Tools Deep Dive Survey

Use the Tools Deep Dive survey to understand if people feel they are provided with the right tools – and whether they are up-to-date, fit for the task at hand, and easy to use.

From this survey, you’ll get a clear view of how your people feel about the tools you provide, and if there are any gaps in your organisation to fill.

When to use this survey

• If another survey showed this as an area for improvement

• Before trying to improve your working processes

• To support your hybrid or remote-working team

• If you have encountered a low Tools Score in your Organisational Fitness matrix

How the survey is scored

This Deep Dive survey addresses four criteria of Tools:

Digital & Connected
Fit for Purpose
Reliable/Available and
Easy to Use

By listening to your employees along these key dimensions, you will be able to uncover the detailed specifics of tools-related issues in your organisation. Asking 12 questions on a 5-point Likert scale, from strongly agree to strongly disagree, this Deep Dive first finds each survey respondents’ total score. This is based on the proportion of positive answers (‘agree’ and ‘strongly agree’). Combining these scores, the average over all respondents is calculated, deriving the overall Tools score. This survey also contains four open-text questions, to understand and add context to the scores and support your findings.

Introductory Text

In this survey, we’ll ask you about 4 core areas of tools - from how up-to-date tools are, to whether they are the right tools to do your job. This will help us understand how fit for purpose our tools are, and will guide our next steps – with the aim of making {our organisation} a better place to work.

Digital & Connected

The Digital & Connected dimension of Tools helps you understand how the tools your organisation provides are encountered. Are your teams’ tools up-to-date, reliable, and easy to use?

The Digital & Connected dimension is made up of the indicators: Modern, Synchronised, Consolidated and an open-text question.

Indicator	Question	Rationale
Modern	I work with modern, digital tools that keep pace with the latest changes in technology.	Tools are up to date and are reviewed and upgraded to keep up with changes in the industry.
Synchronised	I can rely on the information in our systems because it is always up to date and accurate.	People require systems to be accurate and up to date in order to carry out their roles effectively.
Consolidated	I work with a few systems and never feel overwhelmed by the number of technologies I am asked to use for my work.	A manageable number of tools should be used and systems should be interconnected where possible.
Open Text	What tools or systems do you think are out of date or need to be modernised and how does this impact your work?	Allows for people to answer “None” but also captures open text feedback on impact and improvements.

Fit for Purpose

The Fit for Purpose dimension of Tools helps you establish if your tools are set up correctly for each employee, so people can be productive and work efficiently.

The Fit for Purpose dimension is made up of the indicators: Work Coverage, Configuration, Quality and an open-text question.

Indicator	Question	Rationale
Work Coverage	I have been given appropriate tools that cover all my regular tasks.	People have all the tools they need in which to carry out their jobs.
Configuration	The tools I have been provided are set up correctly.	For people to maximise the effectiveness of tools, they must be set up correctly.
Quality	Our tools and systems help my team to be more productive and efficient.	The standard and features of tools have an impact on how productive and effective people are at work.
Open Text	Can you think of one change to a tool or system that would make your working life easier or better? Please explain the reasons for your answer.	Looks for specific tools or systems that can improve efficiency and/or productivity and collects data on what benefits these tools may provide.

Reliable/Available

The Reliable/Available dimension of Tools lets you know how reliable your tools are. In your employee experiences, are their tools always working and available, and what happens when there’s an issue?

The Reliable/Available dimension is made up of the indicators: Ready for Use, Reliability, Resolution Time and an open-text question.

Indicator	Question	Rationale
Ready For Use	When I need a tool, system or resource for my work it is always available and ready to use.	Tools are available and ready to use when required, avoiding delays on time critical work.
Reliability	I trust that tools and systems will work consistently and are highly reliable.	For people to carry out their roles effectively, tools and systems must be dependable and working consistently.
Resolution Time	Should my tools develop a fault, it is resolved quickly and I can return to work without delay.	Issues are resolved quickly and work can resume with minimal disruption.
Open Text	Think of a time when you had a problem or fault with a tool or system. Was your problem resolved in a timely manner and were you satisfied with the solution?	Identifies the resolution time to a problem and informs potential actions to make this process more efficient.

Easy to Use

The Easy to Use dimension of Tools checks that everyone can easily use their tools, and if they help employees to avoid making errors in their work.

The Easy to Use dimension is made up of the indicators: Intuitive & Simple, Accessible, Accurate and an open-text question.

Indicator	Question	Rationale
Intuitive & Simple	Our tools are simple and easy to use, new joiners quickly learn how to use them effectively.	Tools should be easy to learn and simple to use effectively by all people.
Accessible	Everyone can use our tools, including any person with a special need or limited ability.	Teams are made up of individuals with different abilities. All people should be able to use the tools effectively.
Accurate	Our tools help prevent errors and ensure we carry out appropriate checks of our work.	Tools and system should help to minimise the risk of errors and inaccuracies in the company.
Open Text	When new people join your team, which tool or system do they find hardest to learn? Please explain why they find it challenging.	Captures feedback on specific tools and systems that may be complex and seeks to understand the challenges.