Responsive Rollout

At this point, our organization is rolling out Responsive in 2 major phases. We are starting with a push to have SMEs and those who typically contribute to RFPs get comfortable with the platform via usage of the content library.

Are there internal comms or comms rollout processes anyone has used that have been successful for their organization? This is a completely new system for almost all of them (about 60 people). We are utilizing PS training hours to onboard them but I am also interested in hearing what comms the team has done to prepare their teams for that.

Thanks,

Morgan

Comments

DeeAnn Fuerst

Hi Morgan!

That sounds very similar to what we did here at Invicti. We used a 3 prong comms strategy. I learned very early on that if you don't insert the process into your SME's regular communication and work methods, things don't go very well.

So... we are a Slack HEAVY shop. Slack is our main method of communication. We also have a weekly meeting where basically all of my customers and SME's are together. We also use Confluence as our company information repository.

I crafted some 'social media' posts for Slack about the cool things people could do with Responsive - like searching the Slack Integration. We use the Salesforce integration as well - so I did a quick gif visual on how that works. And was strategic about which channels I posted on and what days I posted. I did this for about the first 3 months solid. You have to tell someone something 7 times before they internalize it. So, 3 posts a week for 3 months. Lots of work but worth it and you can reuse the content. I had maybe 6-8 posts that I reused over and over again between the channels.

Then, I made a deck and presented it at the 'Weekly Wins' call where all my customers and SME's were. I still hit that meeting (it's been 2 years now) quarterly to just refresh, keep things top of mind, and give folks a chance to provide feedback on the process.

Creating Confluence pages was a great way to link folks to more information. These pages had the most detail. Step by Step instructions for submitting an intake, contributing to a question, how to do a review, all the things. It was a lot of work but totally worth it. It STILL gets a ton of traffic and really helps with new hires.

Also - another thing that helped us was creating an LMS training that is assigned to all new Sales and Customer Success folks who joined the company. For us, it's that population of folks that create Intakes on the daily. With the LMS course it's just part of their onboarding process and I don't have to individually train folks when they join.

Happy Implementation!! My biggest piece of advice is figure out how to get Responsive into the regular workflow. Then it won't feel like an additional thing or system.

Hope that helps!!

Michael Bougie

HI Morgan, All,

when I rolled our RFPIO to Micro Focus (now part of OpenText) it was with the support from 2 major roles: executive championship and change management.

A great change manager will be your saving grace, as they are experts in communicating changes to the organization.

The exec team made sure that managers knew of the rollout and the existence of the team & tool, while the change management office set up a SharePoint with some basic FAQ-style info.

We had some videos on basic training, and even created a training module in our employee learning platform, which we required SMEs to complete so that we knew they had the absolute basics covered.

We also had our customer success manager (yo, Pablo! 🤘) host office hours where people could join and get a quick demo or ask a quick question.

It was important that I, as the super admin, knew the platform inside out so I could answer people's questions knowledgeably and authoritatively.

Hopefully there's some useful advice here for you!

Helene H

I love this topic - would anyone be open to a Coffee Chat on advice from teams on their rollout/adoption process??

Stephanie Logan

Hi all -

Is there a training video on RFPIO University that I could send to new users?

Helene -

I like the idea of a Coffee Chat on this topic. I totally agree with DeeAnn that integrating Responsive into your organization's every day workflow is critical. That is something that I am currently trying to do and it has been challenging.

Helene H

Hi @Stephanie Logan - what role will your new users be doing? Responding within a Project, reviewing Content Library records, or something else? It'll help me provide you the best resource!

Stephanie Logan

Hello - my new users could be doing all of the above within Responsive.

It's still TBD, however, the most critical task at the moment is getting users to actually use the tool. Therefore I'd be interested in a training video that educates users on how to properly search for content and use the filtering capabilities to find exactly what they need. Ideally I'd like for users to understand all of the Metadata that is assigned to each Q&A pair so they can properly vet their search. If the video spoke to the value of the tool and why it's important for all users to be proactive in using and updating the content, that would be a bonus! 😎

Stephen Peterson

Hi @Stephanie Logan - we have some great content for this in RFPIO University. We have a few versions of what you are looking for based on user role so I'll provide each and you can pick what best fits the needs of your users.

-Intro to RFPIO (for all users) - this speaks to the value of Responsive and the key features.

-Answering Questions (for Admins and Managers) Topics covered: how to search for content, the filtering capabilities, and the standard metadata options that are available to filter on.

-Content Library Owners and Reviews (for Admins and Managers) Topics covered: why it is important to keep content up to date and how to do it as it relates to being assigned as a content owner)

-New Admin Onboarding (more comprehensive training of the whole platform for Admins)

-New Manager Onboarding (more comprehensive training of the whole platform for the Manager role)

-Working on Projects as a Team Member or 'end user' (covers how to answer questions, searching the content library for answers within a project and more)

-New Team Member Onboarding (Topics covered: How to work on projects, How to work in the Content Library and the best practices for each ex. why it is important to keep content up to date)

Please let us know how these resources work for you. If this doesn't match what you need we are here to help!

Quick Links

Upcoming Events

Responsive On Tour NYC
This is no ordinary roadshow — it’s a full-throttle afternoon of expert keynotes, AI innovation, and high-voltage networking with the legends of bid and proposal. Get ready to: ✔️ Turn AI buzz into business results ✔️ See what’s new in the Responsive Platform ✔️ Connect with SRM visionaries and peers And the best part?…

View All

From the Blog

GRC software: What should I look for?
GRC software: What should I look for?
What Does a Knowledge Management Platform Do? | Responsive
What Does a Knowledge Management Platform Do? | Responsive
Responsive achieves ISO/IEC 42001 certification | Responsive
Responsive achieves ISO/IEC 42001 certification | Responsive