Monday Productivity Pointers

- [Oliver] Feedback is one of the keys to improvement. I'm Oliver Shankdon. And in today's Monday productivity pointer I want to show you how you can easily gather feedback by creating, sharing and even analyzing surveys using Microsoft Forms. Now, there are so many ways you could utilize these forms to get feedback from coworkers, customers, clients, students, whoever. In order to access Microsoft Forms you can navigate to your https://www.office.com dashboard. If you don't already have a Microsoft account you can sign up for one here for free. You'll see down here, sign up for the free version of Office. Now I'm already signed into my account and on my Office 365 dashboard, I can get two forms by going on the side and down to the forms app. I can also go up to the top at the waffle icon and select the forms app from here. You may need to click on all apps if you don't see it. Once you click on all apps you'll be able to see each of them that you have access to. Now, you can also get there though by navigating to https://www.forms.office.com. Now, inside my forms account I do have a sample that I can show you. It's a post-meeting survey. I'm going to go ahead and click on that. And this is one that was created inside of this account. And for that reason, if I click here, I can edit it. I could change things here could change the number of stars, what we want it to be, maybe numbers instead. I can delete it, move it and more. But I don't want to do this right now. Up at the top, I want to show you another cool feature within forms. And that is the ability to preview a survey that you create. So if I click preview, this is what it will look like for people who receive it on a computer. At the top I can also go to the right and click on mobile to see what it will look like if somebody receives it on a mobile device. And I like the way it looks in both. So good to go there. I'll click back. And then finally I want to show you one other really neat feature and that is the ability to analyze the responses. In this specific example I've already received six responses, and I can see that because there's a six next to responses in this tab. I'll click on responses and here I can see more information into the results. I can see the number of responses the average time to complete. I could open all of this in an Excel spreadsheet. Down below it shows me the answer to number one, how helpful was today's meeting? I got a 4.17 stars out of five, which is good. Did it address the agenda? Six out of six said yes. Information about their roles. Other ones here they typed in answers as to questions they needed addressed or suggestions for upcoming meetings. So as you can see, you can take a look at all of the information that you gather from these surveys and use it to improve. So how do we create one of these? Well, the good news is, is that it's simple. I'm going to go back up to the top left, click on forms to navigate back to my forms main page. From here, I'll click on new form. And we get this very simple page. Now let's say that I'm creating a quick survey for an energy webinar that I hosted. In here, I'm going to put the name of it. After that, we can put a description below that if we want. In this case, I'm going to leave that blank. And then on the right, I can click on this image icon if I want to add an image. Something I like to do to add a little spice to the form. Here we can use an image search from Bing, upload something from one drive or upload it from our computer. In this case, on my computer I have a logo that I want to use. So I'll click on that and it will upload it here to the top. So now it looks like this. Now below here, I can begin adding questions. When I click on add new from here I can choose from multiple choice, a text answer, a rating, a date. From the dropdown, I have more options like a ranking or a likert scale, even a net promoter score. So for the first one, I am going to add a rating. I'll type in here. How would you rate today's webinar? This is pretty straight forward. I'm going to keep it at five stars. You could go further and explain what you mean by that. But in this case, I'm just going to keep it like that. You could require this question if you want to. In this case, I'm not going to. I'm going to go to the bottom and click add new to add my next question. And for this one, I want a multiple choice. And I'm going to say, did the webinar meet its goals? Once I do that, they'll often suggest options here. And based on this question they're saying yes or no are good options. And I would have to agree with that. Let me go in and change that. Next I'll add a new question. And this time I want to put in a net promoter score. So let's see how well it's received. By default it says, how likely are you to recommend us to a friend or colleague? I just want to customize it here and put how likely are you to recommend the KinetEco webinar to a friend? We can require that if we want. I'm going to add one more and just to show a text-based one. So here I could put something like any suggestions for future webinars. And down here at the bottom is where they can type in that answer. However, I do have the ability to turn on long answer if I want them to be able to type out more texts. And in this case I do, because I want any suggestions that they have. Now, if I screw up to the top I can quickly preview this survey. See what it looks like to someone on a computer as well as a mobile device. Another thing that I can do when I back up up at the top, I can change the theme. So if I click on theme, I have the ability to add in some different colored backgrounds and you can even customize which you may want to do if you use this a lot. Here, I'll click on a different color. And as you see, it kind of changes that theme. I'm going to go back to green now. And then on the far right, we have this three dot icon which we can click on to access the settings. And this is very important within these forms. You want to decide who can fill it out. Anyone with the link or only people in your organization? When you're doing it, do you want to record the name of the person who answered or you would check that off if you want it to be anonymous? Now you can also check if you only want one response per person. In this case I would. And then options for responses. So accept them, you could put a start and end date, shuffle the questions and more. So adjust those settings. When you're done, you click share and you get a bunch of different options for sharing it. You can copy the URL and share that out via social media. You could share it by sending it out through a Teams meeting, anywhere. Now, also at the bottom, you can choose a QR code. You can embed it or even send it out as an email. So that's how easy it is to create and share a survey in Microsoft Forms and then analyze the results once people have responded. This is a great way to get important feedback and something I think everyone would benefit from. Until next time, happy learning and stay safe.