NPS Survey Best Practices: The Ultimate In-Depth Guide

NPS is one of the most important KPIs for Product and Customer Success. But how do you ensure high response rates and effective analysis?

Benjamin Brandall
23 minute read

Since 2003, when Bain & Company developed the Net-Promoter Score (NPS), Product Managers have used it to measure customer loyalty and gather qualitative data to improve retention.

According to Lumoa, NPS feedback is the most popular customer experience KPI among all user feedback types.

It gives you valuable feedback on what your customers really think about your product - the pros, the cons, the lovers and the haters. But, it's not as simple as just emailing out a survey to your userbase.

In B2B SaaS, the competition is constantly growing. Understanding customer sentiment towards your product will save hours of research, and help you to know whether you're steering the product in the right direction or need to pivot.

NPS is a time-tested method. But how can you be sure you're seeing significant response rates, and analyzing the data effectively?

You're probably already familiar with NPS - what it is, how it’s implemented, and why. So this is not going to be a bare-bones guide about everything NPS-related. Of course, we will need to mention the basics, but in this guide we have compiled every NPS best practice so you can get better response rates and leverage the feedback data fully. Specifically:

  • Breaking down the different Net Promoter Score survey distribution channels
  • Understanding the processes behind NPS feedback analysis, and best practices

What NPS is and how to calculate it

NPS stands for Net Promoter Score, and it’s a type of user feedback that measures the user’s loyalty to the product.

Usually, there are two NPS questions Product and Customer Success managers ask their users:

How likely are you to recommend our product to a friend or colleague?

And

What is the most important reason for your score?

It looks something like this:

groove NPS survey

The first question is **always **measured on a scale from 1-10 - and it’s used to segment users into different groups based on their answers.

The second question is usually used as a way to get freeform feedback on customer’s high or low scores.

Based on the answers from the first question, your customers are divided into three different segments:

  • Detractors - Customers who responded with 0-6. Detractors are customers who will usually churn and spread the negative word about your product.
  • Passives - Customers who responded with 7-8. This segment is satisfied enough with your product to use it. Usually, they will not churn, but they will also not promote it.
  • Promoters - Customers who responded with 9-10. These folks are more than satisfied with your product, and they will be extremely happy to spread the word about it.

how to calculate NPS

Net Promoter Score is calculated when you discard the passives and subtract the percentage of detractors from the percentage of promoters. A company’s NPS score can be from -100 to 100.

For example, if you have: - 30% detractors - 20% passives - 50% promoters

And the formula looks like this...

NPS = % of Promoters - % of Detractors

In this case, our Net Promoter Score would be 50% - 30% = 20.

According to Grigore Raileanu, founder of Retently.com, it’s very hard to achieve NPS greater than 60. By the research they conducted back in 2018 with more than 60 SaaS vendors, Salesforce had the best results with NPS 66.

In any case, the average NPS score of B2B SaaS companies is in the 40-50 range. Everything above that is considered to be great!

Why is useful to conduct NPS all the time?

Net Promoter Score doesn’t just measure user loyalty and provide you with valuable feedback - it also gives you signals and predictability about churn, retention, and revenue.

Futhermore, NPS is directly correlated with revenue. According to the London School of Economics, an average increase of 7 in NPS correlates with a 1% growth in revenue.

According to ProfitWell, one of the main factors that goes into predicting a startup’s future growth is retention. Patrick, Founder of ProfitWell, concluded that now it's more important to fight bad retention than ever before. Mainly because:

  • The market is no longer our friend - there are hundreds of new startups popping up every day.
  • Customer Acquisition Cost (CAC) is increasing dramatically - In the last 5 years, it increased by more than 60%. So for example, if 5 years ago you needed $1000 to acquire a new customer, toda you'd need $1600.
  • Consumer Willingness to Pay (WTP) and happiness has declined over time - By ProfitWell, WTP declined from 110% to 30% in the last 4 years. While the average NPS was 33.8 five years ago, it's now just 10.2.

Because of all of this, fighting bad retention isn’t just better, but also the cheaper.

The cost of acquiring new customers is right now 5 times higher than retaining an existing one.

These are the reasons why implementing NPS into your customer experience flow and using some of the NPS survey best practices we will mention below is more important than ever before.

