Work Environment Survey - for managers
The Work Environment Survey is one of the tools you have at your disposal to develop a positive working environment. As a manager, you are responsible for conducting the survey at the unit you lead. The survey is conducted every two years, and the next round is taking place in the fall of 2019.
Norwegian version: Arbeidsmiljøundersøkelse – for ledere
Table of Contents [-]
- Work Environment on the Agenda in the autumn 2020
- Why is NTNU conducting a work environment survey?
- Work Environment Efforts 2019 – 2021
- Phase 3 – Develop Measures
- Phase 4 – Implement and evaluate
- Results from previous surveys:
- Role of Safety Representatives
- Available help
Work Environment on the Agenda in the autumn 2020 #
The Corona pandemic affected the follow-up of the work environment survey at the organizational units. Many units were unable to conduct the planned follow-up meetings, other were unable to finish their action plans or get started with the implementation of actions. Regardless of status, it is necessary to place the "Work Environment on the Agenda" this autumn in order to find out how the employees are doing now and what measures are required to ensure a healthy work environment for everyone at the unit. An alternative or supplementary scheme has been prepared for this autumn's follow-up process taking into account how far the units had come in the follow-up process this spring.
- See letter from the Director for Organization and powerpoints for planning purposes and the follow-up process at the units (links to come).
- See also advise to leaders on how to take care of your staff during the corona period.
Why is NTNU conducting a work environment survey? #
- A sound, well-functioning work environment is essential to achieving NTNU's goals.
- To learn more about how staff perceive their working conditions.
- To provide a basis for strategic work environment initiatives and organizational development measures.
- To help ensure that all NTNU staff have a safe work environment.
As a manager you are expected to:
- Set goals for the work environment work at your unit.
- Encourage all employees at your unit to respond to the survey and participate in the follow-up work.
- Conduct a follow-up meeting at your unit before Easter.
- Develop an action plan with goals and measures.
- Implement, evaluate and adjust measures.
- Involve safety representatives and LOSAM throughout the process.
- Dialogue in your leader group to coordinate follow-up to evaluate and adjust measures in 2020.
The work environment survey takes the temperature of the work climate in the unit and at NTNU as a whole. It gives staff an opportunity to voice how they feel at work. This feedback supports you, as a leader, in promoting a positive work climate to achieving NTNUs goals in agreement with NTNUs values - creative, critical, constructive and respectful.
The main survey themes are:
- The individual and work
- Interaction between managers and staff
- Communication and participation
- Collaboration and community
- Handling of unfortunate/unwanted events
- Support, interaction and culture
Work Environment Efforts 2019 – 2021 #
Phase 1 – Motivate and prepare #
Phase 1 – Motivate and prepare – May-October 2019:
1) Include the Work Environment Survey on the agenda at a management meeting (level 2) with the HR / HSE coordinators. Deadline: June.
2) Fill out the form ‘Preparation for the Work Environment Survey – 2019’ (replaces previous FaktaARK1) in collaboration with the safety representative. The completed form should be archived in ePhorte in the unit dossier by 30 October 2019. NB! A dossier has been created for each unit for easy access to the survey results: ‘Work Environment Survey 2019 UNIT ABBREVIATION’. This link provides a list of the unit abbreviations being used in the survey.
3) Provide a list of staff at your unit (response unit) and the type of report desired from the survey (level). Deadline: 20 September 2019.
- NTNU recommends a minimum of at least 8 employees at each response unit.
- At least 5 employees must respond in order to print a result report.
- Large institutes/departments may select subject groups/sections as response units.
- Whole department/division reports will be printed out and shared as well.Reports sorted by occupational category (scientific, tech-/adm, PhD candidates) may also be ordered at the department level.
4) Inform all staff at your unit of the upcoming work environment process (for example, general meeting). Deadline: October.
Presentasjon arbeidsmiljøundersøkelsen 2019 (PPTX) (In Norwegian)
Phase 2 - Survey #
Phase 2: Survey – November 2019 - April 2020
- Questionnaire will be distributed by e-mail to all employees on 4 November with response deadline 24 November.
