Introduce Microsoft Viva Glint programs to your organization: email templates

Communicating survey expectations and results is an essential part of a strong engagement program strategy. You want every person in your organization to understand why you partnered with Microsoft Viva Glint. To share the importance of the feedback programs, customize our email templates. Use our suggested mailing timeframes to coincide with your survey journey.

Consider using [Viva Glint Frequently Asked Questions (FAQs) for survey takers] to prepare your own FAQ document to share FAQs in your introductory email.

Tips for using Viva Glint templates

• Copy and paste the template to your email or business letterhead.
• Customize the content to your voice, brand, and goals.
• Look for placeholders, like [Company name], and insert your information.
• Adapt messages based on your organization's familiarity with surveying. Organizations new to engagement surveys may want to include more context in messages than organizations who survey regularly.
• Condense the communication cascade as much as possible. Be cautious of information overload.
• Consider the timing of other company-wide initiatives. Look for opportunities to align communication and streamline employee touch points.

Email templates

Email template 1: Introduce Microsoft Viva Glint to all senior leadership

This template is intended for the first introduction of Viva Glint to your organization. Consider updating and sending it on a regular cadence or whenever you experience a large turnover or influx in senior management.

To: All senior leadership
From: [First and Last Name], Chief Executive Officer
Subject: [Survey type, such as Engagement, Culture, or Manager Effectiveness] at [Company name]
Date: [Six weeks before the survey launches]

Dear [First Name],

At [Company Name], we strive to stand out in the marketplace and distinguish ourselves as an exemplary employer. To achieve these objectives, we need to focus on innovation and operational efficiency [adjust based on company focus areas] and create an environment where our people find success and exhibit elevated levels of engagement. Research shows that engaged employees are absorbed in and enthusiastic about their work. Engaged employees find a sense of meaning in what they do and work harder because of it.

To support this culture, on [Date] our organization is launching a global employee survey, the [Name] Survey. This is a valuable opportunity for everyone to provide open, honest, and confidential feedback about what it’s like to work at [Company Name]. [Company Name] has chosen Microsoft Viva Glint, a third party, to ensure confidentiality and an exceptional experience for our employees to provide and receive feedback. Viva Glint believes that high quality, frequent, and insightful conversations about peoples' happiness at work is essential to the success of any organization. More detailed information to be in the days ahead.

I'm eager to hear what you and your teams have to say and encourage our organization to be committed to acting on feedback.

[Salutation],

[Name]

Email template 2: Invitation for Vision and Strategy planning for all stakeholders

To: Customer stakeholders participating in Vision, Strategy & Design Planning
From: [First and Last Name], Survey Project Lead
Subject: Viva Glint Vision, Strategy and Design Preparation
Date: [Six weeks before the survey launches]

Dear [First Name],

Together with Microsoft Viva Glint, [Company Name] is in the planning stages for our [Survey Name] survey, which is scheduled to be live from [date]. The goal of this survey is to understand the unique elements that motivate employees to do their best at [Company Name] and establish a regular cadence for conversations about what matters most. To ensure the [Survey Name] survey aligns to our company priorities, values, and culture, we'd like share your input.

Vision and Strategy Planning: To identify strategies for [Company Name] to increase employee engagement, we're collecting information on our culture, priorities, stakeholders, etc. through a comprehensive discovery process. You may be asked to share insights into existing practices or barriers that might keeping employees from bringing their best selves to work each day. We encourage any thoughts prompting improvement.

Design Planning: A detailed design process is being put in place to ensure our [Survey Name] survey is set up for success - including identifying survey questions, confidentiality expectations, benchmarks, and action plans. Use this opportunity to provide input to ensure our final program is tailored to [Company Name]’s unique environment and delivers valuable and actionable insights.

Resources: Additional resources and details on expectations for participation and input are forthcoming.