So, in short, why is it useful and important to consistently conduct NPS surveys to your user base?

It helps you to segment your users

Naturally, getting NPS responses from users already segments them into three different groups. This is useful since it helps you to determine who exactly is interested in your product and who isn’t.

Based on this categorization, you can later:

  • Find out what user persona usually responds with 9-10 or 0-6
  • Diagnose common problems with particular user personas
  • Reveal user goals and product expectations.

On the other hand, identifying detractors, passives, and promoters helps you to allocate high-touch resources where you need them most.

Based on the groups and segments you later create, you can determine what campaigns for which groups of users could be implemented or you can brainstorm potential strategies about converting detractors and passives into promoters.

For example, you could:

  • Convert promoters to brand ambassadors
  • Educate your passives more so they can become promoters
  • Learn valuable feedback from detractors

NPS Survey helps you to find room for improvement

NPS isn’t only about numbers. One of the best parts about the NPS survey is its ability to capture valuable freeform feedback.

When looking at feedback from promoters, passives or detractors, you learn a lot of things. For example, you can find out what makes promoters so loyal and satisfied, or, you can learn why detractors don’t like your product and their common problems and pain points.

Collecting feedback is why most surveys ask “What is the most important reason for your score?”.

Without a doubt, you will face a lot of spammers and trolls. But, that extra question helps you to identify serious customers.

NPS measures customer loyalty

Understanding customers loyalty to your brand is very important. Bain & Company find out that, depending on the industry, an increase of 5% in retention can result in a 25-95% growth in revenue.

This directly correlates with the customer’s loyalty.

There are numerous use cases how NPS score can help you to boost retention and promotion of your company - for that reason, it’s important to know who exactly is willing to promote your product (and everything about it).

For example, you can use promoters to tweet about the new article you wrote. Or on the other hand, you can convert them to be affiliates, and give them 15% of each subscription that came from them.

Changes in NPS can be a positive indicator, or a warning. Make sure to use your NPS data to always improve your product and deliver a better customer experience.

NPS can be used as a referral marketing channel

A Nielsen study found that more than 80% of happy customers are willing to recommend your product to a friend.

According to Temkin’s research back in 2017, promoters are 4.2 times more likely to purchase from you again, 5.6 times more likely to forgive you for your mistakes, and 7.2 more likely to try a new feature, product or any other kind of offer compared with the detractors. This makes promoters ideal for:

  • Testing your new ideas and features (adding them to beta groups)
  • Asking them to promote your product, content or new releases

Nielsen also researched the relationship between word-of-mouth and NPS.

nielsen NPS survey and word of mouth study chart

In other words, NPS measures the likelihood of gaining word-of-mouth marketing from your users. According to this Nielsen research, 83% of people will make a purchase based on the friend’s opinion.

Leveraging this, NPS is one of the best-rated ways to boost your referral marketing and identify people who are willing to recommend you. Many will do it for free and casually, but some could be incentivized further with affiliate links and bonuses, like Trello's Gold program or Dropbox's famous viral loop.

Before we start explaining how to implement your NPS survey, let’s check some generally-important best practices.

NPS survey distribution - where and when to reach out to your users

There are two basic channels where can you distribute NPS surveys:

  • Transactional Emails
  • In-app

It’s very simple why these two channels are the best fit for the NPS survey. Both of them are triggered in some contextual way.

Transactional emails are by nature triggered by an in-product event, or a date. However, you can create various triggered in-app experiences to prime users for NPS surveys and collect feedback straight from the app.

nps-distribution-channels

In-app NPS surveys tend to have better engagement and reach, since they are triggered, behavior-driven and delivered in context. That’s exactly what one of our customers Reid Givens, Growth Manager at ClockShark found out; in-product prompts drive far more engagement than emails.

NPS through email can gather less feedback, but the experience is less frictional and intrusive since it doesn’t interrupt someone’s work.

Timing and Frequency of distributing NPS surveys

Pay close attention to the timing and context of your NPS survey cadences. It's common to see products polling for NPS at every step of the user journey, but it doesn't work like that.

An NPS survey should be correlated with some triggered in-app experience. For example, you can ask your customers for their NPS feedback once they activate some particular feature or after you celebrate their success.

