Quick launch guide

This guide outlines key steps to help you launch Workplace successfully to 500 people or less.

You're here because you decided to transform the way your organisation connects, communicates and collaborates by using Workplace. That's very exciting, and we can't wait for you to get started.
Changing the way your organisation works is a big project, but we're here to help. This Quick launch guide was created based on thousands of successful Workplace deployments. Use it to plan and execute a Workplace launch fast.
This guide will walk you through:
  • Steps to take before getting started
  • Workplace technical setup
  • Recruiting and training your champions
  • Building your group structure
  • Getting executives and people managers engaged
  • Communicating your Workplace launch
Before you get started
Before you get started
Get executive buy-in and engagement
Align your executives on why introducing Workplace supports the goals of your organisation. Based on the goals, encourage them to model the behaviours that you want to see on Workplace. For example, if leaders want to hear feedback from their frontline and customer-facing employees, they should engage with those employees directly on Workplace with polls and live Q&As.
For more guidance on defining business drivers and the value that Workplace will bring to your organisation, see the Value assessment workshop.
Create a Workplace project team
You'll need to build a Workplace project team to help plan out and execute your launch. A typical Workplace project team consists of:
  1. Executive sponsor: to drive buy-in and direction from the top of the organisation.
  2. Project manager: to manage the project and coordinate resources during implementation.
  3. IT/HR leads: to import all employees and integrate with an identity provider/SSO if applicable.
  4. Internal communications lead: to plan and execute your internal communication strategy.
  5. Workplace champions: to define Workplace content for launch and be platform advocates. We'll get into Workplace champions in more detail a little later.
1. Workplace technical setup
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:
  1. If your users will use one or more business domains to access Workplace (e.g. @company.com), ensure that these domains are marked as verified in the Workplace Admin Panel.
  2. Decide how your users will be created in Workplace: manually, in bulk via CSV upload or by connecting to a Cloud directory.
  3. Create users in Workplace but don't start sending invitations just yet. We recommend that you build your groups and prepare your organisation before inviting employees to join. Learn about the account lifecycle in the Workplace Technical Resources.
  4. By default, Workplace will ask users to create a password for their account at their first access. Workplace admins on the advanced plan can enable single sign-on (SSO) as an extra security layer.
  5. When you're ready to launch, you can invite your users to access Workplace. Users with email addresses will receive a customisable email invitation encouraging people to claim their accounts. For email-less users, you may need to distribute one-off access codes for their first log in to Workplace.
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.
2. Workplace champions
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:
Select roughly 5 champions for every 100 employees in your company. Champions should be chosen for their influence and early adopter behaviours. People managers make great champions because they influence working behaviours in their teams.
Organisations with frontline employees should make sure that frontline managers are involved as champions early in the rollout. They are key to motivating their direct reports and bringing people on board. They will also play an important role in supporting people if they need help accessing their account or learning to use Workplace.
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 Workplace User Essentials course 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.
3. Create groups
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
  • 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 appear 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 three 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.
    • Add other admins to manage the group when you're away
    • Make it a default group, so all employees are automatically joined
    • 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 any questions and start work-related discussions in this group.
  • Pro tip: Create open social groups to recognise people's contributions and performance. The group will be a space for anyone in the company to give kudos to a colleague.
    • Set posting permissions to anyone.
2. Common and repetitive workflows
Use groups to streamline processes and workflows, such as:
  • HR Q&A group or IT Helpdesk group: To help people find answers to their questions.
  • Facilities group: To quickly and efficiently report equipment and facilities issues.
  • Shift cover group: To allow frontline employees to request coverage or pick up available shifts. Learn more about Shift Cover in the Help Centre.
3. 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
Pro tip: Encourage people managers and department heads to create team and department announcement groups, such as "Marketing Announcements", "New Product Launches" and "Sales Wins". These groups can be used to keep everyone informed and up-to-date on all of the work being done across the organisation.
4. Engage executives and people managers
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 that 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:
5. Launch communications
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. A comprehensive communication strategy is key to getting more of your organisation onboard. To help you, we've created The Workplace Launch Kit with key assets, such as template communications, posters, email banners, activation instructions and more, to help you drive Workplace adoption on launch day and beyond.
6. Send out invitations
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 Essentials: This self-paced course has everything your employees need to start working in Workplace
  • New user guide: A lightweight seven-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 that you can stay on top of what's important.
Other helpful resources
Other helpful resources
After launching Workplace, make sure that you take a look at a variety of other resources to help you measure the success of your launch, understand the Workplace Admin Panel and drive adoption and engagement after launch.
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