Launch Guide for your Workleap Officevibe Account!

Welcome to Workleap Officevibe! 

Are you ready to launch the platform within your Organization?

 

We have a step-by-step Launch Guide you can follow to ensure a successful implementation of Officevibe! This can be done in a few easy steps. 

 

What your launch timeline should typically look like visually:

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The timeline shows what the typical launch timeline looks like for clients with 100 members or more, but this may vary depending on your Organization’s goals

 

1. Learn how Officevibe Works and Configure your Account

As Officevibe Administrator or Executive Manager, it is essential that you can support the leaders in their utilization of the tool. You will also want to identify other Administrators or Executive Managers in your organization to ensure that you are all comfortable with the tool. 


Here are some valuable resources for you:

1.1 Familiarize yourself with Officevibe

  1. Officevibe Short Demo Video
  2. Officevibe Administrators Training
  3. Administrator Toolbox
  4. Officevibe Launch: FAQ

1.2 Configure your account

Via the Settings section, you will be able to customize your account: 

  • Company logo, name, industry (Organizational details)
  • Default language and time zone (Organizational details)
  • Survey frequency and micro-customization (Pulse Survey)
  • Feedback Labels (Feedback)
  • General permissions (Permissions)
For your outgoing Officevibe invitations and communications to arrive successfully, you must contact your IT team to ensure that you have the correct IT Requirements to Use Officevibe
Updating teams and members can be automated via integration. If you want to use one of the integrations available, you'll want to discuss it with a member of your IT team early in the rollout phase. 

2. Communicate the Arrival of Officevibe

Once you have familiarized yourself with Officevibe and identified the other Admins and Managers in your organization, you’ll want to start communicating the arrival of Officevibe to your teams. Sending informative communications about Officevibe to the managers and employees is critical to a successful launch.

Here, you’ll find a suggested Communication Plan with Templates for each step.

3. Import the employees and finalize the team hierarchy

Teams are key in Officevibe. They will allow you to replicate your organization structure in-app and empower your managers to build a strong relationship with their direct reports.

3.1 Import the employees and the teams

First, you’ll need to prepare a file to bulk invite the employees and create the teams in-app.

See Bulk Provisioning for Members and Teams for instructions.

We strongly recommend finalizing the team structure before inviting the employees. You can deactivate the invitation emails when creating an employee's profile via Settings > Organizational details.

3.2 Replicate the organizational structure

Replicate your Organizational Structure so that what you see in Officevibe correlates with your actual structure.

To validate the permissions go to Settings > Members > More Filters > Roles.

4. Train your Team Managers

Ensuring that Team Managers use Officevibe effectively is a key element for long-term success.

We strongly suggest that your managers view our latest recorded manager training capsules below and that you share the Officevibe's Manager's Toolbox for extra guidance.

Here are some suggested talking points to discuss internally to align on expectations:

  • How often do you expect the manager to share results with their teams? Workleap Officevibe recommends once a month. 
  • Do you expect managers to reply to all feedback? Workleap Officevibe recommends aiming to reply to as much feedback as possible, focusing on the constructive sentiment in-app.
  • How often should managers reply to feedback? Workleap Officevibe recommends blocking time once a week and communicating this time with team members.
  • How often should they meet their employees for 1-on-1? Officevibe recommends meeting every 2 weeks.
  • Who is accountable for defining the goals? Workleap Officevibe recommends a mixed approach of organizational goals set by executive managers and team goals defined by team managers.
  • Who is accountable for defining the individual goals? Workleap Officevibe recommends that members set individual goals and validate them with the managers during a 1-on-1 meeting.
  • Who can the manager contact if they need assistance? Workleap Officevibe recommends letting know team managers who are the administrators internally and sharing the Officevibe support email.
  • How often should managers send custom surveys? Workleap Officevibe recommends defining a process internally to avoid survey fatigue. You can also save your organizational template.

5. Launch: Invite your members and send the first survey

Once satisfied with the team structure and members' permissions, you are ready to send the invitations with the first surveys!

5.1 Activate the surveys

Via the Settings > Pulse survey section, turn the Enable Pulse Survey option ON. 

You can decide the frequency of the surveys and customize the wording in the questions if needed.

5.2 Send the invitations

On the Settings > Members page, open the third drop-down menu and select Created to display the newly imported members. Then, select the box above the Name column to select all of those members. You can deselect any members you don't want to invite. Click Invite to send the invites.

The invitation email includes a registration link that is valid for seven days. Once employees click on the link, they can configure their profile. They will then be redirected to answer their first survey. The first survey includes 10 questions to cover the 10 key engagement metrics.

See what the activation process for employees looks like here.

Administrators and Managers will be able to send custom reminders to the employees.

Ensuring your employees get their Officevibe invitations and surveys can be difficult when you have non-desk workers. In this article, we've compiled our best practices around using Officevibe with the realities of non-desk workers.

6. Support the Managers and Take action!

Now that your team members are in the account and your managers are assigned to their teams, you can monitor the results and feedback coming in from your teams: 

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Don't forget that responding to feedback is the biggest driver of success! You want to ensure that your teams feel heard and that their contributions matter. Check out our recommendations for How to Increase your Participation Rate and How to get your Managers on Board.

It may also be beneficial to choose our PRO plan.

Congrats on your Launch!

Contact us for assistance: support@officevibe.com 

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