In any case, there are no hard-and-fast timing and frequencies; it all depends on your strategies and goals, but there are some general rules we should follow:

  • Don’t send the survey too early - don’t force your new customers to rate their loyalty right away. Give them time to breathe, explore your product and achieve results. At the end of the day, why would the feedback would be relevant if you ask for it right away? One of the best moments to reach out to your users is after they activate important features, gain some success with your product, or fully adopt it.

  • Pay attention to the context- As we mentioned above, context plays a significant role in the NPS survey distribution. The best time to show NPS surveys is after your customers feel something great inside your product. Whether it’s creating an order, sending the first outreach campaign, or in our case - creating the first in-app experiences!

  • Ask for NPS feedback more than once - but don't overdo it - Detractors can suddenly become passives, passives can become either detractors or promoters, and promoters can easily disengage. Things change all the time as your product and market evole. If you don’t ask for NPS at reasonably regular intervals, you will miss the opportunity to engage with customers based on their changes in the sentiment and new experiences. One of the best practices is to survey your users every 2-4 months.

  • Send your NPS survey at the right time - If you’re surveying your customers through email, it’s of crucial significance to send your emails at the right time. According to Smart Insights, 23.63% of all emails are opened within the first hour of delivery, 4.8% in the fourth hour, and 0.63% in the 24th hour. Remember that your NPS email is competing with both personal, business and spam emails. According to CoSchedule, the best days to send your emails are Tuesday, Thursday and Wednesday at 10 am or 2 pm.

  • First notify them, then survey - Studies show that pre-notifying your users can improve your response rates from 4-29%.

NPS survey best practices - what exactly to do for great results

Like we mentioned at the beginning, this is not an ordinary “guide” that aims to teach you about how to create NPS or why it’s important to use it. Of course, we mentioned it (it’s necessary), but our goals here are to present you with NPS survey best practices and examples.

Our goal is to help you to take the most out of your NPS campaigns, learn valuable feedback, satisfy your customers and eventually improve retention and revenue.

So, here are the NPS survey best practices that our team learned has learned the years:

Customize your NPS survey

Since the response rate of surveys is never 100%, lowering the friction of the process is a must for a successful campaign.

Make sure to customize the colors, fonts and text sizes of your NPS survey, so it appears to be part of your product.

Try to use a contrasting or eye-catching color so the survey doesn’t blend into your app and get ignored.

Make sure that your NPS survey represents your brand, message and use cases in the right way. Besides design, however, you should also pay attention to the text itself. Make sure that your NPS survey correlates with your target audience.

Here’s a simple visual team at Chameleon created so you can find out the winning text for your NPS survey based on your target audience:

NPS survey writing guidelines

Send NPS survey to the right number of customers

If you want statistically significant results, you will need to determine what would be the ideal number of users who will see the NPS survey - especially if you’re doing it in bulk - without any context.

If you’re planning to create context-driven NPS surveys, the good thing is that you won’t need to think about this part. Especially because eventually, a large enough group of people will pass through the same user onboarding process and see your NPS survey.

If you’re sending in bulk (for example if you want to survey customers who are with you for over a 2 years now), then be sure that you have enough people to question.

Both very small and very large groups can give you statistically wrong data.

According to Genroe, most companies see response rates in the 15-25% range, so it's up to you whether 15% of your users is a statistically significant number. So keep this in mind when choosing the audience segment you want to collect the feedback from.

Use NPS survey at the right stages of your user journey

The best way to send your NPS survey is to trigger them by some in-app experiences, actions or user behaviors.

For that reason, user onboarding, NPS surveys, and other milestones need to interact smoothly with each other, not clash.

One of NPS best practice for in-app is to ask for feedback after important product milestones - such as:

  • The moment when your customers completely adopt the product - this is the moment when your customers activated all features and started to use your product regularly.
  • After you celebrate success - Depending on your product use cases, the term “success” can have different meanings. For example, for CRM’s it can be sending the first email campaign. For email finding tools, it can be finding the 10th email address.
  • Unique date-set - NPS surveys don’t necessarily need to be triggered by in-app actions. They can also be triggered according to the time your user spent in the product. For example, you can schedule your NPS survey to be sent 10 days after your customers started using your product or 2 days before the trial expires.

