Surprising report: fine-tune your writing for a successful integration into the company
The astonishment report is much more than a simple administrative document. It enables all new employees to share their first impressions of their new working environment. On the employer's side, this feedback is a way of actively contributing to the improvement of 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 astonishment 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 scrutinize the workings of your new environment, 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 organization. Written at the end of the trial period, it records first impressions of :
- work 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 thus contributes to enriching the corporate culture and improving onboarding, while reinforcing a sense of belonging.
Why write an astonishment report?
Benefits for the employer
For the employer, the astonishment report is a valuable tool that gathers valuable insights and observations about the company, seen through fresh eyes. 👀
- This outside view is crucial for identifying areas for improvement, particularly with regard to the integration of new recruits and internal processes.
- What's more, it can reveal dysfunctions linked to corporate culture or work organization of which older members may no longer be aware.
- It also enables us to check the gap between the employer brand image and reality. Beware of overpraising... 🫢
By integrating 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 optimize organizational efficiency.
In short, it's a win-win situation! 🎉
Benefits for employees
For employees, the astonishment report is an authentic and structured means of expression. Writing such a report has several advantages:
- it enhances the opinion of new recruits, strengthening their commitment and motivation;
- it encourages in-depth reflection on the integration experience, and involves people more actively in a new working environment;
- it gives you a safe platform to express your concerns or suggest improvements, without fear of passing negative judgment 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's the best format 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 a surprise report is an exercise that requires a skilful blend of structure and flexibility. Here are a few ideas to ensure that your report is 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 coffee. The employee is free to express himself, but within a light framework to avoid going off in all directions. To organize ideas without stifling creativity, we can imagine sections such as:
- "What surprised me?
- "what charmed me",
- "what I found a little less appealing".
This guarantees authentic feedback, without the need for a three-volume thesis.
Scaled questionnaires: when objectivity rhymes 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" than lyrical), and the results are comparable from one employee to the next.
A "4 stars" on reception is immediately more meaningful than a vague "it was nice". We take the answers and move straight on to trend analysis.
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 provides quantitative data for number crunchers, 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
How about an oral presentation version of an astonishment report? Imagine: rather than a report frozen on paper, the employee shares his or her feedback orally, in a relaxed but constructive atmosphere.
Bonus? It stimulates direct exchanges and avoids the accumulation of papers (or files) that often end up gathering dust. And for the digitally savvy, why not offer a video version or an interactive survey? There's no better way to add a modern touch to the exercise.
✅ In short, choose the format that best suits your company's personality and the objective you're trying 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, a real moment of amazement... in the good sense of the word!
How to write an effective report?
Opt for a well-honed structure
Whatever format you have chosen, to make your surprise report truly effective, it's crucial to organize its content well. A clear, logical structure will enable you to present your ideas in a fluid, coherent way.
| Step | Description |
|---|---|
| Introduction | Brief presentation of the employee, the hiring context and general first impression of the company |
| First days of integration | Description of the integration process, welcome and introduction to the company. This section should include any notable elements, positive or negative, that marked your first few days. |
| Personal observations | Share your first impressions of the team, the tools and the work 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 difficulties encountered and suggest improvements, taking care not to name names or express direct judgments. Your criticism should be constructive, punctuated by concrete suggestions. |
| Conclusion | Share your expectations for the future and suggest avenues for future 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 guidelines for employees:
- Adopt a diplomatic tone and avoid direct criticism: focus on the facts, which will make it easier for 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 present your ideas clearly.
- prioritize information to make your report fluid and relevant.
- if possible, combine your written report with oral exchanges. This approach enriches the experience and facilitates mutual understanding with managers and colleagues.
Don't neglect presentation! 5 recommendations
We can't say it often enough: it's essential to combine form and content. How do you do this? Here are a few tips to arouse the interest and buy-in of your audience:
- Before the presentation, reread your report carefully to ensure that all 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, positive attitude during your presentation. Be ready to listen to and discuss feedback and recommendations from your audience, demonstrating your willingness to cooperate.
- Encourage discussion by asking open-ended questions and inviting those present to share their points of view. This fosters a constructive, collaborative dynamic for addressing the points raised.
Sample content for an astonishment report template
Creating a template or outline for your astonishment report can make it much easier to write. We advise corporate HR teams to prepare a document in the employee induction booklet, especially if employees are not comfortable with writing formal documents. Here are a few suggestions for content to include in your report:
Introduction
"As a new member of the [team] team since [duration], I would like to share my first impressions of my integration and the working environment."
First days of integration
"The welcome I received during my first few days was [describe feeling], which helped me to [talk about results, e.g. feeling at ease, understanding company 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 [propose a solution]. For example, [give a concrete suggestion]."
Conclusion
"In conclusion, I'm excited to contribute more to [company] and think that, with [suggestions for improvement], together we can reach new heights."
How do I analyze a Surprise Report?
To analyze a Surprise Report effectively, the goal is to identify major trends rather than getting lost in isolated details. You need to identify the common points between the various feedbacks to detect clear areas for improvement.
Prioritize feedback according to its potential impact on the business, distinguishing between small, one-off hassles and genuine structural problems.
📝Once trends have been identified, concrete actions need to be put in place, with regular follow-up to measure the effectiveness of changes. This creates a virtuous circle of continuous improvement!
Winning return: when astonishment becomes a driver for progress
The astonishment report is a powerful and indispensable tool for any organization wishing to benefit from the objectivity and fresh perspective of its new employees. By encouraging open , constructive dialogue, it creates fertile ground for continuous improvement and innovation within the company. The stakes are clear: improve integration, fine-tune internal processes, and cultivate a resilient corporate culture in harmony with its members.
But the potential of the Surprise Report goes beyond its immediate applications. It invites you to rethink organizational dynamics and explore sector-specific managerial innovations. 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 organization?
Article translated from French