Introducing a new tool at Regroove – setting up for success

Regroove is relentlessly modernizing our customers, our community and ourselves. In a Cloud-first world, where we always strive to be using the best of breed tools – we identify a problem, find a fit and put it in place, complete with clear communications to ensure everyone benefits right away. This post is an example of how the process unfolds when we introduce a new SaaS product/service at Regroove.

Introducing new tools at Regroove has a clearly defined path for success. Now and ongoing.

What

Today’s example is about how we introduced Rebrand.ly at Regroove for the purposes of providing web and SEO friendly short links to rich content we want to share about the services Regroove offers and the tool we are most proud of, Navo.

So What

This post isn’t about Rebrand.ly. The tool sells itself. This is about the process I took to share the tool’s purpose with our team and how to find it going forward. Information that is useful for staff that would see it today and for future employees that aren’t even here yet.

At the end of the day, the process followed can be broken down as the following:

  • Identify the problem
  • Find a tool to solve the problem
  • Sign up for the tool and save login in a safe place
  • Communicate to the team clearly the Why and Next Steps
  • Provide the means to find the information later with Navo

Now What

Okay, now I’ll break out how that process worked when introducing Rebrand.ly at Regroove.

Identify the problem

I’ve already done this earlier but to repeat, we needed a tool that provided rich, shortened and web/SEO friendly links for key web/social initiatives, complete with analytics for constant improvement and refinement of our messaging to pre-qualify better fitting customers all the time.

Find a tool to solve the problem

Our requirements identified Rebrand.ly for our purposes (and a referral from a trusted advisor confirmed this).

Sign up for the tool and save login in a safe place

First off, a little insider tip. When you sign up for a service, don’t sign up as your personal email account. Our standard is to have a prefix to represent the service in our emails – so for example rebrandly@companydomain.com. Office 365 for example, doesn’t have a fee for adding many (heck I have over 80) aliases to an email account (or a Teams Channel). Why? Well, if that person moves on or simply away on vacation, you can simply move that alias to a new location without impacting the base service.

Now that you have your email address/login set, be sure the credentials go in a safe place. We are in the midst of moving our password management system to a proper password vault. If you want to learn more about that, ping me directly (because I’m not advertising what we use ;). But you should use a proper password manager to ensure EVERY password is different and well protected with MFA (multi-factor authentication).

Communicate to the team clearly the Why and Next Steps

Okay, I admit, the earlier stuff is probably all pretty obvious, but these last two steps are where the rubber hits the road.

We communicate internally using a combination of SharePoint and Microsoft Teams.

SharePoint’s Role

We use SharePoint to create rich dashboards and news/communication pages. In this case, I made a beautiful page that outlines everything anyone would need to know about our use of Rebrand.ly. This is where we clearly communicate the “Why” (why we chose it, why it matters) and what then to do with that information (the “Next Steps”).

Our Rebrand.ly page – the source of truth for all things Rebrand.ly, that we can continue to refine and improve

The Role of Microsoft Teams

SharePoint is the ‘permanent record’ of what and how to use the tool. Certainly, for future employees, this is what they will find and see. But when you first introduce a tool, you need to “get it out loud” and that’s Microsoft Teams all the way for us. Here’s the announcement I made in Teams today, to ensure everyone knew the deal going forward.

Working out loud in Teams

Provide the means to find the information later with Navo

Okay. We’ve identified the problem, we’ve found and signed up for the appropriate solution. We’ve created a central place where information about that solution can continue to evolve and improve and we’ve let all current staff know where and what it is.

But what about new employees? Onboarding, etc. And what about finding the information for existing staff in a week once this announcement has become just another piece of noise in the activity feed?

Well … that’s what Navo is for. It’s our “floating Intranet”. Our source of truth, SharePoint Megamenu navigation, common bookmarks … whatever you want to call it – it is available, everywhere I am.

Meet Navo

Here’s how Regroove staff can now find our new page/tool…

In SharePoint

Finding the tool in SharePoint

In Microsoft Teams

Finding the tool in Microsoft Teams

In the browser

Get Navo from the Chrome Web Store.

Navo in the Chrome Web Store
Finding the tool in the Google Chrome Extension (and Edge Chromium!)
Navo also works in the Chrome ‘Omnibox’ so you can simply Type “N”, press Tab and start filtering Navo right in the address bar – that’s pretty badass

And on my mobile device (iOS and Android)

Finally, finding the tool on the go (on your mobile device, like iPad, iPhone, Android, etc.)

And there you have it. I hope this was useful.

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