Step 3 – Feedback and Reporting
It is important to maintain the integrity of the process and to respect the contribution of your team(s) by providing timely feedback and sharing the results, ideally in a group environment.
Once the survey has closed, the next step is to analyse the results. The data can help highlight areas to focus on in more detail in the debrief phase. Whether conducting analysis internally or externally, thought should be given up front to the type of analysis and reporting you wish to be completed.
In the SAQ the data is represented as subscale scores and as individual items.
The CEC provides tools for data interpretation, data analysis and reporting of the SAQ. Scoring and data analysis information relates to the SAQ survey and use of QARS only.
The facilitated discussion and reporting information can be applied to any tool used to survey safety culture.
Data from QARS can be transferred to a specially formatted excel spreadsheet to calculate domain scores. There is also a report template that can be populated using those domain scores.
If using the CEC templates
- How to retrieve data from QARS
- Calculating the SAQ scores from QARS data - detailed instructions on downloading the data into Excel calculator
- Video demonstrating how to calculate scores
Consider:
- Lay out the purpose and goals for the session
- Set the tone and create an inclusive environment by offering a safe space
- Set the ground rules with the group and include an agreement to allow the contributions of others without judgement
- Guide the group to set the discussion topics - ask questions or offer ideas only to advance the discussion
- Keep discussions constructive and positive
- Summarise or clarify important points, arguments, and ideas
- Wrap up the session on a positive note and with an agreed action plan
- Aiming for short and frequent sessions to increase attendance – consider how those staff who work night shift will receive feedback
- Collect feedback following sessions
- Keeping a record of the attendance
This should occur no less than two weeks following the close of the survey.
Develop a suitable local process for communicating the results to staff. For example, multiple sessions might be necessary for larger teams, so everyone gets the opportunity to be involved. Sponsors and leaders are responsible for allocating the time and space to share and explore the results in partnership with an identified local support person who has leadership and culture change expertise.
Include in the discussion:
- Presentation of the safety culture survey subscale scores and high/low scoring items
- Facilitated discussion guided by the questions
- "Does this look like your team?"
- "Why or why not?"
- "I this is where you are now - what would better look like?"
- Space for the team to identify and agree on a way forward by reflecting on the question "How would you get there?"
Generate a report to collate and present all the analysed safety culture data. As a feedback tool it is critical to share the report with participants to enhance an understanding of the process and outcomes. Suggested contents to include:
- Executive summary
- Introduction: include some background information, reasons for running the safety culture survey and potential benefits
- Methodology: include background on the survey instrument, an explanation of the domains and details of the sample surveyed
- Demographics: include a breakdown of the demographic profile of those surveyed
- Key findings/results:
- Top five priorities to improve, mean scores for the satisfaction items, mean scores for the six safety climate domains
- Top five performing items and bottom five performing items
- Item breakdown by domains. This section will include the mean scores for all items on the survey, grouped by the domain to which they belong
- Item breakdown by demographic group: include the item results for each survey professional group, employment status, etc.