- A qualitative continuation of the survey will take place in the Phase 3 follow-up meeting.
Follow this link for more detailed information about the survey and the result reports, including:
- Who is participating
- Anonymity and use of the results
- Reports from the survey
The result reports at NTNU’s administrative level will be published in January. Reports for each individual response unit will be made available to managers in January and should be shared with unit staff at the follow-up meeting.
Phase 3 – Develop Measures #
Phase 3: Develop measures – March - April 2020
1) Hold planning meeting with safety representative. Planning meeting template forthcoming.
2) Hold follow-up meeting with all employees at your unit before Easter. Key unit personnel may assist in planning the meeting. In the meeting you will:
- Inform staff of the process to use if they experience or have experienced unacceptable conduct, and direct them to the web page:
Unacceptable behaviour – harassment and conflict
- Review and discuss the unit's report results from the survey questionnaire.
- Identify the areas of strength and those needing improvement.
- Develop an action plan with goals and measures. PPT template for action plan forthcoming.
- PPT template for standard follow-up meeting (3 hours) forthcoming.
- PPT template for alternative follow-up meeting – the café method – forthcoming. Suitable for larger groups, with notes, description for organizing and schedule forthcoming.
3) Implement the alternative or supplementary follow-up process "Work Environment on the Agenda" in the autumn 2020 (link to come).
4) The action plan will be discussed at the faculty/department level. Consider whether any shared assistance or measures are needed for further action plan follow-up.
Phase 4 – Implement and evaluate #
Phase 4: Implement and Evaluate – May 2020 - May 2021
As a unit leader, you are responsible for following up on the action plan in collaboration with safety representatives and staff. Evaluate the effectiveness of the measures and adjust them as necessary. Evaluation and learning for further work environment tasks are important. Work Environment Survey follow-up will also be on the agenda at dialogue meetings and in HSE annual reports.
1) Hold summary meeting with safety delegate (May-June 2020).
- The summary and evaluation form should be completed and filed (replaces FaktaARK2). The form serves as documentation of the completed process. A link to the form will be e-mailed to you from email@example.com.
- Deadline for submission: 16 December 2020
2) Hold evaluation meeting with safety delegate (November-December 2020)
Results from previous surveys: #
NTNU results 2019 (PDF) (in Norwegian only)
NTNU results 2017 (PDF) (in Norwegian only)
NTNU results 2014 (PDF) (in Norwegian only)
NTNU results 2012 (PDF) (in Norwegian only)
Role of Safety Representatives #
As a leader, you must involve the safety representative in all phases of the work environment improvement. The minimum meeting points are:
- Completing the form ‘Preparation of the Work Environment Survey 2019’ (September 2019)
- Planning the follow-up meeting (January 2020 and autumn 2020)
- Summary of needs and measures (after the follow-up meeting)
- Evaluation of measures and process (November-December 2020)
At units with multiple safety representatives, the safety representatives themselves should decide who will represent them. Where several units share one safety representative, the safety representative and the deputy safety representative should divide the units between them.
Available help #
Occupational Health Services – offering independent assistance to management and employees.
HR and HSE section – cultivating organizational and psychosocial work environment.
Whistleblowing: Guidelines for reporting problematic conditions at NTNU
Guidebook: The ARK-survey - health promotion in academic institutions
Resource people #
HR Support and Coordinators for the Work Environment Survey:
NV: Oddny Sagmo
University Museum: Christian Torvik
FADM - Pro-Rector for Education in respective field: Sølvi Karlsen (University Library) | Silje Haugen Konstad (Education Quality) | Nora-Marie Brattebø (Student Services) | Simen Fraser (Student Administration) | Janne Beate Gjengaar (HR Support)
Gjøvik: Lise Konow Linnerud (Building Management)
Ålesund: Harald Jan Skarstein (Building Management)