Send NPS surveys both in-app and through transactional emails

You can choose to send your NPS surveys either through an app or via transactional emails. Or sometimes, the best option could be sending through both places at the relatively same time.

Here’s the example our team found very useful to boost engagement and response rate.

Show your NPS survey in-app after some important experience. If the customer responds - great! If not, send them the NPS survey again - one day later - but via email.

With this, there are fewer chances for customers to skip or don’t notice the NPS survey.

Take advantage of the Anita effect

The Anita effect is the psychological bias that explains how male users will usually respond with your survey if the sender is female than male.

According to Quirks, German Avio-company Lufthansa Technik conducted research with two different groups:

  • Males who will receive the email from another male
  • Males who will receive the email from the female

The results were fascinating:

Female outreach to a male recipient has a 30% bigger response rate.

A/B test your NPS survey

A/B testing is always a good thing to do. If you’re sending your NPS survey through email, keep in mind that the average response rate is 25%. That means that only a quarter of your customers will see the survey. To make matters even worse, not all of them will bother answering it.

To improve your email open rates, try testing out different subject lines.

If you’re sending your NPS survey in-app, then play a little bit with different color schemes and UI elements. See what type of NPS survey gives you the best results, and focus on that.

Make NPS surveys more personalized

Recently, personalization has started to take its place in every aspect of sales and marketing. It's no different with NPS. Research shows that more than 79% of consumers are expecting the brand to know them very well and deliver tailored and personalized experiences.

So, next time when you’re sending your NPS campaign, try to input the first name of your respondent, and perhaps the company name.

Offer an incentive to your respondents

As some general rule, incentives should be ignored for questionaries and surveys since they can bring inaccurate data.

Yet, if your responses and open rates are too low, and other strategies don’t work, try to offer one to your customers.

That could be something as little as an ebook, checklist or even a 1 day of free credits.

Now that we're familiar with NPS survey best practices, let’s see how to analyze the data you'll get.

How to analyze your NPS data

NPS analysis is as crucial as the data collection. If you don’t analyze and interpret your data effectively, then you won’t have much benefit from it.

Let’s look at a 5-step best practice for NPS data analysis.

1. See which engagement metrics define your customers

You should correlate your detractors, passives, and promoters with engagement metrics that showcase:

  • The number of logged sessions
  • Most visited pages
  • In-app behaviors
  • The average sessions
  • Click-through rates
  • Average time in your product
  • Any other important product KPIs

Just imagine the following situations.

If you could find out common events and paths associated with Promoters, you can try to re-engineer the product experience and make these key features and actions more attractive for passives and detractors.

For example, if promoters visit a particular feature often, deploy a prompt that directs, markets, and educates to this segment. You might find it’s uncorrelated, but running product experiments will always produce more insight than inaction.

Understanding the behavior of all detractors, passives, and promoters will help you to identify positive and negative trends and improve your in-app experiences, product tours and user onboarding based on that.

2. Use all your data to interpret qualitative research

All SaaS businesses, whether B2C or B2B, collect some data about users.

For example, high-touch SaaS businesses with bigger ARPU have a tendency to collect more data about their customers, while low-touch businesses don’t. (Tools like Heap can break the engineering bottleneck for companies by autocollecting every event and property regardless.)

Data collected usually depends on the friction of your signup flow. Low-touch businesses are usually collecting only the name and email, while the high-touch B2B SaaS companies are asking for the industry, company size, title, team size, and many other things, because qualification is important for efficient sales.

In any case, a good practice is to pull out insight from your NPS research that correlates with your user's relevant properties. Tools like Clearbit can be used to enrich user profiles and give you deeper segmentation and insight, like company size, industry, and more.

With that, you can find out what type of customers have a tendency to be most (or least) loyal to your brand.

The other types of data you can correlate with your NPS attributes are:

  • Demographic (i.e. age or location).
  • User behavior (i.e. the average time per day in your app or the average team size of your users).

3. Perform the verbatim analysis

An answer to “How likely are you from 1 to 10 to recommend our business to your friend?” will not give you feedback on how to improve your business alone. That’s the reason why you should also analyze responses to the 2nd part of the survey: “What’s the most important reason for your score?".

nps-verbatim-analysis

Answers to this question are called verbatims.

