Set Up Your ONA Survey

ONA Practitioner Course
Module 2 – ONA Surveys

ONA Practitioner Course
www.optimice.com.au/courses.php

www.optimice.com.au Ι www.connectedaction.net Ι www.pattianklam.com

1

Cai Kjaer / Laurence Lock Lee
• Setting up your survey
• Working with mailing lists and other lists
• Creating relationship sets and network
questions
• Previewing and launching the survey
• Tracking progress and downloading responses

Week 1-2

Week 3

Week 4

Week 5

E-learning:
Introduction
to ONA

Module 1:
Scoping
your ONA
project

Module 2:
Setting up
your ONA
survey

Module 3:
Visualise
networks
with
NodeXL

Self-paced

Instructor
Patti Anklam

Instructor
Cai Kjaer /
Laurie Lock Lee

Instructor
Marc Smith


2

Traditional data capture

www.onasurveys.com

 Manual consolidation of data

 Low risk of error

 High chance of error

 Error free export to leading graphing
tools

 Re-work

 No re-work

 Labour intensive
 Database or Excel macro expertise
needed
 SLOW

 No special expertise required for
data collection
 Up to 90% FASTER

Lots of grunt work involved in piping text from the name generator questions into the name interpreter
questions and using "display logic" to only show those slots for alters that the respondent chose to fill out.
The one big downside is that I had to explicitly specify a maximum number of alters and reveal that
number to the respondent by listing N slots -- this implicitly suggests that they "should" enter that many
names. Additionally, there is a LOT of annoying (but not difficult) custom coding involved in converting the
output into network data format.”

3

Flow of survey – from a respondent’s perspective

•
•
•

•

1

Email message to respondent
Email addresses comes from mailing list
Includes hyperlink to survey

Includes instructions if link for some
reason doesn’t work.


4

•

2

Number of steps involved

•
•

Landing page
Additional survey introduction text.


5


•
•
•
•

3

The ‘About you’ section includes questions
about the respondent, e.g. demographic
Not about their relationships!
No technical limit to number of questions, but
you risk poor(er) response rate if you add too
many.
Note: If you can collect this data through other
means (e.g. already exist in a corporate
directory) then don’t ask. You can add these
attributes to a list (covered below).


6

4

•

Name generator question – it’s objective
is to get respondent to think about their
relationships in a particular context.

•
•

List of people relevant in this context.
We refer to this as a ‘Relationship Set’ – In
this survey we have provided names which
are relevant in a social context.

•
•

Snow ball vs bounded
Do you want people
to be able to add new
names?


7

•
•
•

5

Relationship Question
These are the one’s which will result in connecting two nodes/vertices on a map
The strength of the relationship is determined through the rating scale

•
•

This relationship set (‘Social’) is questioncentric.
The next relationship set (‘Work’) is personcentric…let’s see the difference.

8

•

6

Name-generator question, but now choosing
people in a different context…’Work’.

•
•

Here the ‘Add people’ option is turned off
This is called a ‘closed survey’, or mapping a
‘bounded network’


9

•
•

7

Person-centric layout.
The respondent will complete the questions
for each person selected…then move to next
question.


10

Comparing side-by-side
Question-centric

People-centric


11

Final step - Asking ‘Wrap Up’ questions

•

8

This is in reality an ‘About you’ question, just
positioned at the end of the survey.


12

Hands-on: Logging on to ONA Surveys
• Log on to ONA Surveys.
• Click on the ‘Account’ page to validate
your subscription type and expiry.
• Click ‘Create new survey’ and enter
– Survey name
– Survey introduction (text that appears on
the landing page)
– Thank you text

• You can click ‘Save’, or continue to the
‘About you’ questions by clicking ‘Save
/ Next Step’.


13

Create ‘About You’ questions
• Consider the survey design document

•

Question text

• Which questions should you ask to collect
data about each respondent, eg.:
– Where they work?

•

– Hierarchy?

•

– Time in role?

Compulsory
or not

Short name
(used when
data is
exported)

– …etc, etc.

•
•
•

Answer options
One can be made default
‘Coding’ text will be exported

14

Question Types
Matrix question

What is looks like for the respondent


15

Positioning questions – start or end of survey

• This can choose anthe ‘About you’ question
• You is in reality if ‘About you’ question, just
positioned at the end of the survey. at the
appears at the start of the survey or
end.
• ‘End of survey’ means AFTER the relationship
questions


16

Hands on: Create questions
• Create 2-3 questions
• One should be a matrix question


17

Working with questions
•

Add introductory text
to a question

•

Add a new question

•

Duplicate, move or
delete questions


18

Adding relationship questions
• Relationships in different contexts – ‘Relationship sets’

Work

Social

You can choose you map one
or multiple ‘relationship sets’

Family


19

Adding relationship questions
•

Here you create relationship sets, or
control existing ones

•

Here you set the options for a chosen
relationship set:
• Name (keep it short…it is used
as the ‘tab’ name for
repondents
• Node list – the list of names
which you want to present to
the respondent
• Add nodes – turn on or off
• Name generator question


20

Be careful – adding relationship questions
• The coding field must be a number!
• Visualisation tools expect a number
(also called a ‘strength of tie’).
• If you use characters the
visualization tools will fail.


