Yva.ai is an AI-driven real-time employee experience and performance platform based on Smart surveys (active analytics + collaboration circles). 

Optionally (with employee consent), Yva.ai conducts the Collaboration analytics.

How does the Yva.ai platform work?

Once a week, Yva.ai asks each employee 11 individual questions from 2 categories: 

  • Employee experience: wellbeing, engagement, satisfaction.

  • Employee efficiency: employee-to-employee feedback on performance, informal leadership, and skills based on the 360 assessment principle.

It takes an employee about 2 minutes each week to answer these questions.

The system displays the results of personal feedback in the personal dashboards of the employee and their manager.

What are smart surveys?

Smart surveys are the main distinguishing feature of the Yva.ai platform. 

Smart surveys have AI abilities, allowing Yva.ai to conduct surveys, and automatically determine who to ask about whom and what. 

With employee consent, the platform studies corporate sources: Office 365, Google Workspace, Microsoft Teams, Slack, Atlassian Jira, etc. Then platform identifies collaboration circles: who interacts with whom in cross-functional projects. 

This eliminates the need for managers and HR specialists to spend significant time manually specifying who will give feedback on performance and skills about whom. 

This technology allows you to implement the concepts of Continuous Listening, Continuous 360, Continuous Performance Evaluation – continuous feedback from employee to employee throughout the year.

As a result, surveys become:

  • Extremely accurate – only those who actually collaborated in the days before the next survey are interviewed about each other.

  • Unbiased - feedback to the employee is given not by "allies" or "adversaries" but by those who have actually collaborated recently. 

  • A time-saver for managers and HR managers – there is no need to manually determine who will give feedback to whom. 

Responses are processed automatically and presented in the platform interface anonymously. 

What questions does Yva.ai ask?

Every week, Yva.ai’s patented algorithm individually selects 11 questions for each employee out of a total of 105 calibrated questions in the system. For a complete list of questions, see Appendix B "105 questions Yva.ai" below.

All questions are divided into 2 categories, 6 aspects and 11 factors that affect corporate business performance.

The category "Employee experience" includes:

  • The "Engagement" aspect - the weekly dynamics of the organization's eNPS, the desire to work in the organization for the next two years, and the desire to do more than is required by instructions.

  • The "Wellbeing" aspect – burnout, employee stress.

  • The "Satisfaction" aspect - the causes of frustration and stress, evaluating the company based on 11 factors: Manager, Team, Cross-functional collaboration, Employee development, Reward and recognition, Enablement, Empowerment, Diversity, Alignment, Innovation, Customer focus.

The "Employee efficiency" category includes:

  • The "Performance" aspect - a weekly assessment of each employee by colleagues. 

  • The "Informal leadership" aspect - identifies influential employees in 5 styles:  Dominance, Innovation, Integration, Protection, Expertise. 

  • The "Skills 360" aspect - provides each employee with a personal account where dashboards are created to display recommendations and ratings of colleagues on 31 skills.

What is Collaboration analytics? 

Collaboration analytics is the second distinguishing feature of the Yva.ai platform.

If the employee provides his or her consent, Yva.ai will start analyzing corporate collaboration tools: Office 365, Teams, Slack, Jira, etc. to identify 3 stages of burnout and 40+ metrics, including:

  • Sentiments of communication. 

  • Presence of praise in communication.

  • Presence of conflicts in communication.

  • Presence of tasks in communication, and many others.

What business results does Yva.ai deliver?

The goal of the Yva.ai platform is to improve the corporate health and efficiency of the organization. Multiple studies have proved that increasing employee engagement leads to a significant increase in operating profit and speed of development of the organization.

Yva.ai:

  • Improves the efficiency of the organization and its corporate culture. 

  • Increases employee engagement and wellbeing. 

  • Frees up the time and effort of HR specialists. 

  • Allows you to retain key employees and detect burnout early. 

  • Strengthens corporate immunity: gives each employee and manager personal dashboards. 

  • Allows you to observe the effectiveness of corrective measures in real-time. 

  • Creates conditions for continuous development in each team.

Yva.ai 100+ metrics 

The Yva.ai platform measures more than 100 parameters for achieving business success in real-time. 

  • 80+ metrics relate to active analytics (through smart surveys). In particular, these are aggregated metrics: the engagement index, the wellbeing index, the satisfaction index, the company's eNPS, the manager's eNPS, more detailed metrics such as: "My manager clearly sets goals for the team", "My work is paid fairly", as well as individual metrics for employees: the social capital index (employee influence), the performance index, etc.

  • 40+ metrics for passive analytics (through collaboration analytics). In particular: length of the digital working day, length of the digital week, speed of response to emails containing tasks, positive/negative sentiments of responses, etc.

Below is a diagram of the distribution of metrics into 2 categories: the experience of employees and their efficiency – as well as 6 aspects: wellbeing, engagement, satisfaction, performance, informal leadership, and 360 skills.

