🆕Spark engagement with a powerful RandomCoffee announcement

Craft and deliver a powerful announcement of RandomCoffee that drives excitement and fosters engagement throughout the organization.

Building on our article "Communication: tips, templates and assets for a maximum impact", we now delve into the key elements of an effective announcement. This guide focuses on how to capture attention and ignite engagement, drawing inspiration from successful client cases.

What — A compelling message that presents RandomCoffee and its benefits for employees.
Why — A well-crafted announcement generates buzz and enthusiasm among employees. This anticipation can lead to higher participation rates once RandomCoffee is launched.
Who — From you, to your teams who will take part in this initiative.
When — Communicate before the rollout of RandomCoffee in your organization (3 weeks before + reminder 1 week before). When it's launched, keep on communicating about the initiative to increase engagement (see this article for tips and assets).
Where — Use your preferred internal communication channels (emails, intranet, internal social network, etc.). Combine all of them for a maximum impact!
How — Let's discover it below!

Key ingredients for a perfect announcement

☑️ Set the context and purpose

Start by sharing the context behind the launch. Explain the motivation for introducing RandomCoffee and how it aligns with the company’s goals. This helps employees understand the significance of the initiative.

Examples:

"Social distancing practices have made it more difficult to meet new people and expand our professional networks. That's why we are pleased to launch RandomCoffee! The purpose of this concept is to match interested employees every two weeks for an informal virtual conversation."

"[Teams] has been housed since [date] in two separate offices. This makes it tough to foster personal ties. We may have found a solution: RandomCoffee."

"We are ONE team. We are ONE business. And we share ONE vision. With the team and structure in place, we are ready to take it to the next level. How? Time to enjoy a cup of coffee with your colleagues from around the world!"

☑️ Highlight the benefits for employees

Clearly outline the benefits of RandomCoffee for employees. Whether it’s enhanced collaboration, networking opportunities, or personal growth, make sure employees see what they stand to gain.

Examples:

"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!"

"RandomCoffee is an opportunity to meet other US colleagues virtually over a coffee or tea. Employees from different functions or office locations will be randomly matched and invited to connect on a weekly basis. The primary goal is to help you stay connected while in a remote work environment. This initiative has proven a great success for our colleagues in the Paris office."

"Looking for advice on a work problem or want to share what's going on with your team? There's no set agenda for these discussions. The discussion can go in any direction that helps you get to know one another. And if you need help to get started, conversation starters will be provided to help get the dialogue going!"

"RandomCoffee is THE fun digital solution for people working in the [department] to meet up and socialize on a random, volunteer basis. This operation is happening from [date]."

☑️ Clarify how RandomCoffee works

Include a brief overview of how RandomCoffee operates. This ensures everyone knows how to participate and makes the initiative more accessible.

Type of participation (opt-in + match? match only?)
Communication channel (email? Slack channel? MS Teams?)
Frequence (weekly? montly? on which day?)
Starting date
...

Examples:

"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."

"Each Monday, you'll receive an email asking whether you'd like to "opt-in" to the program. If you are interested in participating, click the "opt-in" button and you'll receive a match email by the end of the week. Once you receive your match, it is up to you and your colleague to schedule a RandomCoffee for the following week. Expect your first email on June 1st!
If you are unable to participate, please select "not this round" and we will contact you in the next round. If you are not interested in participating, you can unsubscribe."

☑️ Designate a point of contact

Add a contact person or team that employees can reach out to with questions or for more information. You can also invite people to send their RandomCoffee pictures to create a mosaic or banner for future communications!

Examples:

"Questions? Check the RandomCoffee FAQ or write us at xxx.xxx@xxx.com."

"We hope you can join us! Please contact xxx.xxx@xxx.com with any questions."

☑️ Sign off with a personal touch

End your announcement with a warm sign-off. A personal touch adds authenticity and helps foster a sense of community within the organization.

Examples:

"Your very cool HR Team at XXX ☕️"

☑️ Keep It fun and informal

Using a casual tone can make your announcement more relatable and enjoyable to read. Incorporate humor, fun visuals, or anecdotes to enhance engagement and create a positive vibe around the launch.

Examples:

"RandomCoffee doesn't generate curiosity, empathy, good humor, etc. It doesn't make coffee either ;). We count on you for that part!"

"We wish you many happy RandomCoffee breaks to come and if you like the idea, be sure to post your photos, stories and comments in the [community]."

Maximizing the impact!

☑️ Engage leadership

Encourage management to champion the initiative by actively promoting it and reinforcing its significance throughout the organization. Their participation not only amplifies the message but also sets a positive example for all employees to follow!

🔍 Seen on LinkedIn: