7-tips To A Successful Implementation Of Your Circle

James Tiong
June 28, 2022

In today’s new knowledge economy, people are one of the most valuable resources of your companies. Effectively managing internal knowledge and networks has become a key priority for businesses and organizations to stay competitive.

The Panopto Workplace Knowledge and Productivity Report showed that Inefficient knowledge management costs large US businesses US$47 million per year. In other words, employees are spending 5 hours per week on average waiting for assistance or insights from coworkers.

As a pioneer in driving the new knowledge economy, Lynk launched a SaaS solution—Lynk Circle that helps businesses and organizations find the right person with the right knowledge in their own people networks. Having a robust knowledge management strategy coupled with efficient tools could significantly improve workplace productivity and save costs for companies and organizations.

Here are seven tips for you during the journey of implementing Circle within your organizations to help you unlock knowledge in your people network.

1. Team Buy-in

  • Leadership buy-in is an important element in a successful implementation. To this end, leadership management may consider a short announcement at the launch explaining the need for a knowledge management solution.
  • In addition to management guidelines, the team can also participate in the defining of KPI that is used to measure usage and performance.

2. Appoint Ambassadors

  • Appoint a group of Circle Ambassadors to provide support and to drive adoption within your organization. They are going to be very active in answering questions posted by users, uploading documents, and will be expected to receive member engagement requests. See below for tips to selecting your ambassadors.

3. Define Success

  • Defining goals and milestones is important to measure progress and success of your Circle. Examples of performance metrics are: the number of new users, new members, documents posted, and the number of questions posted, the number of questions being answered, monthly usage increase, time saved in answering questions and document search.

4. Pre-populate Your Circle Prior to Full Launch

  • Circle knowledge platform can be launched in phases but a firm go-live date can be more effective in creating awareness. Prior to the launch date, appointing Circle Managers and Ambassadors to pre-populate the Circle with useful documents and to add frequently asked questions and answers in the Q&A section goes a long way to increase usage adoption. Moreover, Ambassadors can set examples of what enriched profiles look like for new members.

5. Onboarding Sessions (Planning & Execution)

  • Plan lunch-and-learn sessions with your Ambassadors prior to general launch to “train the trainer”. Such events create an opportunity for early adopters of the platform to be familiar with your Circle, share their thoughts, and eventually help newly joined members to learn and be familiar with Circle after general launch.
  • Plan an organization-wide onboarding session, ideally through a webinar. Things to include in this webinar are why the company is using Circle, how to get started, where can one find resources for help, and a quick overview or walkthrough of your Circle.

6. Making the Launch Interactive

  • An interactive launch such as a Scavenger Hunt goes a long way to drive user adoption. Scavenger Hunt invites users to a “challenge” to complete a set of tasks that are designed to get them to discover some of the useful features of the platform. The winner can receive a reward such as swag or gift cards.

7. Gather and Share Feedback with Lynk

  • The input gathered from users and members to be shared with Lynk team would contribute towards the continuous improvement of the platform and ultimately a better user experience.

Ambassadors Selection Guideline

This is a group of five to six individuals who will be the Subject Matter Experts (SMEs) of your Circle. Selection criteria are as follows:

  • Relevant working experience as they will be pre-populating the Circle with Q&As before launch;
  • Manager level and up since they will be influencing and guiding others to join and to use Circle in their day-to-day activities. In addition, they may include this into team members' performance review;
  • Well respected team players as they will be sending invitations and persuade others to join team;
  • Those who encounter similar situations at work i.e. answering repeated questions, dealing with knowledge loss due to team member departure, new member onboarding and training, spending time searching past answers and docs, capacity building and team management—finding "who knows what".

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