Surprise report: fine-tune your writing to ensure a smooth integration into the company
The astonishment report is much more than just an administrative document. It enables all newly-appointed employees to share their first impressions of their new working environment. From the employer's point of view, this feedback is a way of actively contributing to improving the company's culture. This report then becomes a strategic tool for identifying areas for improvement and strengthening HR onboarding. So how do you turn this exercise into a lever for positive change?
In this article, we'll take you step by step through the process of writing a powerful and useful Surprise Report. You'll discover why it's crucial for both employer and employee, and how to turn it into a genuine internal communication tool. Get ready to scrutinise how your new environment works, explore your first impressions, and why not, help implement tomorrow's changes! 📖
What is an astonishment report?
The astonishment report is a key document in the integration of a new employee into an organisation. Drawn up at the end of the trial period, it records the first impressions of :
- the working environment
- internal processes
- and the integration itself.
🎯 The aim is to provide objective and constructive feedback, in order to highlight possible improvements. This report enhances the employee's experience and encourages constructive communication, leading to improvements in efficiency and well-being at work.
It also helps to enrich the company culture and improve onboarding, while reinforcing a sense of belonging.
Why write an astonishment report?
Usefulness for the employer
For the employer, the astonishment report is a valuable tool that gathers valuable ideas and observations about the company, seen through fresh eyes. 👀
- This outside view is crucial for identifying areas for improvement, particularly when it comes to integrating new recruits and internal processes.
- What's more, it can reveal dysfunctions linked to the company culture or work organisation of which older members may no longer be aware.
- It can also be used to check the gap between the employer brand image and reality. Beware of over-prediction 🫢
By incorporating feedback as soon as a new resource arrives, the employer can not only strengthen its employer brand, but also promote a corporate culture based on questioning and continuous improvement. This can also lead to strategic adjustments to retain talent and optimise organisational efficiency.
In short, it's a win-win situation! 🎉
Usefulness for employees
For employees, the astonishment report is an authentic and structured means of expression. Writing this report has several advantages:
- it adds value to the opinions of new recruits, thereby strengthening their commitment and motivation ;
- It encourages in-depth reflection on the induction experience and involves people more actively in a new working environment;
- It provides a safe platform for you to express your concerns or suggest improvements, without fear of passing negative judgement or damaging professional relationships. It reassures you that your thoughts will be taken into account and fosters a climate of trust and constructive dialogue within the company.
What format do you prefer for an astonishment report?
How can you capture the first impressions of your new employees without asking them to write a 20-page essay? Finding the right format for an induction report is an exercise that requires a skilful blend of structure and flexibility. Here are a few ideas to make this report as effective as a good morning coffee: punchy, but not too punchy.
The free but guided report: the semi-structured framework
It's a bit like a chat over a cup of coffee. The employee is free to express himself, but within a light framework to avoid going off in all directions. To organise ideas without stifling creativity, you could use sections such as :
- "What surprised me?
- "what charmed me",
- "what I found a little less appealing".
This guarantees authentic feedback, without having to go through the "three-volume thesis" stage.
Scaled questionnaires: when objectivity goes hand in hand with speed
Need to get straight to the point? Opt for a multiple-choice questionnaire with evaluation scales. It's quick to fill in (more "yes/no" questions than long-winded speeches) and the results are comparable from one employee to the next.
A "4 stars" for reception is immediately more meaningful than a vague "it was nice". We take the answers and go straight to analysing the trends.
The winning combo: a mix of closed and open questions
A balanced astonishment report combines structure and spontaneity. A mix of closed and open-ended questions allows you to gather quantitative data for those who like numbers, while leaving space for juicy anecdotes or bright ideas. After all, there's nothing like reading between the lines to unearth the next in-house innovation.
The interactive version: a report that gets people talking
Why not give an oral presentation version of an astonishment report? Imagine: rather than a report frozen on paper, the employee shares his or her feedback in person, in a relaxed but constructive atmosphere.
The bonus? It stimulates direct exchanges and avoids the accumulation of papers (or files) which often end up gathering dust. And if you're into digital technology, why not offer a video version or an interactive survey? There's no better way to add a modern touch to the exercise.
✅ To sum up, choose the format that best suits your company's personality and the objective you are seeking to achieve. As long as it's simple and open, the feedback will be all the more relevant, and the experience for your new talent will be one of real amazement... in the good sense of the word!
How do you write an effective surprise report?