The platform demonstrates the main metrics in personal dashboards through the user interface. You can access the full list of metrics issued by the Yva.ai platform or via API.

What data does Yva.ai use?

3 types of data sources can be used to operate the platform.

1. Survey results (active data)

Survey results, i.e. employee responses, are data generated by the Yva.ai platform with people’s active participation. Therefore, such data is usually called active. As mentioned, once a week Yva.ai asks each employee 11 individual questions out of a total of 105 calibrated questions in the system. For a complete list of questions, see Appendix B "105 questions Yva.ai" below.

Anonymity and trust are the highest priority of the Yva.ai platform. The Yva.ai platform does not provide users, managers, and system administrators with access to individual employee responses. All responses are averaged across a group or department of 5 or more employees.

2. Collaboration data (passive data) with employee consent

Collaboration data is emails, messages, reactions, and other records that incorporate systems that are generated during employees’ work. This data already exists in the organization and is generated automatically during employee interaction, so such data is usually called passive. If the employee provides his or her consent, the Yva.ai platform collects millions of records from corporate sources and interprets them to help employees compare themselves with their peers, identify positive and negative trends and predict changes.

Corporate systems supported by the Yva.ai platform:

  • Microsoft 365 email (Office 365).

  • Microsoft Teams.

  • Microsoft Exchange.

  • Google Workspace (G Suite).

  • Slack.

  • Jira Server.

  • Jira Cloud.

  • HCL Notes (IBM Notes and Lotus Notes). 

  • Facebook Workplace.

  • Zoom.

  • Any other source via Yva.ai Sources API: https://api-docs.yva.ai/v2.0.html#tag/Sources\.

The most important factors are the ethics and privacy involved in processing collaboration data. Each employee makes their own decision about whether they want the Yva.ai platform to analyze their data on collaboration. If an employee does not want their collaboration data to be analyzed, they can refuse passive analytics.

3. Demographic data

Demographic data is usually names, surnames, email addresses, employee IDs, organizational structure, positions, gender, length of service, and similar information.

By default, demographic data enters the platform automatically from connected corporate communication sources and can also be uploaded to Yva.ai from the HCM software (Workday, SAP SuccessFactors, etc.) via Yva.ai Users API https://api-docs.yva.ai/v2.0.html#tag/Users or a CSV file.

Anonymity, privacy, and information security

Issues of ethics, privacy, and information security are fundamental considerations for analytical systems and Yva.ai developers apply the highest international information security standards.

The Yva.ai platform is 100% compliant with the General Data Protection Regulation (GDPR). Yva.ai, Inc. is also officially certified for compliance with international information security standard ISO / IEC 27001.

In the case of a Self-hosted / On-premises installation, Yva.ai, Inc. does not administer the client organization’s servers and does not collect and/or process any data from the client organization. All data within Yva.ai remains within the perimeter of the client’s organization. Except for the client organization’s system administrators, neither the company's employees nor Yva.ai has access to this data.

The Yva.ai platform never demonstrates individual employee responses to surveys. All responses are anonymized by averaging the results from groups of at least 5 employees.

The Yva.ai platform does not store email and message content and does not provide anyone with access to them. Instead, a special semantic vector is stored, which cannot be used to restore the text of the original message: numbers, names, and other factual information contained in the original message.

The Yva.ai platform never analyzes sources of personal data such as personal emails, SMS, WhatsApp, Facebook, etc. When using a private cloud or on-premises deployment, all data is located within the perimeter of the client's network.

General Data Protection Regulation (GDPR) compliance

Yva.ai takes all necessary measures to ensure that it is GDPR-compliant:

Yva.ai, Inc. has completed DPIA in respect of the Yva.ai SaaS platform. Yva.ai, Inc. has an appropriate data protection policy and has appointed a Data Protection Officer (DPO).

Yva.ai, Inc. has implemented appropriate technical and organisational measures to integrate data protection into the processing activities of Yva.ai, Inc.

Yva.ai, Inc. only processes data on the documented instructions of a controller and there is a written contract setting out the respective responsibilities and liabilities of the controller and Yva.ai, Inc. business.

Yva.ai, Inc. has a process to routinely and securely dispose of personal data that is no longer required, in line with the agreed timescales stated in Yva.ai, Inc. contract with the controller.

Yva.ai, Inc. business operates outside the EU, Yva.ai, Inc. has appointed a representative within the EU in writing: 

Ametros Ltd,
Unit 3D, North Point House,
North Point Business Park, New Mallow Road,
Cork, Ireland

Information Security Standard ISO / IEC 27001

Yva.ai, Inc. is officially certified for compliance with international information security standard ISO / IEC 27001.

This means that a world-class information security management system is built around our software-as-a-service development and provisioning processes. 

The platform conducts regular risk assessment in the fields of:

  • Software development.

  • Data storage and processing. 

  • Continuity of processes. 

  • Security of workplaces and servers.

The platform allows you to completely block unauthorized access to data.