Launching Workplace is the first step in transforming the way your organization 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 EngagementHaving 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:
- Run an Executive Workshop with your C-suite to go over the goals and how to use of Workplace
- Post a CEO Welcome Video for all team members to see when they first login to Workplace
- Schedule your CEO to go Live on Workplace the week of launch and promote it to encourage each member of your organization to claim their Workplace account
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 organization) and reduces administrative burden of maintaining the community. Best practices include:
- Whitelist email domains and URLs
- Manage employee accounts and their access
- Fuel Workplace usability with integrations to simplify and automate workflows
Creating a foundation of groups that mirror your organizational 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:
- Create core foundational working groups with employees added to their relevant groups
- Bring repetitive or common workflows into Workplace (HR/IT Helpdesk questions for example)
- Create announcement groups for the wider company and individual teams that are moderated to control content quality
Workplace should not be “just another tool” your organization 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:
- Draft your communication plan using multiple channels and tailored for different audiences and launch stages
- Send communication materials to relevant locations and prepare videos to be used on launch week
- Prepare internal engagement campaigns for the month following your launch to remind members of your organization to claim their accounts and highlight how using Workplace can benefit them
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:
- Identify 5-10% of champions and invite them to Workplace at least two weeks before launch
- Train champions on how to use Workplace for work and their important role to shape the community before you launch to the whole company
- Ensure Champions create and add content in groups relevant to their teams so when others are invited they see relevant content already in the groups
The below timeline illustrates the deployment flow successful organizations use to launch Workplace. The pillars can be completed faster or slower based on your organizational culture but it is important to complete all the pillars.
Tip: Once you invite your champions to join Workplace be careful not to keep them in the platform for longer than 4 weeks without inviting the rest of your organization to avoid loss of momentum. Workplace works best when your whole organization is using it.
Following the Five Pillars of Success will ensure you have a successful Workplace launch:1. Executive Engagement3. Workflows & Group Structure5. Early Champions & Training