Opt for a well-established structure
Whatever format you choose, for your surprise report to be truly effective, it's crucial to organise its content well. A clear and logical structure will enable you to present your ideas in a fluid and coherent way.
| Step | Description |
|---|---|
| Introduction | Brief presentation of the employee, the context of recruitment and the first general impression of the company |
| First days of integration | Description of the induction stages, welcome and presentation of the company. This section should include any notable positive or negative aspects of your first few days. |
| Personal observations | Share your first impressions of the team, the tools and the working environment, as well as the relationships established with colleagues and superiors. It's important to be factual and descriptive. |
| Constructive criticism | The aim here is to identify the difficulties encountered and suggest improvements, taking care not to mention names or express direct judgements. Your criticisms should be constructive, punctuated by concrete suggestions. |
| Conclusion | Share your expectations for the future and suggest areas for improvement at company or team level. |
Careful drafting: our advice
To ensure that the report is written as effectively as possible, here are a few practical principles for employees:
- Adopt a diplomatic tone and avoid direct criticism: focus on the facts, which will make it easier for the recipients to accept your observations.
- take regular notes during your induction period: this will help you to write a thoughtful and comprehensive report.
- Keep your report to a manageable length; around two to three pages are enough to set out your ideas clearly.
- Prioritise information to make your report fluid and relevant.
- If possible, combine your written astonishment report with oral exchanges. This approach enriches the experience and facilitates mutual understanding with managers and colleagues.
Don't neglect the presentation! 5 recommendations
We can never say it often enough: it's essential to combine form and content. How can you do this? Here are a few tips to get your audience interested and on board:
- Before the presentation, reread your report carefully to ensure that all the ideas are clearly expressed. Also prepare a few arguments to explain your observations and proposals.
- Be direct and to the point when presenting your report. A clear structure will make it easier to understand your feedback and engage in discussion.
- If possible, accompany your presentation with visual aids such as slides. They can illustrate your key points and make your presentation more lively and accessible.
- Adopt an open and positive attitude during your presentation. Be prepared to listen to and discuss feedback and recommendations from your audience, showing your willingness to cooperate.
- Encourage discussion by asking open questions and inviting those present to share their points of view. This encourages a constructive and collaborative approach to the points raised.
Template and outline for an astonishment report: sample content
Creating a template or outline for your astonishment report can make it much easier to write. We advise company HR teams to prepare a document in the employee induction booklet, particularly if employees are not comfortable with writing formal documents. Here are some suggestions for content to include in your report:
Introduction
"As a new member of the [team] team since [length of time], I would like to share my first impressions of my induction and the working environment."
First days of integration
"The welcome I received during my first few days was [describe how it felt], which helped me to [talk about the results, e.g. feeling at ease, understanding the company's values]."
Personal observations
"When observing team dynamics, I noticed that [describe observations, such as collaboration, tools used]. This aspect particularly [impacted/more/displeased me]."
Constructive criticism
"I noticed that [describe a difficulty], and I think it would be beneficial to [suggest a solution]. For example, [give a concrete suggestion]."
Conclusion
"In conclusion, I'm excited to contribute more to [company] and I think that, with [suggestions for improvement], together we can reach new heights."
How do you analyse an astonishment report?
To analyse an astonishment report effectively, the aim is to identify the major trends rather than getting lost in isolated details. You need to identify the common points between the different feedbacks in order to identify clear areas for improvement.
Prioritise feedback according to its potential impact on the business, distinguishing between minor one-off hassles and genuine structural problems.
📝Once the trends have been identified, concrete actions need to be put in place, with regular monitoring to measure the effectiveness of the changes. This creates a virtuous circle of continuous improvement!
A winning return: when astonishment becomes a driver for progress
The astonishment report is a powerful and indispensable tool for any organisation wishing to benefit from the objectivity and fresh perspective of its new employees. By encouraging open and constructive dialogue, it creates fertile ground for continuous improvement and innovation within the company. The challenges are clear: to improve integration, fine-tune internal processes, and cultivate a resilient corporate culture that is in harmony with its members.
But the potential of the Surprise Report goes beyond its immediate applications. It invites you to rethink organisational dynamics and explore managerial innovations specific to each sector. By encouraging this feedback, the company not only gains in efficiency, but also prepares itself to meet future challenges by constantly adapting to the changing needs of its environment.
Subtly, the Surprise Report encourages you to remain curious and open to new perspectives, an essential trait in an ever-changing professional world. So, are you ready to discover what you can reveal about your organisation?
Article translated from French