Best Practice

Reasons to Avoid Sending Mail Surveys During the Holidays

Many experts believe that the holidays are a bad time to ask people to participate in survey research, yet there are still some that will insist they’ve garnered better results during the holiday season. However, despite the success of some people in research during the holidays, we at DataForce Survey and Study Management still do not recommend sending mail surveys so close to the holiday. Below are two of the main reasons we urge you to think twice. 

1. People Are More Stressed During the Holidays

Avoid Sending Mail Surveys During the Holidays

A 2015 Healthline survey that measured holiday stress confirms that the majority of respondents were under stress. According to the results of the survey, 65 percent of generation X, 61 percent of millennials, and 62% percent of baby boomers feel some stress during the holidays. 

When your audience is more stressed they are less likely to show interest in your mail survey. Their mind is more focused on picking the right gift, finances, holiday schedule, and so on. Although you may still receive survey response, it will undoubtedly be lower in quantity and quality than when your audience is in a period in time where they are under less pressure. 

2. A Quarter of Americans Plan to Travel During the Holidays 

Avoid Sending Mail Surveys During the Holidays

According to a survey of more than 1,000 adults conducted by Experian, 1-in-4 Americans plan to travel during the holidays. Among those leaving their home for some R and R, Gen X-ers and millennials will be the ones to travel the most. 38% of Millennials and 35% of Gen X-ers said they typically hit the road during the holiday season, while only 16% of Baby Boomers and 11% of Gen Z members said they travel at this time. During the holidays, your target audience might be out of their house. Your response rate will likely experience a decline by at least a few percentage points as a consequence. 

If you send out your packets during the holidays, there is also a good possibility that your respondents will leave their mail to pile up, and in an effort to catch up, throw out the ones that are least relevant into getting them back on track in their regular daily routine. Hence, the odds that your survey packet will be included with the mail thrown in the trash bin will be quite high. 

If you cannot avoid sending out that mail survey during the holidays, here are our recommendations:

The delivery and return of holiday mail take longer. And, since potential participants are busy and distracted with the season, they tend to put off answering surveys. If you must send out your surveys during a holiday, allow additional time for returns. Most survey projects see the first set of results around 7 – 10 days after mailing, with the bulk of responses coming in between 14 – 18 days after the mailing date. If you are mailing your project around a holiday though, it is better to plan for an additional 1 – 2 weeks for responses, and expect them to be a little lower. 

Check out our post on 3 Tips to Streamline Your Survey Return Schedule

Sending mail surveys during the holidays is not the best idea or strategy to increase your response rate. However, we understand there are situations when you still have to take this course of action. Our mail survey experts at DataForce can help you plan, prepare, and execute your mail survey confidently and flawlessly during this period. For more information on survey fulfillment or any aspect of mail survey management, contact us today!

 

Check out – forms processing services, incentive fulfillment services

By |2020-06-21T15:36:42+00:00June 20th, 2020|Survey Mailing Services|0 Comments
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Tips in Managing a Long Survey

One of the main reasons people don’t complete surveys is because they are too long and complicated. A long and complicated survey is like torture to potential respondents; it’s simply demotivating. If that’s what you’re aiming for, then go ahead and launch that survey. But I certainly don’t think that is anyone’s goal in creating their survey. So, if you’re struggling with a lengthy survey check out these tips and see how they can help you. 

Turn that Catastrophic Long and Complicated Survey into an Ideal Short and Clean Mail Survey

A long survey is an instant no-no for most respondents unless, of course, you are providing a significant incentive. And those respondents that do continue to answer a long survey, well, a study has found that after 15-20 minutes of answering survey questions, data quality is reduced by more than 10%. In short, a long survey can result in a reduction in response rate or data quality. To avoid this scenario, keep your survey length to no more than 15 minutes. Below are some tips to use when a long survey challenges you:

1. Categorize Questions into Crucial, Beneficial, and Expendable

Managing a Long Survey

Categorize your questions in relation to their necessity in answering the research goals and objectives:  Crucial, Beneficial, and Expendable questions. Crucial questions stay, and expendable questions are eliminated. In the middle are beneficial questions that assist in understanding the problem, but are not necessary for answering the objective and goals. They are temporarily removed and returned only when some room is left after all crucial questions have been listed. After the purging, the next step is to check the analysis of the survey, with and without the excluded questions.  This step is vital to determine if there will be a significant difference in the analysis after the changes. 

Moreover, think about adding the questions that were removed on a follow-up survey. A follow-up survey can be done through the same survey distribution method or something more convenient to the respondents, for example, online.

