Once you have had a successful launch day for your new intranet, it's important that the work around the intranet doesn't just end, but keeps being prioritised and seen as a process rather than a project that's done. It is important to keep engaging employees and working with the intranet to reach your intranet goals.
There are several ways to do this. This article will guide you through some of the activities that Colibo recommends. It's all about keeping a positive attitude towards the intranet and educating the employees to take responsibility for the ongoing optimization of their use of Colibo.
Engagement through a series of digital content
Most organisations' communication is digital, which can be a potential channel for creating attention around the new intranet once it's been launched. It could be by creating interesting content on the intranet that makes employees want to visit and engage. The first period of time after the launch, it can be beneficial to remind the employees about features and how to use the intranet in the best possible way, eg. in smaller bites through a series of emails or intranet news articles.
For example, create small news stories that tell or show how others are using the intranet or guide employees through the features and how they can be used in your organisation. By dividing the information into smaller pieces, you have the best preconditions for everyone to slowly learn how their needs can be met on the intranet, and at the same time, you avoid them being overloaded with information, they won't remember anyway.
Keep engaging ambassadors
One of the key factors to successfully engage the end users to use Colibo and get the most out of the platform in their work life is to educate and engage ambassadors throughout the process. This can either be the key gatekeepers in each department or employees who show extra interest in the intranet.
Nurturing their already existing interest and engagement in the platform will make them great ambassadors for the organisation. They will naturally share their enthusiasm and perspective, which will automatically affect the employees around them to use it.
Facilitating intranet work in the individual departments
As intranet manager, you can create a framework for the department managers or key gatekeepers to facilitate intranet work in their department after launch. It doesn't have to be a huge setup, but some guides on how to work with the departments' needs in relation to the intranet. It can be recommendations on how to include the intranet on weekly meetings or facilitating individual workshops with employees in the department.
One thing is how the organisation in general are planning on using the new intranet, another thing is what the needs of every individual department are. Make it easy for department managers to facilitate the intranet work and make decisions regarding their specific use of it.
Have small contests on the intranet, to get employees to visit the platform and engage with it. You don't have to be worried about employees visiting the intranet only because of non-work related content or events. The more work related interest will come with the less work related. And contests are a good way to get the employees to engage.
In December it can be a Christmas calendar that requires employees to visit the intranet if they want to participate. It can also be a contest where intranet managers leave small clues around the intranet to solve a riddle, which again requires the employees to navigate in different areas of the intranet. There are a lot of ways to facilitate online contests, just consider what your desired outcome should be and start planning.
Internal intranet campaigns
Throughout the intranet process, it can be beneficial to create internal campaigns to remind employees of the intranet and different areas, features or new ways to use it. Your campaign can either last for a few days or you can even create a month long campaign.
For example, find out what challenges the employees are facing, and focus on them in intranet content, meetings, emails etc. for a given period of time and maybe mix it up with physical activities or events.
After six months or so from the launch, you can also create a campaign that once again focuses on the intranet goals for your organisation and how departments and employees can work to optimize their use of Colibo in relation to these goals. Keeping the attention on the intranet as a process will also educate employees to think the same way, which means that they in time will keep optimizing their use without the reminder.
Offer departments to book an intranet session
Once you have launched the intranet, you will already have several super users or ambassadors, who are able to give meaningful intranet sessions or introductions to the rest of the organisation. You don't have to have every department book an intranet session. Just tell the departments, that if they are interested, they can book a one or two-hour session with an intranet expert from the organisation. Not everyone will find it useful, but it can be valuable both for the departments, but also for intranet managers to know what is challenging for the end users in relation to onboarding users.
Regular presentations or webinars
The Colibo platform is always developing, which can be a great occasion to gather the organisation either online or to a physical event to go through the new features and once again keep a focus on intranet goals and change through the intranet.
Evaluating your intranet as an ongoing process is one of the best ways to keep focusing on change and improvement of your use of the intranet. A part of organising the work after your launch day should definitely involve an evaluation plan for the year to come. You can decide to have an evaluation once a year or break the evaluation down into smaller pieces that become a part of the ongoing work with the intranet.
There are a lot of other ways to organise the work with the intranet once it's launched. First of all, take a look at your organisation and try to identify what would work in your specific context. What works for one organisation might not work for the other, and you are the expert on your own organisation.
Colibo can assist in guidance on this topic, if you need advice on how to structure the future work around your intranet. Learn more about how Colibos Customer Success team can help you.