Survey Success: Discovering the Optimal Time for Sending Your Survey



Sending out surveys has become a standard way for businesses to gather information and feedback from their customers and employees. However, "When is the best time to send a survey?" is one of the most frequently asked questions. In this article, we will explore the optimal time for different types of surveys so that you can make informed decisions when planning your next survey.

When to Send Customer Feedback Surveys

If you collect customer feedback, it is essential to send survey when their experience is still fresh in their minds. For example, after a customer has made a purchase, it is best to send a follow-up survey within a few days. Meanwhile, for a transactional survey (such as after a support call), it's best to send the survey within 24-72 hours of the interaction.

The time of day also plays an important role. If you are sending a survey to a customer outside of business hours, it is best to schedule it to arrive in their inbox during business hours, which could be between 9 am to 1 pm. Additionally, avoid sending surveys during weekends or holidays when people are more likely to be unavailable. Unsuitable sending time could negatively impact your response rates.

When to Send Employee Feedback Surveys

Employee feedback surveys aim to identify possible workplace challenges and ways to improve the work environment. Sending them at the right time can help you get more comprehensive and genuine feedback from your employees.

It is best to conduct employee surveys during a stable period. Avoid conducting surveys during the busiest periods like end-of-quarter or the holiday season when employees are more stressed, and they might not have the mental bandwidth to focus on the survey.

It's also crucial to take into account the employees' job function since not all employees work on-site. People working outside the office or in shifts might have different schedules or access to resources. Therefore, it's best to stagger survey release to ensure all employees receive a fair and equitable experience.

When to Send Market Research Surveys

Market research surveys target potential customers or the general public. Thus, the timing of these surveys is essential to capture their attention. Surveys should not be sent immediately after launching a product or service, as you likely won't have enough feedback to capture valuable data.

When conducting market research surveys, it's best to track specific events, promotions, or product launches to capitalize on the potential audience's interest. For example, if you launch a new product, surveying customers a week after the launch is an optimal time since they would have had enough time to test the product and provide constructive feedback.

When to Send Event Feedback Surveys

Event feedback surveys are useful for evaluating the success of an event. These surveys should start within 24 hours but preferably be sent out within the first few hours after a session, allowing attendees to provide detailed and accurate feedback. For example, if the event was held on a Wednesday from 5 pm to 7 pm, then the feedback survey could be sent out on Thursday morning.

However, when a one-day conference took place on a Saturday from 9 am to 5 pm, the best time to send event feedback surveys would be on the following Monday morning during the hours of 9 am to 11 am. This is because people tend to be more focused and likely to engage with surveys at the beginning of their work week, rather than on the weekend when they may be busy with other things. Additionally, sending the survey out in the morning allows participants to fill it out before becoming too caught up in their daily tasks.

Final Thoughts

Sending out surveys has become a useful tool that can provide valuable insights for both businesses and organizations. However, knowing the best time to send surveys is critical to get the most constructive feedback possible. Consider the type of survey, whom you're targeting, their routine, and the ideal moments to capture their attention. The right time ensures sufficient time for participants to provide detailed and authentic feedback, leading to a higher response rate and more useful data.