Workplace Quick-start pack

Deploy Workplace to your remote teams fast and learn how to use Workplace to amplify company comms and keep remote teams connected.


Time 18 min |Published 24th Mar 2020

Workplace Quick-start packWorkplace Quick-start pack

Quick launch guide

This Quick launch guide was created based on thousands of successful Workplace deployments. Use it to plan and execute a Workplace launch fast, so your organisation can be apart together, from the home office to the frontline.

This guide will walk you through:

  1. Workplace technical setup
  2. Recruiting and training your champions
  3. Building your group structure
  4. Getting executives and people managers engaged
  5. Communicating your Workplace launch

Learn about the Workplace admin role and the features and functionality available to help you manage your Workplace in our Workplace admin fundamentals live training. You'll get hands-on, interactive training and support from specialists to help you set up and manage your Workplace

Step 1: Workplace technical setup

You'll likely need the help of IT teams in your company to set up your Workplace and get you ready for launch. Have them follow these steps to configure Workplace for your organisation:

Pro tip: Integrate Workplace with other work tools your organisation uses before you launch. Content and file sharing integrations are a great place to start. They make it easy to share and collaborate on files in Workplace. See available integrations in the Integrations Directory.

Step 2: Workplace champions

Select a small and diverse group of people in your organisation and enlist their support in building groups, driving adoption and educating the rest of the organisation on how to use Workplace.

Choosing your champions:

Champions should be chosen for their influence and early adopter behaviours. People managers make great champions because they influence working behaviours in their teams.

Preparing your champions:

  • Use the email template in the Quick launch communication plan (step 4) to notify your champions of their role in the launch
  • Send them to the Champion starter pack to learn about how to use Workplace
  • Give them early access by inviting them to Workplace
  • Create a secret Workplace group called "Workplace champions" and add them to it. You'll use that group to communicate with champions before, during and after the launch.

Step 3: Create groups

Create a core set of groups and assign members to them before inviting your organisation to Workplace. When creating groups, you have two things to consider:

  • Privacy: How people join your group and who can see posts
  • Posting permissions: Who can post in the group

Privacy

  • Open: Anyone can join and see members and posts
  • Closed: Anyone can request to join and only members can see posts.
  • Secret: People have to be invited to join and see posts. Secret groups don't show up in search, only members and admins can see they exist.

Posting permissions

  • Anyone can post
  • Posts require admin approval
  • Only admins can post

You'll be using People sets to assign members to your groups based on criteria such as department, job title, location and more. Learn how to create people sets in the Workplace Help Centre.

Core groups can be structured around two types of communication:

1. Company communication

Company-wide announcement and discussion groups can streamline your communications and build stronger connections from headquarters to the frontline.

  • Create an open "[Company name] announcements" group.
    • Mark the group as official
    • Add other admins to manage the group when you're away
    • Make it a default group so all employees are automatically added
    • Set posting permissions to admins only
    • Use the group to share important updates and information across the company
  • Create open regional announcement groups such as "[Location] announcements"
    • Add other admins to manage the group when you're away
    • Set posting permissions to admins only
    • Use People sets (synced with Workplace profiles) to assign members to groups based on location
    • Use this group to share regional news and updates
  • Create open company-wide and regional discussion groups such as "[Company name] discussion" and "[Office location] discussion"
    • Add other admins to manage the group when you're away
    • Set posting permissions to either anyone can post, or posts require admin approval
    • Make your company-wide discussion group a default group. Use People sets (synced with Workplace profiles) to assign members to regional groups based on location
    • Encourage employees to share questions and start work-related discussions in this group.
  • Pro tip: Create open social resource and affinity groups to promote stronger connections across your org. Some examples include: "Black at [Company name]", "LGBTQ at [Company name]", [Company name] dog owners" and "[Company name] travel-lovers".
    • Set posting permissions to anyone.

2. Team collaboration

This is where everyone's day-to-day work gets done. People will be using their team and department groups to share updates on their work, collaborate on files, communicate via text, voice and video chat, and much more.

  • Create closed groups for teams and departments in your organisation and make the manager an admin.
  • Set posting permissions to anyone.
  • Encourage champions to create closed groups for each one of their projects as well as secret groups for communication with managers or direct reports

Not sure what groups are right for you? Join our How to work in Workplace live training to learn about Workplace use cases and how to enable them in your company. You'll get all your questions answered with hands-on, interactive training and support from specialists.

Step 4: Engage executives and people managers

Executives will be using Workplace to share updates, keep employees informed and communicate across the organisation. Make sure that they know how to use Workplace and how it can benefit them and the company.

Here are some resources you can share with your executives:

Get people managers involved in the Workplace launch early on. The more they know about Workplace, the more their teams can benefit from using the tool. Here are some resources you can share with them:

  • Workplace for teams: In this pack! An overview of how to use Workplace to manage teams, projects and relationships with managers/direct reports
  • People manager guide: Quick guide to help people managers get started in Workplace
  • Managing projects in Workplace: Learn how to use team and project groups to manage your work in Workplace
  • Hosting meetings in Workplace: Find more tips on how to use Workplace for team meetings with remote and dispersed teams

Step 5: Launch communications

Get employees excited for launch with communications that are focused on the value Workplace will bring to their day-to-day life. Use this templatised communication plan to promote Workplace and get employees on board fast.

Step 6: Send out invitations

Once you've set up your groups and communicated the launch to your team, you're ready to send out invitations. Use the communications outlined in the Quick launch communication plan to share profile activation information and to continue to encourage employees to join and engage on Workplace after launch day.

Make sure that employees know about the wide variety of help and education resources available to them. Share links to Workplace getting started content to help employees get up to speed with Workplace fast:

  • New user course pack: This self-paced course has everything your employees need to start working in Workplace
  • New user guide: A lightweight 7-step guide to getting started as a Workplace user
  • Group admin guide: Anyone who creates a group in Workplace becomes a group admin. Learn about the group admin role and the features and functionality available to help you manage your Workplace groups
  • Managing notifications: Learn how to turn down the noise so you can stay on top of what's important.

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