Rollout Essentials

When launching Innovation Minds to your company, it is important to make three key points to your team:

1. What are you doing?
2. Why are you doing it?
3. What expectations have you set for your employees?

With that in mind, here is a sample email format that you can use to introduce your employees to Innovation Minds:

Subject: Elevate Your Employee Experience with Innovation Minds!

Dear Team,

In case you haven’t heard yet, we’ve recently launched our comprehensive employee engagement platform, and the response has been fantastic! But we want to ensure everyone gets the chance to join in on the fun and benefits.

Here’s what you can expect:

• Reward Redemption: Easily redeem your rewards through our platform, offering a vast array of options from 650+ brands, right at your fingertips.
• Recognition and Appreciation: Brighten your colleague’s day with a simple click by sharing recognition or thanks for their contributions.
• Celebrating Special Moments: Send personalized birthday wishes and eCards and commemorate anniversaries with heartfelt messages to express your gratitude.
• Sharing Moments: Whether it’s a work milestone or a personal achievement, share your standout moments with the team and celebrate collective successes.
• Wellness Check-ins: Prioritize your well-being with regular check-ins and access to rejuvenating mindfulness videos for a quick recharge.
• Voice Your Ideas: Have a brilliant idea or suggestion? Share it directly within the platform and contribute to our continuous improvement efforts.
• Explore Innovator Profiles: Gain inspiration from your colleagues’ innovator profiles and explore new avenues for collaboration and innovation.

Ready to dive in? Simply visit https://innovationminds.com/ and sign in using your company email and password. Alternatively, download the Innovation Minds app from the App Store or Google Play Store for convenient on-the-go access.

What we have in store for you:

• Exciting Team Challenges: Get ready for some thrilling team challenges that will bring fun and excitement to your workday. Collaborate with your colleagues, unleash your creativity, and tackle challenges together to achieve shared goals and earn rewards.
• Company Events Integration: Stay updated and easily RSVP to company events through Innovation Minds. Engage with fellow colleagues, participate in events, and earn points for your involvement. Whether it’s a team-building activity, a workshop, or a social gathering, you can now seamlessly integrate company events into your engagement experience.

Let’s together create a workplace that’s even more vibrant and engaging. Together, we’ll elevate our own employee experience to new heights!

Subject: Don’t Miss Out! Celebrate, Recognize, and Redeem with Innovation Minds!

Hi Team!

We’re excited to introduce you to the Innovation Minds Employee Experience platform, now live in our organization! It’s time to dive in and discover what your peers have been enjoying. Let’s make every moment at work a reason to celebrate, recognize, and reward!

Celebrate every milestone with us! Whether it’s a birthday, work anniversary, promotion, or welcoming a new hire, every milestone is a chance to connect and appreciate. 

Join us in celebrating these special moments and making every day at work a little more special.

Recognize greatness! Recognition is woven into Equashield’s culture. 

Shine a spotlight on your peers and celebrate their contributions. From peer-to-peer shout-outs to formal appreciation, acknowledging each other’s efforts fuels our collaborative spirit.

Redeem rewards and make every achievement count! Unlock a world of rewards tailored to celebrate your successes. 

From gift cards to exclusive experiences, your achievements deserve to be celebrated in style. 

Subject: Share Moments, Engage, and Innovate Today! 

Hi Team,

You already know how much our team is enjoying our Employee Experience platform. Now, it’s time to explore more of its exciting features!

Share moments that matter and reflect our values! Capture and share meaningful moments aligned with our core values.  Capture and share meaningful moments aligned with our core values.

Whether it’s a team victory, a personal achievement, or a simple act of kindness, your stories inspire and connect us, shaping our collective journey.

Engage and connect with real-time sentiment AI and an AI writing assistant! Join the conversation with real-time sentiment analysis and AI-powered insights.

Your voice matters—share thoughts, ideas, and feedback effortlessly. Let’s create a vibrant, interactive community where everyone’s input is valued!

Share ideas that matter—from engagement to wellness, it’s all about sparking innovation!

Empower our community with your ideas. From improving engagement initiatives to suggesting wellness activities, your input drives our continuous improvement.

Subject: Join Challenges, Attend Events, and Boost Your Engagement – Don’t Miss Out!