The best way to analyze this type of question is to tag responses that have certain things in common like they reference a specific feature or flow (#onboarding-tour, #export-feature)

Because there can be various answers with the same context, adding tags will help you to conduct better analysis.

Here’s an example of three different (but also the same) answers:

  • Sometimes I need a lot of time to find some particular function inside your product.
  • I have troubles with using your product
  • The product is a little bit confusing.

All of those answers could be categorized as a need for better user experience.

The verbatim analysis will help you to easily analyze the reasons behind the customer’s scores and get the ultimate feedback on:

  • What you are doing great
  • What you need to improve

4. Read every comment

Although this can be a little bit time-consuming, RunOurSurvey found out that 1 in every 1000 comments can be a great innovation opportunity.

Try to instruct certain teams to regularly go through the comments. This is usually the job of the Customer Success teams.

On another hand, you can also try to feed your NPS survey responses into Slack or any other communication channel you’re using, either with a direct integration or Zapier.

5. Identify the root causes of customer’s feedback

One of the key indicators of your company’s performance is the root cause of the customer’s feedback.

The best way to identify the root causes is to follow your verbatims in different periods of time (i.e. to follow your verbatims during the 10 NPS surveys in 20 months).

Make sure that you have enough data collected over at least 10 time period.

Pro Tip: Also pay attention to the number of surveyed customers. The best thing is to focus on no less than 500 users.

A general rule is to not use between 500 and 1000 verbatims by the time period and make sure that your verbatims are the same along the way. Using too many different verbatims will confuse you while changing your verbatims might lead to incorrect data.

After you pass 10 time periods, you can try to run a frequency analysis in Excel to see which verbatims are used most, and what the root causes of customer satisfaction or dissatisfaction are.

Implementing NPS survey - 3 Steps to create a high-performing NPS survey

NPS-survey-in-Chameleon

If you’re going to distribute your NPS survey in-app, then you can expect to get the best engagement and feedback if your NPS survey is triggered by some particular in-app experiences (such as when users adopt the product or feel value).

This is one of the NPS survey best practices you should focus on.

Triggered NPS surveys will drive more engagement and give you more relevant feedback about your product.

Here’s how to create an NPS survey with Chameleon and integrate it into your user experience in 3 fast, and easy steps.

The best thing about Chameleon is that you don’t need to install our JavaScript snippet into your product to build and preview your NPS survey and product tours - first download our Chrome extension, open a page on your web app, and start building!

After installing our Chrome extension, here’s the exact step-by-step tutorial on what you need to do to create an NPS survey that gets responses.

While creating your in-app survey, be sure to follow our NPS survey best practices we mentioned above for the best results!

1. Open Surveys on the left side to start building a survey.

On the left side, you will see the 4 main Chameleon products:

Click on Surveys, and the following scene will prompt:

nps-survey-with-chameleon-1

Click “New Survey” to start building a Survey and go to the second step.

2. Choose the survey type

nps-survey-types-chameleon

As you can see, Chameleon offers you a larger variety of user feedback surveys to choose from. In this case, just click on the “Net Promoter Score (NPS)” to build your first NPS survey!

3. Create, design and publish your survey!

Designing an NPS survey in Chameleon is takes just a couple of minutes, and can be made to match your product exactly by reading your fonts and colors. In short, here are a couple of things you can do to make an eye-catching NPS survey:

  • Choose the position of your survey
  • Design colors, fonts, texts, and many other things
  • Choose the transparency
  • Create triggered surveys (i.e. If the user clicks on this, then NPS survey will show up)

Here’s a little gif Chameleon team created for you to see how easy it is to create an NPS survey.

Now when you’ve created your NPS survey, it’s time to publish it, and if you follow our NPS survey best practices, it’s time to see the results and drive more engagement!

The bottom line

As you already know, the NPS survey is one of the best ways to determine your customer’s loyalty to your brand, collect valuable feedback, and predict churn and retention.

In this article, we’ve covered the NPS survey best practices to achieve better results, gain better engagement and improve your NPS survey engagement rates.

Now when you know everything you need to create a stunning NPS survey, it’s time to take action.

Create your trial account on Chameleon right now and collect valuable feedback!

NPS-Best-Practices-Infographic-and-Statistics

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