When your site is configured and the initial import complete, it's time to test, train, and roll out to your end-users.
In this final phase of onboarding, we'll guide you through validating your system configuration and training your end-users. Let's get ready to launch this thing!
- Does the configuration meet your stated business goals and objectives?
- Who will perform the workflow and configuration testing?
- Is the site ready for all users, or will you soft-launch to a smaller group?
- How will you communicate the rollout of NetX to your organization?
- What's left to do before your launch date?
5 things to know about launching NetX
System acceptance and launch readiness are dependent on effective testing.
Be thorough in your system validation. Have a small group of admins and power users test key workflows and configurations before launching the system to a wider audience. Issues identified during testing will be reviewed by your Onboarding Specialist and escalated as necessary. System acceptance indicates that configuration is complete and the site is ready to go live.
Train-the-trainer sessions teach NetX admins to train end-users.
Work with your onboarding specialist to identify essential use cases for different user groups or user levels and develop a training plan that suits your requirements.
Good documentation will help your NetX admins manage the system and support end-users.
Create custom help materials and training guides that are tailored to your content and workflows. Make your User Guides or Help FAQs available as downloadable assets in NetX or build a Help content page in your portal. Create a DAM Admin Guide to record all of your organization's digital asset workflows, including those that happen before or after NetX. Save the onboarding documentation about your organization’s user stories, configurations, and workflows, and record the reasoning behind key decisions for future reference.
Change management in organizations takes planning and effort.
Investing in early user adoption maximizes ROI. Assess how your business processes will change with NetX, identify who is impacted by the change, and plan how to effectively communicate the change process. Change management is an ongoing process — review the success of your implementation in 3 months, 6 months, and 1 year from now.
Make a rollout plan for communicating the system launch to your users.
Designate DAM champions at all levels of your organization to encourage early adoption. Build excitement through a series of pre-launch emails, announcements on your intranet, printed posters or plan a launch party!
Think about a soft launch with a small group of internal folks to iron out any wrinkles before rolling out to the organization at large. Gather as much feedback as you can and if necessary, make adjustments to workflows and refine your training approach.
Give your system its own identity or brand to encourage user adoption from the get-go (ie: "The Vault", "DAMbank", "Media Library" etc.). Provide the best possible user experience and let your users know how the new system will benefit them.
Help your users get started with new workflows so they give up their old ways. Provide lunch and learn sessions, recurring webinars, handbooks for new employees, ad hoc Q&A sessions, etc.
Keep users up to date on new content, configuration changes, bug fixes, and encourage feedback. Involve your users in workflow improvements.
Managing your DAM.