch the survey to all. Use ‘Email some’ to send the survey to a small pilot group, or to send out reminders to individuals • Click on ‘Email some’. Ι Ι 33
  34. 34. Hands on: Email all / Email some • Customise the email introduction text – You can reuse the text from the survey introduction. – You MUST retain the {URL} field. – Strongly recommended that you leave the “If you have problem with the link above please do the following: 1. Go to: {Host} 2. Enter your email address ({Email}) and copy/paste the following validation token: {Token} text in the email message • Send the email to yourself and complete your survey. • Tips and notes – Add a ‘firstname’ column to your mailing list and personalise the email message. – Only difference between email ‘all’ and ‘some’ is that you get to choose individuals with ‘some’. Ι Ι 34
  35. 35. Hands on: Checking on progress and fixing problems • On the ‘Survey Manager’ screen click on ‘Manage’ next to your published survey Complete a survey on behalf of a respondent. See how many people have responded to the survey. Fix any incorrect email addresses, or add new respondents to your existing list. Ι Ι 35
  36. 36. Hands on: Downloading survey results • You can download in a range of different formats • Today, we will concentrate on downloading for NodeXL. • If you want to create pie charts, bar charts etc you can download the data for Microsoft Excel. • On the Survey Manager screen click on ‘Download’ Ι Ι 36
  37. 37. Hands on: Selecting the NodeXL format • You can choose to download the data for a single relationship set, or all of them • Click on ‘Download GraphML Full’ • This can then be opened in NodeXL…which will be covered in Module 3 Ι Ι 37
  38. 38. In preparation for the NodeXL module… • Ensure you have installed NodeXL on your PC – Can be downloaded from – Requires Excel for Windows 2007 or 2010. – If you have issues please post on the NodeXL forum • Once installed, click on Programs / NodeXL /NodeXL Template You should see the NodeXL tab in Microsoft Excel: Ι Ι 38