Rolling Out Your Intranet:
7 Proven Tips for a Seamless Launch and Ongoing Engagement
Discover the importance of starting with a core group of users, conducting a soft launch, thoroughly testing the intranet, hosting a hard launch, encouraging user adoption, fostering ongoing engagement, and monitoring and evaluating the intranet's effectiveness.
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An intranet is a powerful tool that can increase efficiency and productivity within a company.
However, rolling out an intranet to a large number of users can be a complex and time-consuming process that requires a well-thought-out strategy to ensure success.
However, with the right approach, it can be a powerful tool that increases efficiency and productivity within a company.
In this article, we'll discuss the top tips for successfully rolling out an intranet to up to 1000 users and maintaining ongoing engagement to make it a vital part of the company culture.
7 Tips for a Seamless Launch and Ongoing Engagement
- Start with a core group of users - Core user testsing
Begin the rollout by testing the intranet with a small group of representatives from different departments, 5-10 people.
The core group of users should include representatives from different departments, with diverse skill levels, and varying degrees of familiarity with intranets. This group should participate in the testing process and provide feedback on how to improve the intranet. It is important to take into account their feedback and modify the intranet accordingly to meet their needs.
This will help identify any issues and make necessary modifications before the soft launch.
2. Super User Testing
After addressing any identified issues, the next step is to conduct a soft launch of the intranet to a wider group of super users (say upto 50 if you have a 1000 end-users). This group of tech-savvy individuals will be responsible for testing the intranet and providing assistance to other users later on.
The core group of testers should be adequately trained and equipped with welcome videos and a list of super users who can provide support. During the soft launch, it's essential to ensure that super users have a clear understanding of the intranet's purpose and functionality.
This includes how to navigate the site, access different features, and troubleshoot any issues. Super users should be given the opportunity to ask questions and receive training to ensure they have the necessary knowledge to assist other users.
This is an example of an intranet employee experience homepage which has user-friendly buttons and attractive design and has been through thorough testing with super users.
3. Soft Launch
During the soft launch, test the intranet for various aspects such as links, quality of data, and the right sort of FAQs, making sure people profiles for senior people are correct and that the intranet is ergonomically functional. In this phase you can involve up to upto 20% of users (say 100 users).
This phase of the testing doesn't need to be that thorough because you should have corrected any major problems during the superuser testing phase. However here is where you will get feedback and you can apply some final tweaks from a wider audience.
4. Hard Launch
Once the intranet has been successfully tested, conduct a you can do your hard launch for all 1000 users!
The hard launch should be a comprehensive rollout that includes user training, tutorials, and documentation to ensure all users have the necessary knowledge to use the intranet effectively. Remember the easiest way for people to adopt something is if they have someone to ask. Here your general user base can ask the super uses all the core uses for help and advice.
Companies should consider hosting launch events or other activities that generate enthusiasm and excitement about the intranet. These events can help to increase adoption rates and promote user engagement.
5. Encourage User Adoption
Encourage users to adopt the intranet by making it an integral part of their daily work routines. Provide incentives for using the intranet, such as awards for the best profiles or profile pictures
In addition to incentives such as awards for the best profiles or profile pictures, companies can use other tactics to encourage user adoption of the intranet. This can include encouraging employees to share their experiences and success stories using the intranet, creating an intranet helpdesk for users to ask questions, and offering ongoing training and support.
6. Ongoing Post-Launch Engagement
To ensure the long-term success of the intranet, it's important to keep users engaged. This can be achieved by a combination of regular newsletters, user-generated content, and creating employee resource groups based on common interests. Encouraging users to add their personal hobbies and interests to their profiles can help to create a sense of community and encourage engagement with the site.
Post-launch engagement should be an ongoing process that includes regular communication, user-generated content, and employee resource groups. Companies should create a forum or a chat room for employees to share information, ideas, and feedback. Employee resource groups based on common interests, such as hobbies or social issues, can help to foster a sense of community and increase engagement.
7. Monitor and Evaluate
Regularly monitor and evaluate the use of the intranet to identify any issues and make necessary improvements. This will help to ensure that the intranet remains relevant and continues to meet the needs of all users.
Monitoring and evaluation should be an ongoing process that includes tracking user activity, identifying areas of improvement, and making necessary modifications to the intranet. Companies should also collect feedback from users on how to improve the intranet's functionality and overall usability. Regular evaluation can help to identify patterns in usage, identify potential issues, and make necessary improvements to ensure the intranet remains a valuable resource for all users. (see our article on intranet surveys).
A well-implemented intranet can bring about a wealth of benefits for a company, including increased efficiency, better communication, and improved collaboration. By following the seven proven tips discussed in this article, companies can successfully launch and maintain an intranet that meets the needs of their employees. On the other hand, if it's rolled out badly or without the right leadership it doesn't achieve anything and will only be a drag on the business and the people running it!
Starting with a core group of users and conducting a soft launch will help identify and address any issues before the full rollout, ensuring a smooth transition for all users. Thoroughly testing the intranet, hosting a hard launch, encouraging user adoption, fostering ongoing engagement, and monitoring and evaluating the intranet's effectiveness will all help to ensure the intranet remains a valuable resource for employees.
Regular post-launch engagement activities, training and support, and monitoring and evaluation will help to ensure that the intranet remains a valuable resource for all users. Encouraging employees to share their personal hobbies and interests and creating employee resource groups based on common interests can help to create a sense of community and encourage engagement with the site.
Overall, a successfully launched and maintained intranet can help a company to achieve its goals and improve its bottom line. By following these top tips, companies can reap the benefits of an effective intranet that improves employee productivity, communication, and collaboration.
Article by Maria Gabrielle