How to launch Slack at your organization

Welcome to the Slack Launch Webinar

Introduction and Technical Setup

• The webinar begins with a warm welcome from Jamie and Kyle, who express excitement about helping attendees become "admin Superstars."

• Participants are guided on how to open Slack either through a browser at slack.com/signin or by using the installed desktop app.

• It's emphasized that installing the desktop app is not mandatory for training; joining via browser is sufficient.

• Jamie introduces herself as a Senior Success Manager at Slack, while Kyle identifies as her colleague and success guide.

• The session aims to provide an engaging experience with live activities in Slack, encouraging participants to have their workspace open alongside the webinar.

Agenda Overview

• The 50-minute training will cover launching Slack in five simple steps, with a PDF handout available for download post-presentation.

• Attendees are encouraged not to take extensive notes since important information will be provided in the handout.

• Participation is anonymous; no one can see individual contributions during activities, allowing for experimentation with Slack features.

Understanding What Slack Is

Definition and Mission of Slack

• Jamie shares that "Slack" stands for "Searchable Log of All Conversations and Knowledge," highlighting its purpose beyond just messaging.

• The mission of Slack is described as making work simpler, more pleasant, and productive by integrating automation, knowledge sharing, and collaboration tools.

Key Features of Slack

• Three main capabilities are outlined:

• Accelerating work through user-friendly AI and automation.

• Sharing data seamlessly within workflows to minimize context switching.

• Collaborating effectively across teams using flexible tools.

Introduction to Slack AI

• While specifics on Slack AI won't be covered in detail during this session, attendees are encouraged to explore its generative capabilities further at slack.com.

Preparing for Successful Implementation

Recommended Training Prior to Launch

• New users are advised to complete the "Slack Workshop 101" before diving into this training for better understanding.

• Jamie reminisces about her own training experience with Christina from five years ago, emphasizing the value of learning from knowledgeable colleagues.

Step One: Providing Access

• The first step in launching Slack involves determining how access will be granted to employees. Key actions include:

• Giving access to members,

• Adding them to relevant channels,

How to Add Members and Manage Access in Slack

Adding Members to Slack

• There are two primary methods for adding members to a Slack workspace: sending email invites or managing access through an SSO provider. It's advisable to check the current Slack plan for supported features.

• Email invitations can be sent individually or in bulk by separating addresses with commas. This allows for efficient onboarding of new team members.

• The pending member invitations feature enables invited members to receive notifications and participate in conversations via email, even before they accept the invitation.

• New members can engage in channels and direct messages immediately after being invited, enhancing collaboration from day one.

• For Pro Plan users, G Suite SSO is supported; Business Plus and Enterprise Grid plans support SAML SSO through various identity providers, streamlining user management.

Managing User Access Efficiently

• The Slack API supports automated provisioning and de-provisioning of accounts, improving user experience and providing analytics on departmental engagement metrics.

• Pre-provisioned accounts allow users to receive notifications about activities before logging into Slack, ensuring they stay informed.

• Upgrading accounts may require meeting specific pre-migration requirements; further details can be obtained from the support team at feedback@slack.com.

Inviting Members into Channels

• To ensure new members aren't overwhelmed upon joining, proactively add them to relevant channels. This can be done by selecting a channel and searching for individuals by name or email.

• Bulk additions of up to 1,000 users can be made by copying and pasting their emails or usernames directly into the channel settings.

• Default channels can automatically include all selected users upon joining, while user groups facilitate team-based channel memberships for better organization.

Key Takeaways on Member Management

• Access can be granted via email invites or SSO; proactive channel addition enhances user experience. Grouping users by teams aids effective management of communications within organizations.

Communicating the Launch of Slack

Importance of Communication During Launch

• Effective communication is crucial when launching Slack; it sets expectations and provides necessary resources for employees regardless of their work environment (remote, in-office, hybrid).

• A well-crafted communication plan drives awareness about transitioning to Slack while highlighting its unique value proposition for employees and the organization as a whole.

Steps for Building a Communication Plan

1. Executive Sponsorship:

• Assign an executive sponsor who will deliver initial communications regarding the launch. Their support is vital for promoting change effectively across teams.

2. Initial Announcement:

• An announcement should introduce Slack's benefits and provide guidance on where employees can seek help during the transition process.

