Go-Live Communication Plan: Your Ultimate Strategy for a Perfect Launch

Description

The Go-Live Communication Plan is a foundational document for any successful intranet project. Its purpose is to clearly lay out the steps and messaging of the communications around the intranet development and roll-out. The audience includes the Steering Committee, Content Stewards, and all staff, ensuring that everyone is informed, engaged, and ready for the new system.

A new intranet is more than just a technology upgrade; it’s a significant change for your employees. Without a strategic Go-Live Communication Plan, you risk low user adoption, confusion, and a lack of enthusiasm for your new platform. This plan provides the roadmap for a successful launch by building excitement and managing expectations from the very beginning. It outlines who will communicate what, when, and through which channels, ensuring a consistent and compelling message that drives user engagement and guarantees a smooth transition.

 

Why a Go-Live Communication Plan is Essential for Success

 

A well-crafted Go-Live Communication Plan is a crucial tool for change management. It helps to secure buy-in from all levels of the organization, from executives to front-line employees. By providing clear, consistent, and timely information, you can reduce resistance to change and address any concerns proactively. This plan turns what could be a disruptive event into an exciting milestone. It ensures that everyone understands the benefits of the new intranet and knows exactly what to expect on launch day and beyond.

A comprehensive communication strategy is key to a positive user experience. By giving users a sneak peek at the new system and providing them with training materials ahead of time, you empower them to start using the intranet effectively from the very first day. This proactive approach builds confidence and ensures that your investment in the new intranet delivers a strong return. For more on the principles of change management, you can explore resources from the Association of Change Management Professionals (ACMP).

 

Key Elements of a Winning Go-Live Communication Plan

 

A truly effective Go-Live Communication Plan breaks down the launch process into distinct phases, each with its own set of goals and key messages.

• Phase 1: Pre-Launch Communications (The “Teaser”): This phase begins weeks or even months before launch. The purpose is to build awareness and excitement. The plan should outline messages that introduce the intranet’s name, its purpose, and the key problems it will solve for employees. This can include emails, town hall presentations, and “coming soon” posters.
• Phase 2: The Launch Announcement: This is the big day. The plan specifies the exact timing and content of the official launch announcement. This includes a message from an executive sponsor, a link to the new intranet, and a clear call to action for users to start exploring the site.
• Phase 3: Post-Launch Communications (The “Support & Celebrate”): The work doesn’t stop on launch day. This phase focuses on driving ongoing adoption and addressing any questions that arise. The plan should include a schedule for follow-up emails, Q&A sessions, and messages that highlight success stories and new features. The goal is to reinforce the value of the new intranet and make it an indispensable part of daily work.
• Channels and Content: The plan should detail the specific communication channels to be used, such as email, internal newsletters, team meetings, and the old intranet. It should also outline the content for each channel, ensuring a consistent message across all touchpoints.

This comprehensive Go-Live Communication Plan is the definitive guide to a perfect intranet launch. It ensures that your project not only finishes on time and on budget but is also warmly welcomed and widely adopted by your users. It works in perfect tandem with other key documents, such as the Content Stewards Training, which provides the skills your team needs to support the new intranet from day one.

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FAQs

What is the purpose of the Go-Live Communication Plan? The purpose of this plan is to clearly lay out the steps and messaging for all communications around a new intranet’s development and roll-out. It provides a strategic roadmap for a successful launch by building excitement and managing expectations for everyone in the organization.

Why is a communication plan so essential for an intranet launch? A communication plan is a crucial tool for change management. It helps secure buy-in from all levels of the organization and ensures that everyone is informed, engaged, and ready for the new system. It transforms a potentially disruptive event into an exciting milestone, leading to higher user adoption and a smoother transition.

What key phases are included in a winning communication plan? A winning plan is broken down into three distinct phases. It starts with Pre-Launch Communications to build excitement. The second phase is the official Launch Announcement. Finally, the plan includes Post-Launch Communications to drive ongoing adoption, provide support, and celebrate the project’s success.