Elizabeth Cogswell Baskin

The intranet launch is a milestone, not the finish line

Launching a successful intranet requires effective pre- and post-launch initiatives. At Tribe, we coach clients to consider the launch of a new intranet not the finish line but one milestone in a much longer process consisting of four phases.

Phase 1: Employee input: Building traffic to a new intranet begins long before the launch. Preferably before the development even begins, employees are involved in the process. You might do a survey on what features employees need to do their jobs more easily; how they’d like to connect with those in other functional silos; what sort of collaboration space would work best for them and other related issues. Focus groups are a good idea as well, to hear employee input in more depth.

Phase 2: Pre-launch: By foreshadowing the launch, you can create excitement about what’s to come and engage an initial group of employees to be early ambassadors. Use other internal communications channel to market the coming intranet. Find a group of early adopters for beta testing or assign launch communication responsibilities to influencers throughout the company. This is the time to build a critical mass of insiders who will help create buzz about the launch.

Phase 3: Launch: You only get one chance to launch, so it’s important to do it well. Make it big news with a launch event, desk drops, elevator wraps and anything else that will get employees’ attention. Make it easy for employees to test drive the intranet with quick-start guides and in-person or online training sessions. Motivate them to visit the intranet multiple times with online scavenger hunts or contests.

Phase 4: Sustaining: This is where many companies drop the ball. An intranet is not static, or at least a good one isn’t. You need fresh, relevant content day after day after day. This is more than most internal communications departments can handle on their own, so at Tribe we recommend establishing a content manager program. By recruiting and training content managers from a range of geographic locations and functional areas, you can build an army of content generators who post on an ongoing basis. To sustain this system, build in quarterly meetings to continue engaging this team, share best practices and provide recognition for those posting the best content.

Have an intranet launch on the horizon? Tribe can help.

Nick Miller

Five ideas to consider for your intranet launch event

Launching a new intranet is quite the undertaking. Months of work is put into searching for the best platform solution on the market, planning your site structure and branding, inventorying the necessary content, and beta testing for quality assurance.

This can often lead to a critical element of a new intranet being overlooked or under-prioritized: the launch event. It’s crucial that you take advantage of the first time your employees are exposed to this new tool. Raising awareness and promoting traffic on the site that first day can be the key to your users forming a habit of visiting your intranet. Increase your potential for a high return on your investment by considering these five ideas for your launch.

  1. Trivia or Scavenger Hunt
    Encourage your workforce to explore the many facets of your intranet from the start by distributing a scavenger hunt or trivia quiz featuring questions/clues around the contents of your site. This activity can be scaled to fit the size of your company, whether by handing out cards that can be turned in or emailing a SurveyMonkey or Formstack that exports the data right to Excel. By including participants with perfect scores in a raffle for some goodie, you will promote participation while avoiding the tax and disclosure hassle that comes with handing out prizes without that random element.
  2. Profile Building Station
    It’s not always easy getting your employees to do anything on their own time when it doesn’t obviously apply to their everyday responsibilities. Instead of relying on employees to build out their profile at their desk, set up a laptop bar and provide employees the chance to do so the first time they sign on to your intranet. Give away swag to those that visit the station and put the time in to round out their profile.
  3. Professional Photography Booth
    Some companies allow employees to upload whichever photo they see fit to their profile, but often you’ll have large groups of people using photos of other things, such as their children or pets. Other companies use grainy security badge photos and don’t allow their employees to change their picture. Neither of these have the desired effect of an intranet with profiles, which is to help other employees recognize those who they need to find to make their own job easier. Our favorite solution is to provide an opportunity to have professional photos taken, which can then be used on the intranet. These photos can also provide the bonus uses of LinkedIn or newsletter pictures.
  4. A Message from Leadership
    It may not be overtly obvious to employees how an intranet might fit into your company’s overall business strategy. Communicate to your employees how a hub for information and news can positively affect your bottom line with a message from leadership. You can do so with a simple letter or intranet article, but there is loads of potential to make that message fun and engaging. A video is always a great way to capture attention, especially one with an entertaining format, such as a mock movie trailer. Having executives visit various locations to make short speeches can also do wonders for engagement, especially those locations that may feel like they are often left out.
  5. Event-in-a-box
    Don’t forget your home-based employees! These are often times the workers who get the most out of an intranet since they aren’t within the typical communications environment. Send each of your home-based employees an event-in-a-box or pouch with the same contents an employee would receive at a launch event. Make it personal by including a message from leadership to home-based employees only, ensuring that they don’t feel like the odd man out.

However you go about your intranet launch event, take the necessary steps to make it an event worth remembering. The more your employees are wowed and engaged the first time they see your intranet solution, the more likely they are to continue to visit.

Want to launch your intranet the right way? Tribe can help.

 

Brittany Walker

4 tips for keeping employees engaged in your intranet

Launching a new or updated intranet is a great start for improving internal communications. It is however just that, a start. The real challenges usually come in the following weeks, months, even years. A well thought out sustaining plan can be the key to keeping engagement high. Here are four tips to keep employees coming back to your intranet.

  1. Keep content fresh. When used properly, a successful intranet goes beyond the function of a virtual filing cabinet. Fresh, relevant content updated daily or weekly will keep employees coming back. To make every-day content creation more manageable, Tribe recommends establishing a content manager program. By empowering content managers across geography and work functions, you can build an army of ambassadors who keep news refreshed on an ongoing basis.
  1. Create a welcoming collaboration space. Breaking down silos through collaboration is a common goal, but often difficult to achieve. Providing employees with a collaboration platform in an environment where they already regularly visit is a big step towards making it easier. When choosing a collaboration tool for your organization it’s important to include employees in the discussion to really determine what tool will work best for your culture.
  1. Offer two-way communication. Leadership visibility is a frequent request of employees from all types of organizations. Providing an area on your intranet where employees can ask questions, give feedback or voice concerns to leadership is a great way to give them the outlet they need. Completing the loop of two-way communication is essential to employees feeling that their input is respected by their top executives.
  1. Provide a positive user experience. One of the easiest ways to lose engagement in your intranet is to make it difficult to use properly. If employees aren’t getting what they need in an intuitive and productive way, it’s harder to keep them coming back. When possible, Tribe recommends asking employees what attributes they would like in an intranet. Following launch, it’s also important to keep tabs on the functionality for the best possible experience.

At Tribe we like to think of the launch of an intranet as the starting line, not the finish line. Need help increasing engagement in your intranet? Tribe would love to help.