Hi Team,

We’re thrilled to see so many of you engaging with our Innovation Minds Employee Experience platform! If you haven’t joined the fun yet, there’s no better time to start than today. For those already participating, keep up the great work and dive even deeper. Let’s make every moment at work an exciting opportunity to engage!

Embrace creativity and teamwork with Engagement Challenges! Challenge yourself and your team to unleash creativity and strengthen bonds. 

Fun, innovative challenges await to energize our collective spirit. Whether it’s solving a puzzle or brainstorming new ideas, every challenge brings us closer together and sparks our creativity.

Join immersive experiences and create meaningful connections with Event Hub! Step into memorable experiences that foster connections and inspire collaboration. 
Our event hub brings us together to celebrate, learn, and grow. From virtual coffee breaks to interactive workshops, there’s always something exciting happening.

Your engagement matters—explore activities that shape your Engagement Score! Discover how your contributions impact your engagement score. 
Engage in activities that align with company goals and enhance our collective success. Your participation not only boosts your own score but also drives our team’s progress.

Ready to join the fun? Dive into a world of engaging challenges, exciting events, and meaningful contributions. Let’s make our workplace a thriving hub of connection and creativity! 

The successful rollout of the Innovation Minds platform involves several key stages. This guide outlines the process to ensure a smooth implementation and high adoption rates across your organization. Your portal is instantly available, with dedicated time spent on crafting an exclusive branded experience and seamless system integrations.

The kickoff phase sets the foundation for a successful rollout:

• Client SoW Completed: Ensure the Statement of Work (SoW) is finalized.
• Client Project Team Identified: Establish roles such as Engagement Manager, Sponsors, Champions, and other relevant stakeholders.
• Needs Assessment: Conduct quick interviews to understand organizational needs.
• Dependencies Established: Identify any dependencies that could impact the project timeline.
• Client Project Scope: Define and approve the project scope.
• Client Employee Experience Cloud Portal Configured: Set up and make operational the client-specific portal.

In the design phase, customize the platform to align with your organization’s brand and engagement goals:

• Client Branding: Incorporate logos, banners, and other brand elements.
• UI Configuration: Set up the user interface according to client specifications.
• Program and Feature Set: Configure initial programs and features.
• Add-on Engagement Features: Set up additional features such as surveys, recognition, rewards, and collaboration tools.
• User Experience Validation: Validate and approve the overall user experience.
• Budgeting and Funding: Finalize the budget for any rewards programs.
• Temporary Workers Strategy: Ensure that temporary workers (including Contingent Workers, Temp Workers, Freelancers, Independent Contractors, Contract Workers, Seasonal Workers, Casual Workers, Gig Workers, Interim Workers, Project-Based Workers, On-Demand Workers, Agency Workers, Hourly Workers, Part-Time Workers, etc.) can engage without compromising legal and other considerations, such as FLSA compliance. Include them in the program only if these conditions are met.

Preparation ensures that all necessary systems and communication plans are in place:

• Early Adopters Uploaded: Integrate client early adopters or HR master data.
• Access Rules: Establish user access rules.
• Single Sign-On Configuration: Set up single sign-on for seamless access.
• System Integrations: Implement relevant system integrations (HR/IT support required).
• Communication Plan: Curate a communication plan with guidance from the client.
• Communication Sequence: Establish sequences for pre-launch, launch, and post-launch communications.

The go-live phase is critical for the successful launch of the platform:

• Client Portal Kick-off: Officially kick off the client portal.
• Portal Sanity Check: Perform a thorough check of the portal.
• Go/No Go Decisions: Establish criteria for go/no-go decisions.
• Preparations Review and Sign-off: Review all preparations and obtain sign-off.
• Platform Launch Email: Dispatch the launch email to all users.
• Office Hours: Schedule at least four office hours to create awareness and boost adoption.
• SOP Published: Publish standard operating procedures for user support, project team support, SLA, etc.

Post-launch activities are essential for maintaining momentum and addressing any issues:

• Launch Review and Evaluation: Review and evaluate the launch process.
• Train-the-Trainer Workshops: Schedule workshops to train internal trainers.
• Support Plan: Create a support plan based on program evaluation.
• Project Readout: Conduct a project readout to summarize the rollout.
• Reports: Share 2-weeks, 1-month, and 1st-quarter reports.
• Support Transition: Transition support responsibilities from the engineering team to the support team.