Let’s talk about response rates. Whether it’s surveys, team check-ins, or open feedback channels, getting people to actually respond is a constant challenge. You can try different initiatives like: shortening surveys, adding incentives, sending friendly reminders, but still, the response rate isn’t always where you want it to be. Sound like your organisation?
Yes, these initiatives help. A well-timed reminder can nudge someone to reply. A gift card incentive can get a few more people to engage. But here’s the real game-changer: psychological safety.
What is psychological safety, and why does it matter?
Psychological safety is that feeling of being able to speak up without fear. That can be fear of looking stupid, being judged, or facing repercussions. When people feel psychologically safe, they’re more likely to share their thoughts, provide honest feedback, and engage in meaningful conversations.
Now, think about how that applies to response rates. If employees don’t feel safe, they’re less likely to fill out that engagement survey honestly—or at all. The same goes for your customers or clients. If they think their complaints will be ignored, they won’t give you the feedback you need to improve, or worse, they won’t use your service again. See where this is going?
Confidentiality helps, but so does culture
Confidentiality can encourage honesty, and employee voice platforms like Hive offer a confidentiality commitment to ensure employees feel safe providing feedback. Knowing that responses are protected can help employees feel more comfortable sharing their true thoughts.
However, confidentiality alone isn’t enough. The ultimate goal is to create a culture where people don’t feel they need confidentiality to be truthful. When employees trust that their feedback will be valued and acted upon without fear of repercussions, they’ll be more likely to speak up openly, whether confidential or not.
Leadership’s role in creating a psychologically safe environment
So, what can leaders do about it? The most impactful solution isn’t another email reminder, it’s leadership that fosters an environment where people feel comfortable speaking up. Here’s how:
- Encourage open conversations – Leaders should actively ask for feedback in a way that makes people feel valued. Instead of a generic “Any thoughts?”, try “What’s one thing we could improve, and how would you suggest we do it?”
- Act on feedback – Nothing kills response rates faster than feedback that goes nowhere. If people take the time to answer a survey, make sure to acknowledge their input and, when possible, implement changes. If action isn’t possible, explain why.
- Lead with vulnerability – When leaders admit their own mistakes and share their learnings, it sets the tone that it’s okay to be honest. This creates a culture where employees and customers feel safe to do the same.
How line managers can help
Line managers play a crucial role in fostering psychological safety at the team level. Since they interact with employees more frequently than senior leaders, their actions can directly impact whether people feel safe to speak up.
“Managers are the key change agents – but they need support. Engaging employees at all levels builds accountability and buy-in.” – (Huebner & Zacher, 2021)
Here’s how they can contribute:
- Create a judgment-free space – Encourage employees to share ideas and concerns without fear of criticism. Simple responses like “That’s an interesting perspective—tell me more!” can make a big difference.
- Regular check-ins – Consistent one-on-one meetings where employees can discuss their challenges, ideas, and feedback can help establish trust.
- Be transparent and honest – When managers share their own challenges and decision-making processes, employees feel more comfortable doing the same.
- Recognise and reward openness – Celebrate employees who share feedback. Show appreciation by thanking them publicly or implementing their suggestions when possible. Peer-to-peer tools like Hive Fives can highlight everyday wins, encouraging a culture of listening and constructive feedback.
- Ensure Follow-through –Acting on feedback as a manager is crucial. Tools like Hive Actions simplify action planning, helping managers prioritise, collaborate, and track progress—turning employee feedback into real, visible improvements.
Why does all of this matter? Why do I need high response rates?
Having engaged employees who feel heard and valued isn’t just the right thing to do, it’s a business necessity. When employees feel psychologically safe, they’re more likely to contribute ideas, raise concerns early, and collaborate effectively, leading to better decision-making and innovation.
This directly impacts key business metrics like productivity, retention, and customer satisfaction. Teams with higher engagement see increased efficiency, lower absenteeism, and stronger performance against KPIs.
A culture of openness doesn’t just boost morale, it drives tangible results, from improved employee retention to higher revenue growth. Investing in psychological safety isn’t a “soft” initiative; it’s a proven strategy for business success… as well as being the right thing to do.
Don’t believe us? Check out these stats:
Improved financial performance: A 5% increase in employee engagement correlates to a 7% increase in operating margins. (Gallup)
Thriving in times of change and adversity: Maintaining innovation focus during crisis leads to outperformance by 30%+ over 3-5 yrs. (McKinsey)
The cost of disengagement: Disengagement results in costs of up to £4,467 per employee per year in low productivity. (Totaljobs)
High response rates are good for people and profits
The bottom line? Improving response rates isn’t just about tweaking surveys or sending follow-up emails. It’s about building trust and creating a culture where people feel heard, valued, and safe to speak up. When employees feel psychologically safe, they’re more likely to engage openly, and the quality of feedback you receive will improve too.
That leads to better decision-making, higher productivity, and stronger team performance, ultimately driving better business results. So if you want to see those response rates rise, focus on the culture first. When people feel comfortable speaking up, the numbers will follow.
“A high response rate gives you a reliable dataset—so the insights and actions we provide are based on an accurate, representative view of your workforce. It means you can trust the feedback truly reflects how people across the business feel.” – Bettina Bonello Ghio– People Scientist at Hive HR
If you’re looking to build a psychologically safe environment, Hive is here to help. We offer the tools you need to amplify employee voices and foster a culture of listening. Plus, our people science experts are ready to provide tailored recommendations based on your employee insights, ensuring you create a truly supportive and engaging workplace.