2. Multiple Survey Versions for Respondents

Managing a Long Survey

A second solution would be to create multiple versions of the survey. Let’s say you have 50 items on pharma products. You have 20 questions for your core questionnaire, and the remaining 30 questions are for three different products (10 questions each). Hence, you can create three versions of the questionnaire for each product. Each respondent will get the core questions and the questions for a single product. Consequently, you get data for all three products.  

Things to consider in creating multiple versions of the survey:

  1. Which respondent gets what survey should be picked randomly to avoid bias.
  2. Make sure that you have enough samples to ensure that you get enough responses for each version.

3. Utilize Background Variables

Managing a Long Survey

  • Don’t ask about things you already know and instead use it to your advantage. These are called “background variables”. When possible, it is best to filter your respondents with these variables. You don’t want to turn off respondents from answering a survey due to length when 20% of the questions don’t even apply to them. For example, you have a questionnaire where you want to determine the impact of medication to patients over 40, and 10% of the questions are only for patients who have done a particular treatment. If you have the list of the respondents who have had the treatment beforehand, you can provide the core questionnaire to all respondents and only offer the additional questions to the respondents who have had the treatment. This simple method can reduce survey rejection, as well as printing costs. You can also use the information you already have to personalize your materials (e.g., invite, cover letter, or survey).
  • Screen the answer list. If possible, respondents should only have response options applicable to them. For example, don’t provide feedback choices on the complete product list but only services applicable to the potential respondent.

 

A Checklist in Keeping your Mail Survey Clean and Simple

Managing a Long Survey

Keeping your survey clean and simple is crucial for respondents to comprehend questions and answer them accurately. If the survey questions are confusing, then the answers of the respondents may become distorted; hence, the research is compromised. To help you out, below is a Checklist in Keeping your Survey Clean and Simple: 

  1. Make sure the instructions are clear and accurate. Don’t make assumptions that the respondents already know what to do. Give examples.
  2. Avoid technical terms that will confuse your respondents. The language used should reflect how respondents think and talk regarding the subject.
  3. Easier Questions should come first. Place easier questions before the complex ones. Give respondents time to become comfortable answering the survey questions. In doing so, the probability of them answering the complex questions will increase.
  4. Each Question should be focused and intended for a particular feedback
    • Don’t use double-barrel questions:”
      • “Would you recommend our products and services to your friends?”
      • Instead, separate them into two questions:
        • “Would you recommend our products to your friends?”
        • “Would you recommend our services to your friends?”
        • These will provide an equal focus on both subjects.
  5.  Keep Questions precise. Actual numbers should be used. Avoid general response choices like “sometimes” and “rarely” in the survey form
    • For example: “less than 2 times per day”
  6.  Proofread the Survey. Check the survey for improper words, grammatical errors, and incorrect spelling. Mistakes such as this show unprofessionalism, and can devalue your survey. After proofreading the survey yourself, have someone else check it. Preferably, someone that is not familiar with your study, this process could flush out confusing terms or directions. You can also use special apps online, such as Grammarly proofreader.
  7. Test your Survey. Testing is a necessity despite how good you think your survey design and proofreading skills are. This is your last opportunity to fix errors before they become a big problem for your study.

There you have it. Effective Tips on How to Keep Your Mail Survey Short and Clean. And while they will certainly help improve your response rates, there are still other elements you might want to consider for a successful Mail Survey Project. Check out our Mail Survey Spec Sheet that will help you document the list size, number of mailings, type and quantity of materials that will be needed, budget and requirements for each mailing. This spreadsheet will help organize and calculate the materials across your mailings. Download the Spec Sheet here!

Partner with a Data Collection Solutions Provider

DataForce works with you to design forms that are ideal for obtaining the data you need. Our survey designers specialize in creating professional forms that are both functional and visually appealing and generate high response rates and impeccable results. We provide outstanding Survey Research Services and Survey Mailing Services.  Contact us now so we can help in the success of your Survey Project.

By |2020-06-20T18:09:03+00:00June 20th, 2020|Survey Mailing Services|0 Comments
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What is the difference between First Class and Standard Class Mail?

One of the most common questions in Mail Survey budgeting is the kind of postage to use. Depending on your survey you may be able to cut on cost by using standard instead of first-class mail, however, think about this carefully, as you risk lowering survey response and reducing data quality. To help you decide, we’ve identified some key differences between the two. Choose the best one to fit your project.

The United States Postal Service (USPS) processes mail based on the mail type. The following are the most common types of mail. 