21

Hands on: Create a relationship set and add questions
• Think about your design document
• What is the business problem you are trying to solve?
• The name generator question is very important!
– It helps the respondent think about the names relevant for a particular context
– “Who do you draw on when you work on [topic]?”

• Which questions would help surface the relevant relationship patterns?
– “How often do you engage with this person?” – Frequency

– “How valuable is this interaction for you” – Value

• Create two relationship sets (and therefore two name generator questions)
• Create 2 relationship questions for each relationship set.


22

Working with lists
• We operate with 2 different kinds of lists
– Mailing list (used to email the survey to respondents) applies to the entire survey
• Is defined on the ‘Survey Options’ tab

– Relationship set list (name which appear with name generator question) applies to
one or more relationship sets.
• Is defined on the ‘Relations’ tab

• Lists can be reused across surveys
•

Mailing list

•

Relationship set list


23

• Decisions to be made
– Which names should be on the list?
– Which attributes do we have for these?
• They will appear as nodes/vertices on the map, but given that they may not be surveyed we
may not be able to color-code by a particular attribute

Work


24

Steps to create lists
• Both the mailing and relationship lists are stored in a single spreadsheet
• You can access this list from either:
– The ‘Survey options’ tab

– The ‘Relationships’ tab

• We will enter via the ‘Survey options’ tab today

•

Mailing list

•



25

Hands on: Create lists
• Click on ‘Survey Options’ tab
• Click on ‘Create list’
Note:

You can associate your ONA Surveys account
with a Google account and use Googledocs to
store your lists
Today we will be using the ‘Create from template’
option and upload list directly to ONA Surveys.

• Click to download the list template.
• Save it on your hard-drive and open the
spreadsheet


26

Creating lists

You can add other column heading
This is relevant where you know e.g. ‘business
unit’ upfront so no need to include in survey.
Mailing list – must have email addresses
Do not change column headings for Name and Email

Mailing list – must have this one!
(while you can use any worksheet which has an ‘email’
column as your mailing list we recommend that you
stick with the name ‘Mailing List’ to avoid confusion)

Relationship lists (one or more)
You can rename these.


27

Relationship lists

Only ‘Name’ is mandatory – you can add other columns
as you like.


28

Hands on: Add names
• Add some names and email addresses to the ‘Mailing list’
– Add your own name and email address as well…we will need that later for training
purposes.

• Rename the relationship lists to match your project scope
– Tip: Call the relationship list the same as your ‘Relationship set’

• Upload your list.
•
•
•
•

Click on ‘Upload list’
Then type the name of the new list
Browse to locate the file on your hard-drive
Click ‘Upload File’


29

Hands on: Applying lists
• On the ‘Survey Options’ tab select the mailing list from the dropdown
• You will see that the worksheet name appears in brackets.
• [G] indicates that it is a Google document (if you use Google)

• On the ‘Relationships’ tab select the list from the ‘Node list’ dropdown


30

Previewing the survey
• You can preview the survey
– Requires that you have the
relationship lists set up.

• Always a great way to check
for typos and logic.


31

Hands on: Publishing survey
• Click on ‘Survey Manager’ to get to the main screen of ONA Survey
• Your survey is currently ‘Off-line’
– You can edit and delete a survey which is ‘offline’. You can’t do this once it is published

• Click on ‘Publish’ in the Action column
– You can now ‘Manage’ the survey. That includes sending out emails to respondents


32

Hands on: ‘Manage’ the survey – Sending out emails
• This area allow you to manage the published survey

‘Email all’ is the button you need to click when
you launch the survey to all.
Use ‘Email some’ to send the survey to a small
pilot group, or to send out reminders to
individuals

• Click on ‘Email some’.


33

Hands on: Email all / Email some
• Customise the email introduction text
– You can reuse the text from the survey
introduction.
– You MUST retain the {URL} field.
– Strongly recommended that you leave
the
“If you have problem with the link above please do the following:
1. Go to: {Host}
2. Enter your email address ({Email}) and copy/paste the
following validation token: {Token}

text in the email message

• Send the email to yourself and
complete your survey.
• Tips and notes
– Add a ‘firstname’ column to your mailing
list and personalise the email message.
– Only difference between email ‘all’ and
‘some’ is that you get to choose
individuals with ‘some’.

34

Hands on: Checking on progress and fixing problems
• On the ‘Survey Manager’ screen click on ‘Manage’ next to your published
survey
Complete a survey on behalf of a
respondent.

See how many people have responded
to the survey.
Fix any incorrect email addresses, or
add new respondents to your existing
list.

35

Hands on: Downloading survey results
• You can download in a range of different formats
• Today, we will concentrate on downloading for NodeXL.
• If you want to create pie charts, bar charts etc you can download the data for
Microsoft Excel.
• On the Survey Manager screen click on ‘Download’


36

Hands on: Selecting the NodeXL format
• You can choose to download the data for a single relationship set, or all of
them
• Click on ‘Download GraphML Full’
• This can then be opened in NodeXL…which will be covered in Module 3


37

In preparation for the NodeXL module…
• Ensure you have installed NodeXL on your PC
– Can be downloaded from http://nodexl.codeplex.com/
– Requires Excel for Windows 2007 or 2010.

– If you have issues please post on the NodeXL forum http://nodexl.codeplex.com/discussions

• Once installed, click on Programs / NodeXL /NodeXL Template
You should see the NodeXL tab in Microsoft Excel:


38

Set Up Your ONA Survey

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