Transformation Workshop Invite (remove if not applicable)

Objective: Identify current and future capabilities needed within [Company Name] to successfully adopt practices leading to continuous employee conversations and increased employee engagement. The workshop includes activities focused on [Company Name] stakeholder groups (e.g., senior leaders, managers, employees, etc.) to clarify expectations and identify barriers and solutions for success.

Preparation: You're assigned to a stakeholder group. Each group includes a team of multiple types of stakeholders. To prepare, please consider the following questions, with your stakeholders in mind:

• What is important to this stakeholder group (what they care about, their people challenges etc.)
• What does employee engagement mean to them?
• What skill set and capabilities do members of the group have today?
• What skill set and capabilities are needed to enhance employee engagement and enable continuous conversations at [Company Name]?

Following the workshop, the Viva Glint team takes the feedback from the day and translates it into a three-year transformation plan, including a summary of recommended themes to measure in our survey programs.

Your participation is valued and essential!

[Salutation],

[Name, Title]

Email template 3: Introduce upcoming survey to senior leadership

To: Senior Leadership Team; CC: HR Leadership Team
From: [First and Last Name], [Title]
Subject: Upcoming [Name of] Survey at [Company Name]
Date: [Five weeks pre-survey]

Dear [First Name],

Employee engagement is a key focus of our executive team. [Update your company approach with examples of how engagement has been a key focus area or why it is now important]. Engaged employees are absorbed in and enthusiastic about their work. They find a greater sense of meaning in what they do, seeing a connection between their strengths and their role. For this reason, they naturally work harder. These positive behaviors make a difference to our business in terms of reputation, productivity, and profitability.

Our [Name] Survey is live from [date-date] and helps us understand and drive action to improve employee engagement. Employee feedback uncovers opportunities to improve and strengths to leverage apply, and then together we'll take consistent action to create positive change.

[Company Name] has chosen Microsoft Viva Glint, a third party, to ensure confidentiality and an exceptional experience for employees providing and receiving feedback. Viva Glint believes that high quality, more frequent, and insightful conversations about engagement lead to happiness and success for people at work. Short, simple feedback surveys will provide the right people with the right data to improve our business.

You play a significant role in the survey process, from emphasizing the importance of the survey to empowering post-survey action. You're essential to creating an environment where people feel heard and empowered to help drive success.

Take these actions to help support your organization, managers, and employees before, during and after the [Name] Survey:

• Communicate the importance of the [Name] Survey, including participation, honest feedback, and action based on feedback.
• Be transparent about company and organizational results.
• Take ownership of your results and use them as a catalyst for ongoing conversations with your team about what needs to be solved, who can help, and actions that drive forward progress. Hold your managers accountable for doing the same.
• Model best practices.

Human Resources is here to support you throughout this process. Reach out with questions.

[Salutation],

[Name]

Email template 4 - Upcoming survey for HRBPs

To: Human Resources Business Partners
From: [First and Last Name], Chief Human Resource Officer
Subject: We're launching a survey to get your feedback!
Date: [Four weeks pre-survey]

Dear [First Name],

Engaged employees are absorbed in and enthusiastic about their work and find a greater sense of meaning in what they do. When people see a connection between their strengths and their role, their performance is naturally enhanced. These positive behaviors make a difference to our business in terms of reputation, productivity, and profitability.

Our [Name] Survey is live from [date-date] and helps us understand and drive action to improve employee engagement. Employee feedback uncovers opportunities to improve and strengths to build upon, promoting consistent action to create positive change.

[Company Name] will be partnering with Microsoft Viva Glint, a third party, to bring employee surveys into our routines. Viva Glint ensures confidentiality and an exceptional experience for employees providing and receiving feedback. Viva Glint believes that high quality, more frequent, and insightful conversations about engagement lead to happiness and success for people at work. Short, simple feedback surveys provide the right people with the right data to improve our business. From emphasizing the importance of the survey to empowering post-survey action, you're an important part of helping to create an environment where people feel heard and empowered to help drive success.

We are here to support you throughout this process. Please reach out with questions.

