Launching successfully

Follow the five pillars of success to ensure a successful Workplace launch to your organisation.

Launching Workplace is the first step in transforming the way your organisation communicates, collaborates and gets work done. Our Workplace launch methodology is easy to follow and is based on thousands of successful Workplace deployments. Follow these steps to ensure a successful Workplace launch and download the pre-launch, launch, and post-launch checklists to help you stay on top of launch requirements:

The methodology to launch Workplace is based on five pillars of success that should be completed within 30 days of your planned launch to create a self-sustaining and thriving community on Workplace. We will go into each pillar in more depth in subsequent articles.

1. Executive engagement

Having executives ready to lead by example and show their support in this initiative will be critical to achieve high levels of engagement and trust. Best practices include:
  1. Run an executive workshop with your C-suite to go over the goals and how to use of Workplace
  2. Post a CEO welcome video for all team members to see when they first log in to Workplace
  3. Schedule your CEO to go live on Workplace during launch week and promote it to encourage each member of your organisation to claim their Workplace account

2. Technical integration

A strong technical integration ensures that your Workplace is secure (e.g. accounts are automatically enabled for new joiners and disabled for anyone who leaves your organisation) and reduces the administrative burden of maintaining the community. Best practices include:

  1. White-list email domains and URLs
  2. Manage employee accounts and their access
  3. Fuel Workplace usability with integrations to simplify and automate workflows

3. Workflows & group structure

Creating a foundation of groups that mirror your organisational structure will prevent group duplication and unused groups from being created. We recommend coming up with a naming convention for your core groups as well to facilitate searching. Best practices include:

  1. Create core foundational working groups with employees added to their relevant groups
  2. Bring repetitive or common workflows into Workplace (HR/IT Helpdesk questions for example)
  3. Create announcement groups for the wider company and individual teams that are moderated to control content quality

4. Communication strategy

Workplace should not be "just another tool" that your organisation launches. Make the "why" of using Workplace clear by highlighting the benefits for your employees and how Workplace aligns with your business goals. Your communication strategy should include multiple channels (online, print, Workplace etc.) and messaging for pre-launch, launch and post-launch. Best practices include:

  1. Draft your communication plan using multiple channels and tailor it for different audiences and launch stages
  2. Send communication materials to relevant locations and prepare videos to be used on launch week
  3. Prepare internal engagement campaigns for the month following your launch to remind members of your organisation to claim their accounts and highlight how using Workplace can benefit them

Use our template launch communication plan to design your own communication strategy.

5. Early champions and training

Having early adopters and influencers supporting the change management across locations and departments guarantees that the value of Workplace is understood faster while reducing administrative work on your side. We recommend having 5%-10% of your total employee size as champions. Best practices include:

  1. Identify 5-10% of champions and invite them to Workplace at least two weeks before launch
  2. Train champions on how to use Workplace for work and their important role to shape the community before you launch to the whole company
  3. Ensure that champions create and add content in groups relevant to their teams, so when others are invited, they already see relevant content in the groups

The below timeline illustrates the deployment flow that successful organisations use to launch Workplace. The pillars can be completed faster or slower based on your organisational culture, but it is important to complete all the pillars.

This graph walks you through the first five weeks of Workplace implementation

Tip: Once you've invite your champions to join Workplace, be careful not to keep them in the platform for longer than four weeks without inviting the rest of your organisation to avoid loss of momentum. Workplace works best when your whole organisation is using it.

Five key takeaways for launching successfully with Workplace
ON-DEMAND TRAINING

How to launch Workplace

Learn how to launch Workplace with direct guidance and support from Workplace experts.

ON-DEMAND TRAINING

How to work in Workplace

Learn how to set up a group structure that supports the needs of your organisation and helps you get work done.

ON-DEMAND TRAINING

Workplace admin fundamentals

Learn how to set up and manage your Workplace community from the Workplace Admin Panel.