So, you're ready to launch an intranet. It's the big day, and there's a buzz of excitement as you deliver your new solution.
But let's take a breath—because hitting that 'live' button is only the beginning. As much as we’d love a simple, one-click launch, the reality involves much more detail.
Today, we dive deep into the mechanics of what really happens during an intranet launch. It's not just about making sure everyone can log in; it's about ensuring that every user feels confident navigating this new tool.
We’re talking about crafting a user experience that feels as familiar as it is innovative, removing barriers to adoption, and setting up a support system that feels more like a community than a helpdesk.
From ensuring seamless access to tailoring user experiences, there’s a whole backstage effort that goes unnoticed. This involves thorough testing, personalised training sessions, and perhaps most importantly, open lines of communication.
The goal? To make this transition as smooth as possible and to reassure every stakeholder that they're supported every step of the way.
Forget just flipping a switch; launching an intranet is akin to starting a new chapter in how your team communicates, collaborates, and thrives.
Common Challenges and Mistakes When Launching an Intranet
it’s crucial to navigate the road carefully to avoid common pitfalls. From understanding user needs to ensuring robust functionality, here we outline the most frequent obstacles and missteps that can complicate an intranet launch, and how to effectively overcome them.
1. Lack of User Adoption
One of the most daunting challenges when launching an intranet is securing widespread user adoption. Often, the excitement of a new tool doesn’t automatically translate into enthusiastic usage. Employees might resist the change due to comfort with old systems or simply a lack of understanding of the new intranet’ benefits.
Tackling this requires more than just training sessions; it involves a strategic campaign that showcases the intranet’s immediate value to every user’s daily tasks, paired with ongoing support and enhancements based on user feedback.
2. Poor Search Functionality
An intranet’s utility is largely measured by how quickly and accurately users can find the information they need. Poor search functionality can turn a potentially powerful tool into a source of frustration, leading to decreased adoption and diminished trust in the platform.
Ensuring that the search engine is robust and intuitive requires significant investment in the right technology and a well-planned metadata and taxonomy strategy, making sure that content is not only searchable but also organised in a user-centric way.
3. Inadequate Testing and Refinement
Rushing to find and launch an intranet without adequate testing is a recipe for disaster. This phase is critical not only for ironing out technical bugs but also for gathering initial user impressions and understanding real-world usage.
Skipping thorough testing phases can lead to overlooked issues that affect performance, security, and user satisfaction. Implementing a pilot phase with a select user group can provide valuable insights that can significantly refine the intranet before it goes live to the entire organisation.
4. Underestimating Content Governance
Without a clear plan for content governance, an intranet can quickly become cluttered with outdated, irrelevant, or even conflicting information.
Establishing strong governance policies and roles from the start is essential.
This includes setting clear guidelines for content creation, approval, and archiving, as well as assigning responsibilities to ensure the intranet remains a reliable and authoritative source of information.
5. Lack of Customisable Options
An intranet that feels like a one-size-fits-all solution can be off-putting. Users come with diverse needs and preferences, and an intranet that lacks customisable options can fail to meet the varied demands of its user base.
Providing personalisation features, such as customisable dashboards and content feeds that users can tailor to their specific roles and interests, can greatly enhance the user experience and satisfaction.
6. Ineffective Communication Strategy
A key mistake many organisations make is not having a clear and effective communication strategy about the intranet’s launch and ongoing updates. Without proper communication, users may not even be aware of the functionalities available or how they can benefit from using the intranet.
Building excitement and understanding through a consistent, clear, and engaging communication plan is crucial to driving interest and encouraging exploration of the new system.
7. Ignoring Mobile Accessibility
In our mobile-first world, failing to optimise an intranet for mobile devices can significantly impair its effectiveness. Employees expect to access information not just at their desks but from anywhere, at any time.
A mobile-responsive design or a dedicated mobile app can be critical in boosting engagement and ensuring users can always connect with the intranet’s resources, enhancing both satisfaction and productivity.
How to Launch an Intranet
Now that we've delved into common challenges associated with launching an intranet, it's time to focus on bridging those gaps. Following the steps outlined below will be crucial in addressing these issues and ensuring the successful deployment of your intranet platform.
1. Establish a Definite Timeline and Assign Ambassadors
Set a clear and realistic timeline for your intranet launch to keep all tasks on track and manage expectations. This phased approach allows for adjustments based on real-time feedback and keeps the project agile.
Assigning intranet ambassadors or champions within different departments can also play a pivotal role.
These individuals will act as advocates for the intranet, helping to boost morale, assist their peers, and provide valuable feedback to the implementation team.
2. Build Excitement with a Strong Pre-launch Campaign
Long before the go-live date, start a marketing-like campaign to create buzz around the upcoming employee intranet.
Use emails, posters, teasers, and informational sessions to inform and excite your staff about the new system.
Highlighting key features and potential benefits tailored to different user groups can help in building anticipation and ensuring a strong initial login rate.