  •  Express Mail – Typically overnight services
  •  Priority Mail – Guaranteed delivery in 1-3 days depending on location
  •  First Class Mail
  •  Standard/Bulk Class Mail

Difference between First Class and Standard Class Mail

 

First Class Presort

First Class mail will be delivered in 1-2 days for local addresses and nationally; all of it should be delivered in about 4-5 days. If your party has moved and submitted a change of address with USPS, your mail will be forwarded at no cost for a period of 1 year. If it’s undeliverable, it will be returned at no cost with the reason why it could not be delivered.

The mail file must have at least 500 records, be NCOA address updated, CASS certified, and put in presort order before being delivered to the postal service. Typical savings off of list rates depend on the zip code sort; you can expect to save 10-20%. 

 

Standard Class (formerly known as Bulk Mail)

There is a significant saving using Standard Class mail (aka Bulk mail). Standard mail is processed by the USPS on a “time available” basis. There is NO guaranteed delivery time, only “typicals.” Local mail is typically delivered in about 3-6 workdays, and national mail can be 1-3 weeks. Sometimes it’s faster, and other times it’s slower. Just remember there is no guarantee, and mail is processed as they have time. In our experience, we see longer delays around the holidays. 

 

  • The “pros”: It’s the least expensive postage mode, almost half the price of 1st class, which enables you to mail a higher volume for less. It also allows up to 3.3 ounces, all for the same low postage rate.  

 

  • The “cons”: Due to the delivery time, NEVER use Standard mail if you have a rapidly approaching event or expiration date. Standard mail is not forwarded and usually not returned if undeliverable. It merely goes into the USPS recycling bin. Standard Class mail requires a minimum of 250 pieces to qualify for these rates.

 

Partner with DataForce

Managing a mail survey project can be overwhelming when you have different vendors to deal with. Streamline your project by partnering with a data collection expert that can handle all your needs. Our one-source solution is uniquely designed to align with your organization’s mission at the strategic level while saving you time, risk, and money! For more information on data collection or any aspect of survey mail management, contact us today!

By |2020-05-24T19:21:21+00:00May 24th, 2020|Survey Mailing Services|0 Comments
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How to Increase Mail Survey Response Rates

When you’re doing a Mail Survey Project, the last thing you want is to spend a lot of time and resources creating and sending a survey and get a low response rate. Without a sufficient response rate, results are questionable, and data quality is severely affected. To avoid this, we lined up some Best Practices in How to Increase Mail Survey Response Rate:

 

  1. A Compelling Cover Letter
  2. Reduce Length of Survey
  3. Use Reminder Postcards and Pre-Notification Letters
  4. Ensure Survey Return is Simple and Convenient
  5. Brand your Survey
  6. Use Incentives

 

1. A Compelling Cover Letter 

The cover letter should not be overbearing but instead a request for help. Emphasize your genuine appreciation for the time and effort of your potential respondents. A study has found that including the phrase “it would really help us out” can increase the survey response rate by 18%. A strong cover letter should include:

  • The purpose of the study
  • The materials included for returning the survey (e.g. return stamp and envelope or business reply envelope)
  • The confidentiality or anonymity of the survey 
  • The significance of a prompt response without being overbearing 
  • The benefits to the respondent 
  • The impact of the respondent’s feedback and how their opinion is valued
  • Contact information in case respondents have inquiries about the survey

 

2. Reduce Length

A long survey is an instant rejection by most respondents. A study has found that data quality reduces by more than 10% when the survey takes more than 15-20 minutes to complete. For example, respondents only filling out a portion of the survey. Hence, it is best to keep the survey at or below 15 minutes.

 

How to Increase Mail Survey Response Rates

 

3. Use Reminder Postcards and/or Pre-Notification Letters

Letting respondents know that you will be sending them a mail survey is an essential component in most survey projects. Notifications can include: sending an email, letter, or postcard in advance. The message should include the purpose of the survey, the survey process, and why the potential respondents’ participation is vital. 

Don’t forget the reminder postcard or letter.  According to Don Dillman (Dillman as cited in Fox, R.J., & Crask, M.R., & Kim, J. (1988). Mail Survey Response Rate. Public Opinion Quarterly, 52, 474) this approach allows you to express your sincere appreciation for the persons hopeful participation, but this also enables you to combat one of the most common reasons that people cite for not participating in a survey – they forgot! In fact, if your budget can absorb it, we have found that a common practice for survey research is to send a prenotification letter, followed by the survey packet, followed by a follow- up contact of some form which will give you 3 different occasions to interact with your hopeful participants. There are multiple studies that have shown a simple reminder can increase response rates by 10-30%.

