Recommended rollout plan for Viva Glint feedback programs

You want every person (role) in your organization to understand why you've partnered with Microsoft Viva Glint. To share the importance of the programs, customize our templates. They're divided into three timeframes to coincide with the survey journey:

• Introduce survey taking to your employees
• Communicate prelaunch and Live Viva Glint program information
• Communicate results rollout plans

Use these tables to build a rollout plan for your Viva Glint programs.

Note

The following plans assume a six-week launch, which may be longer than the timeline you anticipate. If your timeline is shorter, compress or thin the communications to align appropriately.

Presurvey rollout plan

Timing before survey start	Message to your organization	Key activities	Owner	Communication template links
6 weeks prior	Establish program overview Define roles and responsibilities	Review best practices and develop rollout plan with HR and communications team Schedule company-level results reviews Schedule business until results review	Project team, HR	Prelaunch email templates
5 weeks prior	Vision and strategy planning Inform about resources Discuss importance of customizing program	Develop communications plan and messaging Customize platform messages Finalize rollout plan Prepare Vision and Strategy materials	Project team	Prelaunch email templates
4 weeks prior	Provide engagement program overview and relationship to business success using Viva Glint Provide role expectations and timing, HR and manager resources, and training signups	Customize results rollout plan Sign up for platform training	HR Exec, HRBPs	HRBP prep email templates
3 weeks prior	Continue leadership communications and training signups	Refine plan to share company-wide results with execs Support HRBPs for rollout planning Finalize rollout planning Prepare execs to champion Viva Glint program	HR Exec, Project team, HRBPs	Leadership prep email templates
2 weeks prior	Send communications for HRBPs training Reinforce role expectations and timing Send communications for manager resources and training signup	Ensure platform trainings and resources are being used If customer communications are being used, prepare to send and host them on the intranet Distribute printer flyers, if using	Project team, HRBPs	HRBP prep email templates
1 week prior	Emphasize manager communications	Encourage manager training signup Prepare to report on response rates	Project team, HRBPs	Prelaunch email templates
1 day prior	Final all-organization communication	Build excitement!	CEO/Senior Exec	Prelaunch email templates

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## Live survey window rollout plan

Survey timing	Message to your organization	Key activities	Owner	Communication template links
Live survey	Survey invite and reminders sent from platform	Identify themes Ensure results review trainings complete	Project team, HRBPs	Senior leadership participation email templates

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Post-survey close rollout plan

Timing after survey closes	Message to your organization	Key activities	Owner	Communication template links
1 day after close	Company-wide thank you emails, response timing emails, and next steps information Release results to leaders with phased access	Platform review	HRBPs	Company-wide survey close email templates
1-2 days after close	Senior leader/managers results available communications Next steps communications	Share results with execs Discuss focus areas and begin to formulate feedback action plan Review results in platform using guides and training	Project team, Senior leaders, HRBPs, managers	Senior leader and manager email templates
3-4 days after close	Company-wide result communications Encourage employee involvement in action planning and shared accountability	Finalize company-wide focus areas Encourage opportunities for change	All level employees	Company-wide email template
5-7 days after close	Manager communications	Share results with execs Support company-wide action plan ownership with ideas, resources, and communication plans Share best practices Support manager on feedback sessions and communicating action plans Role model best practices, discuss action plans and progress at staff meetings and maintain accountability Use tools and resources to create action plans Maintain supportive contact with managers	Project team, Senior leaders, HRBPs, Managers	Manager results email templates
3-12 weeks after close	HRBP communications	Use tools and resources to take action Update action progress in Viva Glint platform Support company-wide initiatives	Project team, Managers	HRBP email template
4-8 weeks after close	HRBP communications	Use tools and resources to take action Update action progress in Viva Glint platform Support company-wide initiatives	Project team, Managers	HRBP email template
10 weeks after close	HRBP communications	Use tools and resources to take action Update action progress in Viva Glint platform Support company-wide initiatives	Project team, Managers	HRBP email template