Launching your Bynder portal is key to ensuring team adoption and effective use of your DAM. A smooth transition is crucial, and we recommend a multi-phased approach: Soft Launch followed by Hard Launch.
Phase 1: Soft Launch
Why Start with a Soft Launch?
A soft launch allows a select group of users to test the portal, provide feedback, and identify areas for improvement before the wider organization begins using it. This approach minimizes disruptions and ensures the portal is polished for all users. Be sure to engage your Bynder resource and start tracking key metrics.
Timeline
Plan and run the soft launch 1–2 months before the hard launch. This allows ample time for users to test the system, provide feedback, and for your team to address any necessary changes or improvements.
Readiness Checklist
Ensure these tasks are complete before the soft launch begins:
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Implementation finalization: Confirm setup and configuration of key elements, such as:
- Homepage update: The homepage is the first impression of your portal. Ensure it’s clean, clear, and user-friendly.
- Single Sign-On (SSO) configuration: A seamless login process is helpful for user adoption—double-check SSO functionality to ensure smooth and error-free access.
- Custom URL setup: If using a custom domain (e.g., assethub.customerdomain.com), ensure it is configured so users become familiar with the URL from day one.
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Asset readiness: Fully migrate and apply appropriate metadata to key assets (e.g., evergreen content, latest campaign materials, product assets) to ensure they are easily searchable.
- If full migration isn’t possible before launch:
- Upload a prioritized subset of the most critical assets.
- Communicate a clear migration plan on the homepage to set user expectations.
- If full migration isn’t possible before launch:
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Support infrastructure: Provide accessible support options to facilitate user adoption and help users quickly find the guidance they need when using the portal, such as:
- A support form.
- A dedicated support email address.
- An FAQ section prominently featured on the homepage.
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Testing & feedback instructions: Share clear instructions for testing and provide ways for users to submit feedback, such as:
- A survey.
- A feedback form on the homepage.
- In-portal feedback options.
Who should participate?
Choose a diverse group of users, including:
- Light users: Representing occasional usage focusing on searching and downloading assets.
- Regular users: Frequent uploaders with moderate/everyday usage.
- Cross-departmental representatives: Cover regional, business unit, or organizational use cases.
Objectives of the Soft Launch
- Gather feedback on user experience and functionality.
- Identify and prioritize configuration changes.
- Finalize any out-of-scope adjustments.
- Lay the groundwork for a smooth hard launch.
Tips for a successful soft launch
- Set clear expectations for participants: Ensure users understand the purpose of the soft launch, their role in the process, and the expected timeline. This helps them stay focused and engaged.
- Provide dedicated support: Offer a direct line of support, such as a support form, helpdesk, or a designated point of contact, to address any issues users encounter during testing. This can resolve problems more efficiently.
- Highlight key features for testing: Direct users' attention to critical features and functionality that need special attention. This ensures you're gathering feedback on the system's most important aspects.
- Encourage real-world testing: Encourage users to engage with the system in a way that mirrors their daily tasks by providing real-life scenarios. This approach helps identify potential issues that might not surface during formal testing.
- Use surveys for quick feedback: Besides focus groups, provide simple surveys for users to submit feedback on their experience. These can be done periodically and help you gather insights in real time.
- Create a feedback funnel: Categorize and prioritize user feedback. This will help you address the most critical issues first and prevent important concerns from being overlooked.
- Stay flexible: Be prepared to make quick, incremental updates based on feedback and keep the testing group informed about any changes. This shows users that their input is valued and being acted upon.
- Identify early adopters: Select early adopters to act as system champions. These users can support onboarding, promote adoption, and assist with troubleshooting during the hard launch.
- Monitor usage and activity: Track how users interact with the system to identify any issues or areas for improvement that they may not have flagged in feedback sessions.
- Determine adoption metrics: Establish KPIs such as active users, login frequency, or the volume of assets uploaded and downloaded. These metrics will help track user engagement and evaluate ROI after the hard launch.
Phase 2: The Hard Launch
What is the Hard Launch?
The hard launch introduces your Bynder portal to the entire organization. While minor updates can be made after the hard launch, aim to address all significant feedback during the soft launch to maintain user confidence and engagement.
Timeline
The hard launch should take place once the soft launch concludes. This ensures that feedback from the soft launch is addressed and the system is fully optimized.
Readiness Checklist
Ensure these tasks are complete before the hard launch begins:
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Implementation completion
- Confirm that the portal setup and configuration are fully finalized.
- Ensure the portal is polished and ready for first-time users to provide a positive initial experience.
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Change management
- Plan and document any remaining major changes or updates.
- Communicate these changes to users after launch to avoid confusion and negative impacts on engagement.
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Asset audit
- Ensure that all evergreen and critical assets have been uploaded so users can easily access key content, if not already completed.
- Double-check metadata for accuracy and searchability.
Who should participate?
For a successful hard launch, the entire organization should participate. Consider a phased rollout by department, region, or business unit for larger teams.
Tips for a successful hard launch
- Drive adoption by involving executive champions: Ensure top-down support and buy-in from all levels of the organization. Executive champions should promote the portal, attend key launch meetings, and ensure alignment with organizational goals.
- Market Bynder internally: Promote Bynder through engaging materials like promotional videos, newsletters, and company-wide meetings. This builds excitement and prepares users for the launch.
- Identify and address common adoption barriers: To prevent user frustration, resolve potential issues like login problems or unclear usage scenarios early in the launch phase.
- Provide ongoing access to training materials: Offer regular training sessions and access to helpful newsletters, videos, or a knowledge base so users can learn at their own pace.
- Set up an easy way for users to share feedback: Create a simple, accessible method for users to report issues or ask questions. This ensures continuous improvement after the launch.
- Clearly define support channels: Outline where users can get help, whether through an internal helpdesk, support form, custom link tab, or internal chat. Make it easy for them to get the assistance they need.
- Direct users to the Knowledge Base: Encourage users to explore the Knowledge Base for detailed tutorials.
- Regularly review and adjust key metrics: Continuously monitor the identified metrics and make adjustments as needed to optimize adoption and performance.
Communication Strategy
Most launch communication can be done via email, as it’s a reliable and direct way to reach users. Here are some recommended channels with some best practices:
- Email: Send launch announcements from the business lead or project manager, ensuring they are ready to answer questions.
- Company Meetings: Announce launches during team or company-wide meetings to provide a live forum for questions and feedback.
- Intranet: Share launch details, FAQs, and resources on your company intranet for easy access.
- Newsletters: Include updates in company newsletters to keep everyone informed.
- Videos*: Use dynamic and creative videos to explain the why, how, and what of your Bynder DAM.
Email Templates
To help streamline your communication efforts, we’ve created a set of email templates for different stages of the Bynder transition, including:
- Pre-launch announcement: Notify users of the upcoming change to Bynder and highlight its benefits.
- Soft launch invitation: Invite users to participate in the soft launch, test the system, and provide feedback.
- Launch day: Provide essential information, login details, and a call to action for the official Bynder launch.