A fun and meaningful launch day is a successful launch day. Introducing a new intranet to the entire organisation doesn't have to be neither technical nor boring, you just have to plan a day that fits your organisation.
This article will guide you through how to successfully plan a launch day starting from your organisation's unique context.
Communicating your intranet purpose
First and foremost, what is the purpose of the new intranet? As intranet managers and key gatekeepers, you have been working with the intranet for maybe several months before launching it to the rest of the organisation. The purpose is obvious to you, but remember that your launch day is the first time the rest of the organisation sees the intranet. Your colleagues don't have months of experience working with the intranet in relation to the needs of your organisation.
They are rather doing their daily work, and suddenly they get introduced to this new platform, that intranet managers tell them is valuable - but why is it valuable? It is not enough to just say it, you have to show it. If the purpose is not obvious to the end-users when the platform is launched, it can be difficult to get employees interested. So, the first impression is important.
How to make it meaningful?
Knowing your purpose is the first step. The second step is to communicate it in a meaningful way that resonates with every employee. This can be a challenge in a big organisation with a lot of different groups of employees. Start grouping them in relation to their needs compared to what the intranet can offer this specific group. Maybe you divide the organisation into only two groups; Mobile users and PC users. Planning a launch day presentation or video or whatever feels right for you, this distinction already talks more specificly to the employees' needs, which makes it more meaningful for the individual user.
Maybe you have different groups; the typical communicators and the non-communicators. How do you talk to these groups when describing the new intranet? Or maybe you are dividing the organisation into even more groups. It all depends on your context and what kind of needs the employees have. The more meaningful and valuable the new intranet seems towards the employees from the beginning, the better. Turn it from the organisations perspective to the employees'. What would be meaningful to them?
What is a fun launch day?
Intranets are boring to a lot of people. We know. But it doesn't have to be. See if you can find creative ways to make the launch day more fun. Intranets are all about making your organisation even stronger and better. At the same time, it is all about the employees. So, celebrate your organisation and make it all about the employees. Take a starting point from your organisation's context and overall strategy, and let the technical part be secondary.
Depending on the size of your organisation, have a get-together where the entire organisation is gathered. If your organisation is too big for that, or if the employees are spread out in different locations, have a virtual get-together, and maybe make sure that the different locations facilitate something in their physical space as well.
You can also do the launch online with a mail series, videos, live chat or webinars to have everyone gathered and make sure that everyone is getting the same information.
Planning the day
There are a few elements, that we recommend for a successful launch day.
- Communicate the purpose of the intranet with emphasis on your organisation's needs
- Have small presentations with focus on different groups (have a key person from the specific group to the presentation to make it more credible)
- Introduce the platform with a focus on the overall principles
- Make sure to take time to answer any questions there may be
- Consider if there should be any gadgets to create more awareness to the new intranet (power banks, stickers, t-shirts etc.)
- Make sure that everyone knows what to do from now on and remember to follow up
- If you have a lot of mobile users, have a session where you show everyone how to bookmark their new intranet access
If you want guidance or assistance in planning your launch day, Colibo is always available to facilitate this process with you.