Use creative storytelling techniques in your pre-launch communications to share the journey of the intranet’s development, focusing on problems it will solve and the people behind the scenes. Incorporate multimedia elements such as behind-the-scenes videos, developer interviews, and sneak peeks of upcoming features to maintain engagement and curiosity.
| Task |
Duration |
Responsible Party
|
Details |
| Internal Marketing Strategy Development |
4 weeks |
Communications Team |
Develop a comprehensive marketing strategy tailored to different employee segments to address their specific needs and concerns. |
| Content Creation for Campaign |
4 weeks |
Marketing Team |
Create engaging content such as articles, infographics, and videos that explain the benefits and features of the new intranet. |
| Ambassador Training and Mobilisation |
2 weeks |
HR & Training Team |
Select and train intranet ambassadors from various departments to advocate for the intranet and assist their colleagues. |
| Teasers and Sneak Peeks |
4 weeks |
Communications Team |
Release teaser videos, feature previews, and behind-the-scenes looks at the intranet development process. |
See more intranet launch ideas here.
3. Make Logging In Easy and Accessible
One of the first user touchpoints with the new intranet is the login process. This must be as seamless as possible.
Consider integrating single sign-on (SSO) capabilities to reduce the burden of remembering another set of credentials.
This step is crucial in reducing barriers to initial access and can significantly affect overall user adoption.
Also, ensure that accessibility standards are met to support users with disabilities, making the intranet inclusive from the very first interaction.
4. Ease in Users Through a Launch Video and Virtual Tour
Help users acclimate to the new intranet by providing a launch video and a virtual tour of the platform.
Create a series of short, engaging videos instead of a single launch video. These videos should focus on different aspects of the intranet, such as how to customize the dashboard, ways to use social features for collaboration, and tips for efficient document management.
Accompany these videos with interactive virtual tours that allow users to explore functionalities at their own pace with clickable elements that explain features as they go.
Consider personalised welcome messages that guide users through their first log-in experience. This could be a short animation or a walkthrough popup that briefly tours key functionalities.
5. Gamify the Learning Experience
Introduce elements of gamification such as challenges, badges, and leaderboards to make the learning process fun and engaging. This approach can encourage users to explore different parts of the intranet, promoting a deeper understanding of the system through interactive learning.
For example, implement a points system where points can be exchanged for actual rewards, such as an extra day off or vouchers. This tangible incentive can boost participation and interest.
Additionally, create role-specific challenges that help users discover features most relevant to their daily tasks. This tailored approach ensures that gamification is not just fun but also directly beneficial to the user's workflow.
6. Provide Additional Training Sessions and Open Help Lines for Users
Beyond initial tutorials, offer ongoing training sessions that cater to different skill levels and learning speeds.
When offering training sessions, use a tiered approach that caters to different levels of tech-savviness among employees. For beginners, focus on basic functionalities; for intermediate users, delve into more complex features; and for advanced users, explore integrative tools and customisation options.
Establish a dedicated help line or online support portal where users can easily seek assistance or report issues. This can be supplemented by regular live Q&A sessions with the IT team. This ongoing support reassures users and helps maintain the momentum of the intranet adoption.
7. Monitor Usage and Solicit Feedback Regularly
After the launch, actively monitor how the intranet is being used and continuously gather user feedback. This can involve analytics tools that track engagement levels and user satisfaction surveys. Feedback should be seen as an opportunity to refine and enhance the intranet, ensuring it remains useful and relevant to user needs.
Establish a continuous improvement panel consisting of a diverse group of users who meet quarterly to review feedback and suggest enhancements, ensuring the intranet evolves in alignment with user needs and preferences.
8. Celebrate Early Wins and Share Success Stories
Recognise and publicise early successes and positive outcomes resulting from the intranet usage.
Sharing success stories can validate the effort put into the platform and encourage more users to engage. Whether it’s a team that improved their project timelines or a department that enhanced internal communications, highlighting these wins can bolster support for the intranet.
You can go beyond acknowledging success by creating a 'success gallery' on the intranet where stories, best practices, and testimonials are shared.
Encourage users to submit their own stories of how the intranet has improved their workday, perhaps through a monthly competition where the best story wins a prize.
This not only promotes the intranet’s benefits but also builds a narrative of ongoing engagement and community success.
Need more insights on how to successfully plan, launch and deploy an intranet? Check out our comprehensive guide.
A Successful Intranet Launch Is Just Around the Corner
As we circle back to where we began, finding and deploying the right intranet software is just the start—it's about fostering a vibrant digital workplace that resonates with every member of your organisation.
From the meticulous planning of your pre-launch campaign to the excitement of going live, each phase plays a critical role in ensuring your intranet's success. However, the true measure of this success comes from how well the platform is adopted and utilised post-launch.
Emphasising the importance of continuously acquiring feedback and ideas from your staff cannot be overstated. Your employees are the lifeblood of your intranet; their insights and suggestions are invaluable in shaping an evolving platform that not only meets but exceeds their daily operational needs. Engaging with them through regular feedback mechanisms, as outlined, ensures that your intranet remains relevant, user-friendly, and integral to your organisational fabric.
Just as a good pre-launch sets the stage, an effective post-launch strategy is crucial for maximising your intranet’s impact. Remember, the launch is just the beginning. The ongoing enhancements and adjustments based on real user experiences will keep your intranet dynamic and indispensable.
If you're looking to ensure your intranet launch—and its subsequent adoption—is as successful as possible, we're here to help. Explore more about how Elcom’s comprehensive intranet solutions can transform your digital workplace. Learn more about Elcom’s services today and take the first step towards a more connected and productive future.