Best Practices for Launching an Intranet or Employee App

Posted On By Headlines Team

Introduction: Why a strong launch makes all the difference

You could build the most feature-packed intranet or the sleekest employee app—but if the launch isn’t handled thoughtfully, adoption will suffer. And when employees don’t use the tools designed to keep them informed and connected, it’s not just a tech fail—it’s a business risk.

Launching a platform like Hubley or Haiilo successfully requires more than flipping a switch. It demands planning, communication, and a focus on user experience.

In this guide, we’ll walk through best practices for launching an intranet or employee communication platform that employees actually want to use—setting you up for long-term success from day one.

Start with clear goals and success metrics

Before you roll out any new platform, you need to know why you’re launching it in the first place. What problem are you solving? What will success look like?

Some common goals include:

  • Improving access to critical information

  • Boosting employee engagement

  • Streamlining internal communication

  • Reducing reliance on email for updates

Once you’ve defined your goals, choose a few key metrics to track success. These could be things like login rates, content engagement rates, feedback survey results, or reductions in common support questions. Having clear goals and metrics will not only keep your launch on track—it’ll help you prove the platform’s value later.

Build a cross-functional launch team

Successful launches are never solo efforts. You’ll need a cross-functional team to make sure every angle is covered.

A strong launch team might include representatives from:

  • Internal communications

  • IT

  • HR

  • Departmental leaders

  • Change management experts (if available)

Each group brings a unique perspective. IT ensures technical readiness, HR helps align with employee needs, communications crafts the messaging, and department leaders champion adoption within their teams.

Early involvement from key stakeholders also builds a sense of ownership, increasing the chances of a smooth rollout.

Focus on user experience from the start

No matter how powerful your platform is, if it’s hard to use, adoption will lag. Employees aren’t looking for another tool—they’re looking for a better way to work.

That’s why platforms like Hubley and Haiilo emphasize user-friendly design and personalization. You should take advantage of those capabilities during your rollout.

Here’s how to prioritize user experience:

  • Simple navigation: Make it easy for employees to find what they need in just a few clicks.

  • Personalized content: Tailor the experience based on team, location, or role whenever possible.

  • Mobile accessibility: Ensure the platform works seamlessly on smartphones and tablets.

  • Clear onboarding guides: Offer quick-start tutorials or welcome tours to familiarize users with key features.

Think of your intranet or app like a product you’re marketing internally. Employees should be excited to use it, not intimidated.

Craft a compelling communication plan

A big mistake companies make is announcing a new platform once—and assuming everyone will immediately start using it. Effective launches require repeated, strategic communication.

Start building awareness before the platform even goes live. You can:

  • Tease features with sneak peeks or demos

  • Highlight how the platform will solve specific pain points

  • Share testimonials or quotes from pilot users

  • Use leadership endorsements to add credibility

Then, once the platform launches, keep the momentum going with tips, success stories, usage contests, and regular updates. Your communication plan should span multiple channels—email, Slack, all-hands meetings, and more—to reach employees wherever they are.

The goal is to make the new platform feel like an exciting solution, not just another corporate directive.

Train champions across the organization

People are far more likely to adopt new tools if they see their peers using them—and recommending them. That’s why a champion network is critical.

Identify early adopters or influential employees in different departments and train them thoroughly on the platform. These champions can then:

  • Model best practices for their peers

  • Answer basic questions

  • Provide feedback from the frontlines

  • Keep enthusiasm high during and after the rollout

Having trusted colleagues advocate for the new platform often carries more weight than official corporate messaging.

Launch in phases (if possible)

While a big-bang launch might seem tempting, phased rollouts often work better—especially for larger organizations.

Phased launches could look like:

  • Rolling out to a few pilot teams first, then expanding

  • Launching core features first, with advanced features introduced later

  • Using a soft launch to gather feedback and make improvements before a full push

Phased launches allow you to fix problems early, learn what works, and generate early success stories that you can use to fuel broader adoption.

Keep iterating based on feedback

The launch is just the beginning. Employee needs will evolve, and your intranet or communication app needs to evolve with them.

Set up channels for ongoing feedback. This might include surveys, in-platform polls, focus groups, or even direct email invitations to share input. Actively use that feedback to guide updates and improvements.

You’ll build trust with employees when they see that the platform is responsive to their needs—not just a static tool rolled out and forgotten.

Celebrate milestones and success

Positive reinforcement is a powerful driver of behavior change. Celebrate early milestones—like reaching 50% login rates or receiving a certain number of feedback submissions.

Recognize teams or individuals who are using the platform creatively or consistently. Share success stories that show how the platform is making a difference.

Celebrations not only boost morale but also reinforce the value of the platform, encouraging continued use.

Avoid common pitfalls

To wrap up, here are a few common mistakes to avoid when launching an intranet or employee app:

  • Underestimating the need for change management: New tools require new habits. Make sure you support employees through the transition.

  • Overloading the platform at launch: Focus on core features first, then expand. Too much complexity can overwhelm users.

  • Failing to measure and adapt: If you’re not tracking engagement and gathering feedback, you’re flying blind.

  • Ignoring user experience: Even the best content won’t matter if employees can’t easily find or access it.

Steering clear of these pitfalls will give your launch a much better chance of success.

Conclusion: Launch is just the beginning

Launching an intranet or employee app like Hubley or Haiilo is a major opportunity to strengthen communication, culture, and connection across your organization—but only if the launch is handled with intention.

By setting clear goals, building the right team, focusing on user experience, crafting a thoughtful communication plan, and staying responsive to feedback, you can turn your launch into a true transformation.

Remember: a successful launch isn’t about technology. It’s about people. Make your people the focus of your launch, and you’ll be well on your way to unlocking the full potential of your digital workplace.