Many organisations still use paper-based employee surveys. In this post, we explore the advantages and disadvantages of using paper-based surveys, shedding light on when they might be the right choice – or when they may hinder your data collection efforts.
In this post:
The advantages of using paper-based surveys
Accessibility for all employees
Paper-based surveys are accessible to everyone, especially those who might not have regular access to computers or internet connections.
This is often beneficial in industry sectors or job roles where employees are often on the move and may not use digital devices as part of their daily roles.
By using a paper format, companies ensure that all staff members, regardless of their digital access, have an equal opportunity to participate.
Enhanced privacy for sensitive topics
Paper surveys can offer a perception of greater privacy, which is essential when dealing with sensitive topics. Some employees may feel uncomfortable about the potential tracking of digital surveys, particularly when discussing issues like workplace discrimination, harassment, or job dissatisfaction.
Paper surveys are less likely to raise these concerns, potentially resulting in more honest and candid responses.
No technological barriers
For employees who are less technologically inclined or may struggle with digital platforms, paper-based surveys eliminate any digital literacy requirements. This is especially important for organisations with a diverse workforce where employees’ comfort with technology varies.
The simplicity of paper makes the survey process more inclusive, removing potential obstacles that could reduce participation rates.
Tactile experience that encourages reflection
For some, the act of physically writing responses on paper can encourage a more thoughtful and reflective approach. The tactile experience can help employees feel more connected to the survey process, which may lead to more considered responses.
This could be particularly useful in qualitative, open-ended questions where deeper insights are sought.
Reduced risk of data loss due to system failures
Digital surveys are susceptible to data loss due to system crashes or connectivity issues, which can sometimes cause responses to be lost before they are submitted.
With paper-based surveys, there’s no risk of data loss due to technical malfunctions, providing a reliable fallback for organisations that have had challenges with digital tools.
The disadvantages of using paper-based surveys
Time-consuming and resource-intensive
One of the most significant drawbacks of paper-based surveys is the amount of time and resources they require.Paper surveys need to be printed, distributed, collected, and manually entered into a system for analysis.
This labour-intensive process is not only slow but also costly, particularly in large organisations where thousands of responses need to be processed.
Risk of human error in survey completion
With online survey questions can be set to be mandatory. However, with paper-based surveys it is quite common for people to not respond to all of the questions. This can skew the data quite significantly, especially where people miss questions out rather than providing negative responses for fear of retribution.
Also, where logic is used in the survey directing people to different questions based on their responses, they can misunderstand the instructions and complete the survey incorrectly.
Risk of human error in data processing
With paper surveys, responses need to be entered into a digital system by someone, which can introduce human error into the data. Typos, misinterpretations of handwriting, and accidental omissions can skew results and reduce the reliability of the data. This is an especially important consideration if accurate, high-quality data is critical to decision-making processes.
There are web-based products on the market that will offer automated survey reading, but in our experience they are still prone to error. Human beings are still better than AI when it comes to reading poor handwriting!
Environmental impact
The environmental cost of paper-based surveys is another significant concern.
The paper, ink, and printing resources required for a large survey can be substantial, creating waste that is out of line with many organisations’ sustainability goals.
For companies committed to reducing their environmental footprint, this may be a strong reason to look at digital alternatives.
Lack of real-time data and insights
Unlike digital surveys, where data can be analysed in real-time as responses come in, paper surveys do not offer immediate insights.
The delay in data collection, entry, and analysis means that managers and decision-makers may have to wait weeks before they can review the results.
This time lag can be problematic in fast-paced environments where quick decision-making is necessary.
Limited ability to add interactive elements
Digital surveys can incorporate various interactive elements, such as logic flows that adapt based on previous responses, multimedia prompts, or dynamic scoring.
Paper-based surveys, however, are static, which restricts the survey design options.
This lack of interactivity can make paper surveys feel less engaging, and it limits opportunities to tailor questions in a way that could improve data quality.
Best practices for using paper-based surveys
If your organisation is considering or committed to using paper-based surveys, there are a few strategies to make them as effective as possible:
Ensure clear, simple language
Use plain language and provide clear instructions. Without the dynamic options of a digital format, the paper survey must be clear to avoid misunderstandings.
Plan for secure collection
To maintain privacy, use locked boxes or other secure methods to collect completed surveys. This reassures employees that their responses will remain confidential.
Provide ample time for completion
Since paper surveys need to be filled out manually, give employees adequate time to complete them. Consider providing dedicated time within the workday to ensure responses aren’t rushed.
Careful data entry and quality control
Implement strict data entry protocols to minimise errors when transferring responses to a digital format. Using double-entry or proofreading methods can help reduce inaccuracies.
Plan for recycling or environmentally friendly disposal
To mitigate the environmental impact, ensure that used paper surveys are recycled or disposed of in an environmentally responsible way.
Alternatives to paper-based surveys
In today’s increasingly digital world, there are alternatives to consider if you’re hesitant about the limitations of paper-based surveys.
Digital survey platforms such as our own employee survey platform are now designed to work on multiple devices, including smartphones and tablets, making them accessible even to those without computers.
Additionally, organisations can consider hybrid approaches, where employees have the choice of paper or digital formats based on their preferences and accessibility needs.
In conclusion
Paper-based surveys have a unique set of benefits, particularly in situations where inclusivity and privacy are essential, or when a tactile, thoughtful response is desired. However, they are not without their drawbacks, especially when it comes to time, cost, and environmental considerations.
For organisations seeking a comprehensive and inclusive survey approach, it’s essential to weigh these pros and cons carefully. In some cases, a combination of paper and digital formats may strike the best balance, offering flexibility while minimising environmental impact and processing delays.