 

4. Ensure Survey Return is Simple and Convenient

Survey return should be costless and hassle-free for respondents. Consider using prepaid return envelope for higher response rate and reduced follow up. 

How to Increase Mail Survey Response Rates

Use Return Postage. Enclose postage and an envelope in the survey material for the expected reply. The response rate increases significantly with the use of return postage. Moreover, using stamps on return envelopes has been shown to be better than business reply mail, however, the costs may outweigh the benefits.

Check out this link 3 Tips to Streamline Your Survey Return Schedule

 

5. Brand your Survey

Make sure respondents know who the survey is from. Include a return address and your logo to identify the sender. This will improve credibility and increase response rates.

How to Design a Survey Form (Easy 7 Step Process)

 

6. Use Incentives

Answering a survey takes time away from the busy schedule of your respondents. Make it worthwhile by providing value. Money, promotional items, charitable donations, and raffles are the top incentives that are proven to work and reach target response rates of more than 40%. 

  • Money – This should come as little surprise. Monetary incentives include cash, checks, PayPal credits, money orders, gift cards, and coupons.
  • Promotional Item- Product and service samples are also a big hit with respondents. In order for them to work, however, you must know your audience. Offer something that speaks to them that you know they will enjoy.  
  • Charitable Donations- Charitable donations appeal to social and environmental consciousness. The stronger the emotional connection to the cause, the better your response rate will be and the more likely respondents will see you in a favorable light. 
  • Raffle– A drawing incentive gives your respondents a random chance to win a valuable prize, as opposed to a contest based on merit. They simply complete the survey and return within a given timeframe and they are automatically entered to win.

If you want to learn more about the incentives, check out our post on 3 Survey Incentives to Explode your Response Rate

 

Bonus Tips:

1. Multi-modal or Mixed-mode Data Collection  

To increase the response rate, consider using mail surveys with other channels, such as online. This is called a multi-modal survey. Basically, you use two or more modes to collect responses from potential respondents, giving them options to complete the survey with the mode that best suits them. 

Check out our post If you want to learn  When to do a Multimodal Survey

2. Express Mail

According to a study, express mail can increase the response rate, especially to executives and business respondents. Express mail is a good way to validate the importance of the survey response to potential respondents. 

There you have it, the 6 best practice and 2 bonus tips that will greatly influence your response rate. To ensure success, be sure to take a look at these tips before you send out your mail survey.

  

Partner with Us

DataForce is a premier data collection company specializing in Mail and Multi-modal Survey Management. We are the only data collection company in the industry with large-scale, in-house capabilities for every stage of your survey or study. Rather than outsource your project to various partners, DataForce can streamline your entire research effort with end-to-end planning, printing, mailing, fulfillment, data collection, and analytics – all done in-house! Our one-source solution is uniquely designed to align with your organization’s mission at the strategic level while saving you time, risk and money! From simple, short-term surveys to complex, longitudinal studies, DataForce technology is built to scale. DataForce is also a certified Woman Owned Small Business (WOSB), helping you meet diversity requirements.

For more information on Survey Mailing services and Data Collection Services, survey fulfillment services  Contact us Now!

 

By |2020-04-25T09:32:31+00:00April 15th, 2020|Survey Mailing Services|0 Comments
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Good, Fast, Cheap – Pick Two

The other day I got into a heated discussion with a colleague about this quote. You can Google it and it will return 100’s of pages and images. It appears that there are even businesses that post signs, telling their customers they can only have two.

In my humble opinion, any organization that communicates and/or promotes this quote is preparing you, the consumer, to either:

a. Be prepared to pay a lot (Fast/Good)

b. To be able to say “I told you so” when it didn’t go so well (Fast/Cheap)

c. Have the perfect excuse as to why your product/project is 2 weeks over due (Cheap/Good)

Personally, I would never do business with someone that would put themselves into a box. I think we should always be striving for the ‘impossible’ utopia.

Don’t get me wrong, if you are looking for a Cadillac with a Pinto budget; you will never be happy. Make sure that are you working with a vendor that you trust, understands your objectives – if you don’t trust them to give you sound advice; it is time for a change. The right relationship shouldn’t feel like a customer/vendor relationship; it should be a partnership.

Don’t limit yourself, we should always be thinking outside of the box on how to do things better, faster and more efficiently.

By |2019-03-20T11:12:56+00:00March 7th, 2018|Data Capture Services, Incentive Fulfillment Services, Survey Mailing Services, Survey Research Services|0 Comments
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