3. Ongoing Support:

Slack Announcement Strategy

Executive Sponsor's Role

• The announcement regarding the transition to Slack will be delivered by an executive sponsor, who plays a crucial role in driving change within the company.

• This communication will be followed by team welcomes from department leaders, reiterating the executive's message and detailing how each team will utilize Slack.

Steps for Effective Communication

Step 1: Drafting the Announcement

• Begin with a clear announcement of moving to Slack for work collaboration, including the launch date.

• Explain the reasons behind this decision and outline the benefits employees can expect from using Slack. Provide resources for support at the end of the announcement.

Step 2: Creating an Announcements Channel

• Rename the general channel to "announcements-[Company Name]" to ensure all members receive important updates.

• Utilize @channel notifications when posting announcements to alert all members about new messages effectively.

Step 3: Engaging Employees

• Encourage reactions through emojis on announcements and direct employees to a help channel (e.g., help-slack).

• It is recommended that executives also send out email notifications of these announcements for maximum visibility.

Step 4: Providing Resources

• Offer downloadable templates for drafting launch communications, making it easier for teams to get started with Slack.

Key Takeaways from Launching Slack

• Assign an executive sponsor to lead initial communications about Slack’s launch.

• Develop a comprehensive communication plan explaining why, what, and how your organization is transitioning to Slack.

• Establish support channels like help-slack and provide training resources to assist users during this transition.

Creating Channels in Slack

Importance of Channels

• Channels are fundamental in facilitating communication and collaboration within Slack; they allow relevant people, information, and tools to come together efficiently.

Types of Channels

Public Channels

• Public channels (denoted by #), are used for discussing work projects or social interests accessible by anyone in your workspace.

Benefits of Public Channels

• They promote transparency as anyone can join or leave based on their relevance. This flexibility allows employees to engage in conversations that matter most.

Knowledge Repository

Onboarding and Channel Management in Slack

Importance of Public Channels

• Emphasizes the significance of onboarding newcomers to public channels, which helps them access essential context and information.

• Advocates for using public channels as a best practice in Slack to enhance communication.

Types of Channels in Slack

• Describes three types of channels:

• Private Channels: Denoted by a lock icon, used for confidential discussions (e.g., budget, hiring).

• Slack Connect Channels: For collaboration with external parties like customers or vendors.

Best Practices for Channel Settings

• Encourages organizations to keep channel settings open to reduce administrative burdens on admins.

• Suggests creating work and engagement channels categorized into four types:

• Announcement channels for company-wide updates.

• Team channels for manager-direct report interactions.

• Project channels for cross-functional teamwork.

• Engagement channels that reflect company culture.

Creating Effective Announcement Channels

• Recommends establishing announcement channels to keep employees informed about important updates relevant to all staff members.

• Highlights different types of announcements:

• Company-wide updates (e.g., going public).

• Department-specific updates (e.g., sales awards).

• Location-based updates relevant during COVID.

Organizing Help and Team Channels

• Stresses the importance of clear naming conventions for help channels, which should start with "help" to facilitate support requests.

• Discusses default channel assignments ensuring new employees are automatically included in essential communication spaces.

Engagement and Community Building through Channels

• Introduces engagement channels as vital for fostering community around shared values and interests within the organization.

• Provides examples such as:

• Kudos Channel: For recognizing co-worker achievements.

• AMA Channel: To allow employees to ask leadership questions.

Promoting Diversity and Inclusion via ERG Channels

• Explains Employee Resource Groups (ERGs), which create supportive communities based on shared backgrounds or experiences (e.g., women, veterans).

Discussion on Employee Engagement Channels

Importance of Social Channels

• Engaging in hobbies and interests through social channels can help employees de-stress and connect with colleagues.

• Popular channels include a pets channel for sharing furry friends and a Beyoncé channel for fans to stay updated on her news.

Best Practices for Channel Creation

• Create work channels focused on company-wide topics, teams, and projects using a clear naming convention.

• Establish employee engagement channels to foster connection, morale, and wellness among remote employees.

• Set channels as public whenever possible to promote transparency within the organization.

Utilizing Slack Connect for External Collaboration

Overview of Slack Connect

• Slack Connect allows businesses to collaborate externally in a secure environment by setting up dedicated channels.

• It enables real-time communication between external partners while maintaining their own workspace environments.

Adoption Statistics

• Over 100,000 organizations use Slack Connect; 77% are Fortune 100 companies, showcasing its widespread adoption among innovative firms.

