📢Communication: tips, templates and assets for a maximum impact!

Communicating about RandomCoffee within your organization is crucial for ensuring the success of this initiative. Indeed, we’re pretty sure that you didn't choose RandomCoffee just so that your employees could have more coffees together! 😉 RandomCoffee represents a strategic approach to enhancing collaboration, breaking down silos, and nurturing an inclusive company culture.

A clear communication ensures that all employees understand the benefits of participating — whether it's gaining new perspectives, discovering career opportunities, or learning new skills. More than spreading awareness, it's about cultivating an environment where connections thrive, innovation flourishes, and employees feel valued and connected beyond their immediate teams.

The more interest participants feel, the more they participate, and the better your results and ROI.

This article offers guidance, best practices, and resources to help you excel in communicating about RandomCoffee!

Best practices

Here are some effective options for communicating about RandomCoffee. Apply some (or all!) of them according to your corporate culture and habits!

Make an official announcement

Craft an engaging message for prospective participants outlining RandomCoffee's purpose, advantages, and alignment with company objectives. Include details on its functionality, reasons for involvement, and steps to begin.
Send this message by email (ideally from a top executive), and publish it on your intranet and/or internal communication platform.

➤ We've created an email template that you can reuse and adapt! 😉

Organize information sessions

Kickoff Meeting: Host a virtual or in-person kickoff meeting to introduce the initiative, demonstrate how it works, and answer any questions.
Q&A Sessions: Schedule follow-up Q&A sessions to address any concerns and provide additional details.

Create marketing materials (or use our own, provided below!)

Flyers and Posters: Create visually appealing flyers and posters to place in common areas (especially near to the coffee machine! ☕️). Feel free to use and reuse our images, as well as our taglines - they've been specially created for you!
Digital Graphics: Use our banners in your email signatures, intranet blog posts, etc.

Get leadership endorsement

Executive Messages: Have company leaders or executives send out personal endorsements or mention RandomCoffee in their communications.
Video Message: You can also create a short video from a company leader explaining the initiative and encouraging participation.

Invite people to access their Member Portal

Members can access their Member Portal via the following link: https://app.random-coffee.com/login

From here, they can:

Opt-in for current sessions
Set matching preferences
Define matching availabilities
Get matched instantly with a colleague (randomly, or by defining some criteria)
Review all their matches

Setup engagement campaigns

Countdown Campaign: Launch a countdown campaign leading up to the start date, with daily or weekly teasers and fun facts about the initiative.
Testimonials: Share testimonials from participants in the pilot phase (if your organized one), highlighting positive experiences and benefits. Find a good example here from our Client Cox!

Develop incentives and gamification

Incentives: Offer small incentives for early sign-ups or for participating in a certain number of sessions.
Recognition: Recognize participants who actively engage with the program (the "Top Randomers") through internal communications or small rewards.

Take advantage of key moments to communicate about RandomCoffee

During onboarding: introduce RandomCoffee to new hires during their onboarding process. This helps them integrate into the company culture early on and encourages them to start building connections right away.
Before busy periods: Communicate about RandomCoffee before busy periods or projects to help alleviate stress and foster team bonding and support.
Around company events: Take advantage of company-wide events, such as town halls, quarterly meetings, or team-building activities, to promote RandomCoffee and encourage participation.

Email templates

Official announcement email

We recommend that you send this e-mail after adding members to your platform. (Since we offer members the option of accessing their member portal, they must be members of the platform in order to do so.)

Subject: Your next opportunity starts with a coffee: join RandomCoffee!

Dear Team,

We are thrilled to introduce RandomCoffee, an exciting new initiative aimed at fostering connections and collaboration across our organization.

What is RandomCoffee?

RandomCoffee has been designed to foster connections and networking by matching people for virtual or in-person (coffee) meetings. The objective: open up new opportunities for each one of you.

Expand your network: meet colleagues you may not interact with daily.
Share knowledge & develop your skills: exchange insights and perspectives from different parts of the company. Get supported by your peers and learn new things.
Build relationships: connect on a personal and professional level and build long-term relationships that you can rely on in the long term.
Step away from your daily tasks: take a break, have a coffee in good company, and return to work refreshed!

How Does It Work?

It's very simple!

Decide if you want to participate for each round.
If you accept, you'll get matched with colleague(s).
Schedule your coffee meeting with your match(es), ideally within a week.
Meet your match(es), either virtually or in-person, and engage in meaningful conversations!

Get Started Today!

➤ Access your Member Portal to set your matching availabilities, define matching preferences, and provide more details about yourself to help us match you with colleagues.

➤ Learn more about your RandomCoffee experience with this article and this FAQ.

We strongly believe RandomCoffee will enrich our company culture and help us achieve our shared goals more effectively. Join us in making [Company Name] an even more inclusive, collaborative and enjoyable workplace!

If you have any questions or need assistance, please don’t hesitate to reach out to the HR team at [HR email address].

Warm regards,