[Salutation],

[Name, Title]

Email template 5 - Training for HRBPs

To: Human Resource Business Partners
From: [First and Last Name], Chief Human Resources Officer
Subject: Training for upcoming [Survey Name] survey
Date: [Two weeks before survey launch]

Dear [First Name],

As a reminder, [Company Name]’s [Survey Name] survey is scheduled for [Day of week, Date]. This initiative is a key focus area for our [Year] annual plan. Training is planned around this initiative for:

[Insert dates, times, locations, links, resources for training here]

You play a significant role in this initiative, from emphasizing the survey's importance to empowering managers to act. As a thought partner for managers for business and people's success, look for opportunities to build manager capabilities and help facilitate team connections to drive improvements.

I'm here to support you throughout this process. Please reach out with questions.

[Salutation],

[Name, Title}

Email template 6 - Introduce new survey introduction to all leaders and managers

To: All managers From: [First and Last Name], [Title] Subject: Upcoming [Name] survey Date: [One-two weeks before survey launches]

Dear [First Name],

[Survey goal, such as employee engagement, inclusive culture, manager effectiveness] is a key focus at [Company Name]. Positive feelings promote a strong connection between people's strengths and their roles, naturally increasing performance. These positive behaviors make a difference to our business in terms of reputation, productivity, and profitability.

Our [Survey Name] survey, which is live from [Date-Date] was written to help us understand how people feel and how we can drive action. Employee feedback uncovers opportunities to improve and strengths to build on.

Together, [Company Name] and Microsoft Viva Glint, a third party, ensure confidentiality and an exceptional experience for providing and receiving feedback. Viva Glint believes that high quality, frequent, and insightful feedback conversations lead to happiness and success for people at work. Short, simple feedback surveys can provide the right people with the right data to improve our business.

Take these actions to support your employees before, during and after the survey:

• Communicate the importance of the [Survey Name]** survey. Encourage participation, honest feedback, and action based on results.
• Take ownership of your results and use them as a basis for better ongoing conversations with your team about what needs to be solved, who can help and actions that drive progress.
• Discuss findings with your team and commit to one Focus Area. Don't overcommit! Overcommitting can lead to disappointing results.
• Review and share the Manager Quick Guide to Results & Conversation with your managers.

Inform your team that the [Survey Name] survey launches [date] and emphasize the importance of their voice. The more meaningful feedback you collect, the greater impact you have on your team’s success. All Microsoft privacy and confidentiality standards are upheld.

Please reach out for support or more information.

[Salutation],

[Name, Title]

Email template 7 - Announce survey launch to entire organization

Dear [Employee Name],

[Company name] is committed to ensuring your wellbeing, happiness, and engagement at work. We always want you to:

• Be absorbed in and enthusiastic about your work
• Find meaning in what you do
• See a connection between your strengths and your role and how they inform the way we do business
• Be well and healthy
• Perform at your best

For this reason, we partnered with Microsoft Viva Glint to deliver our [Survey Name] survey. This survey goes live on [Day of week, date]. Please plan to complete and submit your survey no later than [Survey close date]. Surveys may take place repeatedly throughout the year. Frequent surveys allow us to turn your feedback into action and be responsive to your needs.

Refer to this support document for helpful information about taking the survey.

Thank you for your participation.

[Salutation],

[Name, Title]

Email template 8: Reminder to submit survey

To: Team
From: [First and Last Name], Senior leader or manager
Subject: Reminder to complete your [Survey Name] survey!
Date: [During survey window]

Dear [First Name or Team],

The [Survey Name] survey is important to me. I look forward to reviewing your feedback and learning more about what you think and feel about working at [Company Name]. Participating in this survey gives you the chance to communicate, challenge [Company Name], and tell the truth about your experience at work. Your voice, insights, and opinions matter.

If you haven’t taken the [Survey Name] survey, please do so today. It's confidential and yields data to improve our team's engagement and the company overall. Your survey invitation is emailed to you. Refer to this support document for helpful information about taking the survey.

You voice matters!

[Salutation],

[Name, Title]