Features of Slack Connect

• Three main features:

• Slack Connect Channels: Collaborate with external contacts who are also on paid plans.

• Direct Messages (DM): Send messages to external contacts using their email addresses regardless of their plan.

• Guest Access: Allow non-Slack users to join your workspace as guests with limited access.

Managing External Collaboration Settings

Permissions and Settings Overview

• Workspace owners/admin can manage external collaboration settings including accepting requests and controlling who can create or edit shared channels.

Admin Controls

• Admin controls extend to managing direct messages (DMS), allowing them to disable this feature if necessary.

Demo Introduction

Upcoming Demonstration

How to Create a Slack Connect Channel

Steps to Create a Channel

• Begin by navigating to the main screen of Slack and click on the plus symbol located in the bottom left corner.

• Select "Channel" from the options presented, then choose to create a Slack Connect Channel. Name it appropriately (e.g., EXT XYZ Company).

• Invite external contacts by entering their email addresses, ensuring you inform administrators if they are from an outside organization.

• Decide on permissions for invited members—whether they can only post or also invite others into the channel.

• Optionally include a message with the invitation for clarity on its purpose.

Managing Invitations

• As an admin, track invitations by clicking on the ellipses icon and selecting "External Connections," then "View Invitations."

• This feature allows you to see both received and sent invitations, facilitating better management of external communications.

Activity Instructions

• Participants are encouraged to open Slack and create any type of channel, not limited to just Slack Connect Channels.

• The naming convention should reflect its purpose; consider starting with a help channel if one does not already exist in your workspace.

Key Takeaways about Slack Connect

• You can send direct messages to external contacts for quick follow-ups and create channels for multi-party conversations across different companies.

• Admin permissions allow for secure management of these channels, enhancing collaboration with various partners while maintaining efficiency.

Integrating Tools with Slack

Slack App Integration and Productivity

Overview of Slack's App Directory

• Slack provides a comprehensive app directory featuring tools for project management (e.g., Asana), video conferencing (e.g., Zoom, Teams), record systems (e.g., Workday), and developer tools (e.g., Jira).

• The integration of AI innovations like ChatGPT enhances productivity across sales, service, and marketing within the Slack ecosystem.

Value of Integrating Apps with Slack

• Partners integrating their apps with Slack experience a 28% increase in usage, indicating that Slack can enhance ROI from existing tech stacks.

• There are three categories of apps to consider:

• Productivity Apps: Essential for all members.

• Role-Specific Apps: Tailored for specific teams.

• Custom Apps: Low-code solutions for unique organizational needs.

Recommended Progression for App Integration

• Start with establishing a governance system to secure data and comply with internal policies.

• Roll out trusted integrations broadly, focusing on core productivity tools first.

• Introduce integrations tailored to specific teams already using their own core tools daily.

• Utilize Slack's API to develop custom applications aligned with business objectives.

Governance and Approval Processes

• Setting up an app approval process is crucial; it allows users to integrate essential apps while minimizing context switching and enhancing productivity.

• A checklist is provided for administrators to ensure effective app management practices are established.

Demonstration of App Installation in Slack

• A live demo will illustrate how to install the Zoom app in Slack as an example of managing app administration effectively.

• Administrators should navigate through settings to manage which apps employees can access, emphasizing the importance of requiring app approvals.

Slack App Installation and Management

Overview of Slack App Integration

• The new process eliminates the requirement for prior approval when installing apps in Slack, streamlining app integration for users.

• Users can access the Slack app directory by clicking "Add Apps," which showcases various applications that enhance productivity within teams.

Activity Instructions for Installing Apps

• Participants are guided to install an app of their choice in Slack, emphasizing the importance of selecting tools they use daily to improve efficiency.

• A step-by-step walkthrough is provided on how to navigate to the app section, search for an app, and add it to Slack.

Admin Capabilities and App Approval Process

• Admins have control over managing app settings, including approving apps organization-wide or defining a more selective approval process.

• Emphasis is placed on creating a pre-approved list of apps to reduce administrative burden while allowing flexibility in app usage.

Key Takeaways from the Session

• Allowing team members to install apps directly into Slack significantly boosts productivity and enhances workflow efficiency.

• Establishing a pre-approved list helps streamline operations by minimizing unnecessary approvals for commonly used applications.

Conclusion and Next Steps

• The session concludes with a summary of five essential steps for effectively launching Slack within an organization.