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saypro Audience Survey Results: Employees will need to provide feedback and survey results from the target audience to help determine the best time and date for the event.

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

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Written by

Itumeleng carl Malete

in

SayPro Audience Survey Results: Gathering Feedback to Determine the Best Time and Date for the Event

To optimize the timing and date of your SayPro event, gathering feedback from your target audience is crucial. This can help ensure that the event is scheduled at the most convenient time for the majority of participants, maximizing engagement and attendance. Below is a structured approach to gathering, analyzing, and using audience survey results for event scheduling.

1. Audience Survey Design

To begin with, the survey should focus on understanding the preferences of the target audience, particularly regarding the best time and date for the event. Here are some essential questions you might include in the survey:

Key Survey Questions to Determine Event Timing:

  1. Preferred Time of Day:
    • What time of day works best for you to attend a webinar?
      • Morning (8:00 AM – 12:00 PM)
      • Afternoon (12:00 PM – 4:00 PM)
      • Evening (4:00 PM – 8:00 PM)
      • Late Evening (8:00 PM – 10:00 PM)
  2. Preferred Days of the Week:
    • Which days of the week would you prefer to attend the event?
      • Monday
      • Tuesday
      • Wednesday
      • Thursday
      • Friday
      • Weekend (Saturday/Sunday)
  3. Time Zone:
    • What is your time zone or geographical location? (This will help with conversion and making adjustments for global participants)
      • [Dropdown list of time zones or regions]
  4. Availability and Flexibility:
    • How flexible is your schedule for attending events?
      • I have a set schedule and prefer events at specific times.
      • I am flexible and can attend during a wide range of times.
  5. Impact of Holidays and Seasonal Patterns:
    • Are there any upcoming holidays or busy work periods that could conflict with your availability to attend an event? Please list.
      • [Open-ended question]
  6. Preferred Event Duration:
    • How long would you like the webinar to be?
      • Less than 30 minutes
      • 30 minutes – 1 hour
      • 1-2 hours
      • More than 2 hours

2. Distribution of the Survey

Once the survey is designed, it can be distributed to the target audience through the following channels:

  • Email Invitations: Send the survey link via email to the employees and team members who will be attending the event.
  • Internal Platforms: Post the survey link on internal company communication platforms, such as Slack, Microsoft Teams, or Company Intranet.
  • Social Media (Internal): If appropriate, use your company’s internal social media accounts to promote the survey and invite employees to share their preferences.
  • HR or Departmental Communication: Ask managers to share the survey with their teams to ensure wider participation.

3. Analyze Survey Responses

After collecting responses, it is time to analyze the data to determine the best time and date for the event. Here’s how you can do it:

Steps to Analyze Survey Results:

  1. Aggregate Preferences by Time of Day:
    • Look at the most common time preferences for the event (morning, afternoon, evening). This will help identify the best time slot to schedule your event.
  2. Identify Peak Days for Participation:
    • Analyze the preferred days and identify the day(s) that have the highest availability. This will help you avoid scheduling the event on days with lower attendance.
  3. Consider Time Zone Impact:
    • Use the time zone data to identify if there are regional preferences or if multiple sessions might be needed for participants in different locations.
  4. Examine Availability Conflicts:
    • Identify any seasonal conflicts or holiday periods mentioned by the respondents. This will allow you to avoid scheduling during periods where employees are likely to be unavailable.
  5. Consider Duration Preferences:
    • Based on survey responses, assess the ideal webinar duration (shorter or longer) to ensure the event aligns with the audience’s expectations.

4. Make Data-Driven Decisions

After analyzing the survey data, use the results to finalize the most optimal event timing.

Key Considerations Based on Survey Data:

  1. Most Popular Time of Day: Choose a time that accommodates the majority of employees’ preferences. For example, if most prefer afternoon sessions, schedule the event in that window.
  2. Optimal Day: Based on the data, pick a day that aligns with most participants’ availability. If Friday is the most preferred day, aim for that.
  3. Consider Time Zones for Global Audiences: If the event is global, consider multiple sessions or offer clear instructions on time zone conversions. Use time zone tools or provide a timezone converter link in the event description.
  4. Avoid Conflicting Holidays: Avoid scheduling during major holidays or times of the year when people are more likely to be on leave or unavailable.

5. Communicate Final Decision to Participants

Once the event time has been selected based on the survey results, it is important to communicate the final decision to all participants. Send a follow-up email confirming the event date and time, along with a reminder of the time zone adjustments.

Follow-Up Email Example:

Subject: Event Update: [Webinar Title] Scheduled for [Date & Time]

Hi [First Name],

Thank you for participating in our survey and providing your feedback! Based on your input, we’re excited to announce that the [Webinar Title] will be held on [Date] at [Event Time].

Event Details:

  • Date: [Event Date]
  • Time: [Event Time] (Be sure to check your local time zone)
  • Join the Webinar: [Event Link]

We’ve worked to select a time that best accommodates the majority of participants, and we appreciate your input!

If you have any questions or need further information, feel free to reach out.

Looking forward to having you with us!

Best regards,
The SayPro Team

6. Monitor and Adjust if Needed

After sending out the final confirmation, continue to monitor participation and engagement. If there are still issues with time zones or attendance, consider adjusting future events or offering different time slots in follow-up sessions.

Best Practices for Gathering and Using Survey Results:

  1. Ensure Clarity in Survey Questions: Keep the questions straightforward and easy to understand to avoid any confusion.
  2. Offer Incentives for Participation: Encourage employees to fill out the survey by offering a small incentive like a gift card, extra break time, or a raffle entry.
  3. Be Transparent About Changes: If the final event time differs from the original plan, communicate the reasons behind the decision and thank the employees for their input.
  4. Give Enough Time for Responses: Allow sufficient time for employees to complete the survey, especially if it’s being distributed across different time zones or regions.

By following these steps, SayPro can ensure that the webinar or event is scheduled at a time that maximizes participation and meets the preferences of your target audience. Gathering and using audience feedback is an effective way to tailor the event experience and increase overall engagement.

  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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