Summary: Intranet adoption is a continuous activity which starts its roots in change management, continuing beyond the intranet launch day. This is a 2 part post, where we’ll take a look at 5 key phases and details to help you organize a successful intranet launch and build continuous intranet adoption.
For a successful SharePoint intranet adoption and launch, always include change management and engagement planning along with your design and launch activities.
Over the years of launching intranets, we’ve identified the following 5 phases as key to a successful SharePoint intranet introduction:
Identify Change Resistance
Intranet Launch and Building Intranet Engagement (part 2 in series)
Let’s take a look at the details of each; Since there is a lot of ideas and some may not apply in your scenario, feel free to cherry pick what sounds like a good fit for your organization’s culture and scale.
Identify Intranet Adoption Resistance
This phase is one of the earliest on the SharePoint intranet launch timeline and often forgotten as intranet managers get caught up in an array of other exciting activities.
Most people dislike change, it’s a fear of the unfamiliar and unknown. It’s in our human nature. Introducing a new Sharepoint intranet is a change and you will have to deal with resistance, early on and later. Identifying resistance early on give you time to address it.
Here are the things you can do:
Identify groups or key influencers within the organizations who raise concerns
What are the common themes or concerns they’re raising. Most resistance is due to specific and legitimate concerns the group has.
It could be:
Lack of time to transition
Perceived work required to move data
Lack of training or experience
Past failures and the fear of the regret factor
Solicit ideas and build engagement around solving their concerns
Gather proposed solutions, plot them on a map, see what brings the most value to the business and what is the most feasible.
Focus on business value. We have an exercise around brainstorming and plotting proposed ideas and determining their feasibility. It only takes an hour to get a pretty good visual on what should be the next key targets
Convert key influencers who are concerned about the change. If you involve them in your design and empathize with their concerns, your initial resistance group will turn into supporters and champions, content authors and subject matter experts.
Keep these individuals in a close loop as they will become pivotal in future phases
SharePoint Intranet Launch Communications
Understanding issues relating to SharePoint intranet resistance and devising possible solutions is a great start but now it’s time to plan the new intranet communications with the rest of the organization.
Create an internal press release “new intranet is coming“. Why does your intranet exist, how do you navigate it on a high level, what’s the name of your new intranet. In the next post, we discuss how you can use an Intranet Naming Contest to build excitement and engagement.
Include your key contributors in a soft launch communication loop
Start building a contributor community
Organize moderated Intranet Naming Contest
Communicate the timeline and major project updates
Involve content authors and champions in key activities such as launch day activities
Prepare for Launch
Plan activities for the launch day
Prepare a postcard teaser
Intranet Logo or Name
URL to navigate on the launch day
Prepare launch info sessions and plan the initial overview sessions
Prepare a 2 or 3 min launch video
Here is a simple example of the intranet launch video. And don’t forget the humor is the best ice breaker!
Update key sections of the site, for example the employee directory should have people profiles and department fields assigned if users will be utilizing it to find people on a day of the launch.
SharePoint Intranet Training
From a timeline perspective, training is something you can start along with the intranet launch communication planning depending on the effort involved.
Among many other activities such as preparing your training manuals and support, don’t forget the aspect of the overview training.
Here are the key activities to remember:
Create Standardized Content Templates
Identify what are key page templates and how to use them so that content authors are aware how to author content
We recommend One Page Sheets for the most common tasks such as: log in, search for a project, search for a form, report a problem etc. For authors, those could be template names, how to edit pages, choosing a standard font etc.
Plan how to involve your champions in providing peer support and devise a path so that they can escalate issues if more help is required
Continue Reading ->
Be sure to check out the next post in the series that focuses on SharePoint intranet Launch and Building Engagement and further intranet adoption.
Intranet Adoption Conclusion
As you read through this extensive list, remember that some of the activities are ongoing and don’t need to happen all at once! This guide gives you a summary of some of the best intranet launches but feel free to tailor the activities to the culture and scale of your organization
Leave a comment below, we’d love to hear your thoughts!
Yaroslav Pentsarskyy is the Director of Product at Origami. He's also 8 time Microsoft MVP, speaker at many local and worldwide tech events, and a published author of several SharePoint related books.