Flow of Conducting a Focus Survey
This article explains the overall preparation and settings required to conduct a Focus Survey.
1. What is a Focus Survey?
A Focus Survey is a survey conducted with a limited set of questions. It allows you to check the progress of organizational improvements. The questions used in a Focus Survey include both improvement-related questions and customizable questions set by administrators.
Image ❘ Focus Survey Result Screen (Improvement-Related Questions)
Image ❘ Focus Survey Results (Customizable Questions)
2. Settings Required to Conduct a Focus Survey
2-1. Required Settings for Conducting a Focus Survey
Table ❘ List of Required Settings for Conducting a Focus Survey
| Purpose of Setting | Setting Location | Person Responsible | Setting Details |
| Register requirements for conducting the Focus Survey | Focus Survey Implementation Settings |
Administrator *1 |
Response period and implementing departments are set |
| Customizable questions have been completed and saved (optional) | |||
| Register improvement items for the target departments/attributes of the Focus Survey | Action Plan Manager Settings |
Administrator *1 | Action Plan Manager is assigned to the implementing department/attribute |
| Improvement Items | Field Staff *2 |
Improvement items are registered for the department/attribute *3 |
|
| Verify that respondent settings are correct | User Settings | Administrator *1 | "Service Availability" is set to "Available" |
| "Survey response method" is set to either "Answer via email or message" or "Answer using ID" | |||
| Respondent belongs to the implementing department/attribute |
*1 Administrator: A user with the role of “Administrator” or “System Owner” in User Settings.
*2 Field Staff: A user assigned as Action Plan Manager or granted view permissions for the department.
*3 If the Focus Survey uses only customizable questions, improvement item registration is not required.
2-2. Cases Where the Focus Survey Is Not Conducted
Depending on the settings, the Focus Survey may not be conducted as intended.
Please review the following points to ensure your settings are correct.
① Improvement items are not registered for the departments set to conduct the Focus Survey
Departments where the Focus Survey is to be conducted must have improvement items registered. The survey will not be conducted in departments where no items are registered (Example 1).
Example 1
・Focus Survey target departments: "Section 1", "Section 2" (Green)
・Departments with registered improvement items: "Overall", "Division", "Section 2" (Dark Blue)
・Departments where the Focus Survey is conducted: Only "Section 2" (Pink)
In this case, even if improvement items "1" and "2" are registered in the parent departments, they will be visible on the child department screen but
the Focus Survey will not be conducted (Gray)
If you want respondents in "Section 1" and "Section 2" to answer questions about improvement items "1" and "2", you must also register those items in "Section 1" and "Section 2" (Example 2)
Example 2
・Focus Survey target departments: "Section 1", "Section 2" (Green)
・Departments with registered improvement items: "Overall", "Division", "Section 1", "Section 2" (Dark Blue)
・Departments where the Focus Survey is conducted: "Section 1", "Section 2" (Pink)
The Focus Survey results can still be viewed for subordinate departments even if no improvement items are registered for them (Example 3).
Example 3
In Example 2 above, if "Team 1" and "Team 2" are sub-units of "Section 1", the Focus Survey results (for improvement items "1" and "2") for Section 1 can be viewed separately for "Team 1" and "Team 2". (Light Blue)
② Other Cases Where the Focus Survey Is Not Conducted
In addition to missing improvement items, the Focus Survey will not be conducted in the following cases:
Table ❘ Cases Where the Focus Survey Cannot Be Conducted Properly
| Case | Required Action |
| There are no users belonging to the department targeted for implementation. | If there are users you want to respond as members of that department, change their department in the User Settings. |
| The customizable question is still saved as a draft. | Complete the customizable question settings by clicking "Register". |
2-3. How to Check the Registration Status of Improvement Items
You can check the registration status of improvement items for each department or attribute on the “Improvement” screen.
How to check: Confirmation of Improvement Items and Action Plans by Organization/Attribute
Image ❘ “Results / Improvements” “Improvement” screen
3. Setup Steps
- STEP 1. Set up Focus Survey implementation
- STEP 2-1. Confirm Action Plan Manager settings
- STEP 2-2. Register improvement items
- STEP 3. Confirm respondent settings
- STEP 4. Confirm operating environment
STEP 1. Set up Focus Survey Implementation
Configure the overall implementation of the Focus Survey, including selecting target departments/attributes, survey schedule, and question format.
Operation Manual: Focus Survey Implementation Settings
STEP 2-1. Allow Action Plan Managers to Register Improvement Items
Users registered as Action Plan Managers for departments/attribute items can register improvement items. Please confirm that Action Plan Managers are assigned to the departments/attribute items conducting the Focus Survey in “Action Plan Manager Settings”.
Operation Manual: Set Up Action Plan Manager
|
If you grant view permissions in “View Permissions Settings”, users other than those registered as Action Plan Managers can also register improvement items. Operation Manual: Set Up Viewing Permissions |
STEP 2-2. Register Improvement Items
Register improvement items for the necessary departments/attribute items.
Operation Manual: Register, edit, or delete the Improvement Items/Action plan
STEP 3. Confirm Respondent Settings
Confirm that respondents are registered under the conditions required for answering the survey in the User Settings. If changes are needed, update them in “User Settings”.
Operation Manual: User Bulk Settings: registration, editing, and deletion
* If your organization uses shared user information across services, refer to: User Bulk Settings: registration, editing, and deletion
Table ❘ User Setting Requirements
| User Setting Item | Required Condition |
| Login Availability | Set to "Enabled" |
| Survey Response Method | Set to "Answer via email or message" |
| Affiliated Department | Respondent belongs to the implementing department/attribute |
|
When conducting the organizational survey with “Let respondents select organization/attribute” enabled, you must manually update user settings before conducting the focus survey. |
STEP 4. Confirm Operating Environment
Confirm that your environment can receive emails (check IP address settings and sending speed).
Details: About your IT environment
4. During and After the Implementation
Instructions during implementation: Focus Survey: In-Survey Response Rate Management
Instructions after implementation: Focus Survey: Post-Survey Results Analysis