De Zorgcirkel is a specialist in elderly care and provides heartwarming care. The call for sustainable elderly care in society is increasing. For the implementation of this, De Zorgcirkel first inventories together with the client what their relatives and network can do, possibly with the help of available care technologies, before using professional care.
In order to be able to offer clients the best care, now and in the future, De Zorgcirkel must digitize. With the aim of making both the work processes and the care provision better and more enjoyable for clients and caregivers through digitization. One of the areas in which De Zorgcirkel wanted to accelerate digitization was the internal communication, knowledge and information provision for its employees. Ergo: a social intranet.
This had to become the place for (care)employees to easily share information themselves and find (each other’s) knowledge, making it easier and more fun for them to get through their working day. Evolve has guided the entire process in terms of implementation and adoption.
Our activities
- Projectmanagement
- Requirements and scenario’s for Cirkelnet connections with other systems
- Progress reports
- Plans
- Adoption strategy
- Governance structure
- Community management
- Pilot teams
- Activation campaign
- Reporting format
- Communication plan, including resources
- Instruction materials, training sessions, and information sessions
- Floorwalking sessions; summer and autumn tour
- Content creation
- Logo, icons, and other visuals
- Activation campaign
Our results
- More than 3,537 employees (75%) have logged in to Cirkelnet, and activity is increasing.
- With 2,089 comments and 9,348 likes, a total of 11,437 digital connections have been made between colleagues on Cirkelnet.
- On average, colleagues are spending more and more time (currently 6.27 minutes per day) on Cirkelnet.
- Since the launch on March 29, 2021, 141 groups have been created.
- Internal communication around the project is positively valued by employees.
- Employees feel more connected to each other since the introduction of Cirkelnet.
The goal of De Zorgcirkel was to connect all colleagues digitally. To contribute to this, the social intranet ‘Cirkelnet’ was created for all employees. Via Cirkelnet, employees should be able to access information such as protocols, work instructions, Organization information and their salary slip quickly, easily and from anywhere. We are involved to guide the project and set up and implement the intranet, including a governance plan and an adoption strategy.
Project team guidance
We were part of the Cirkelnet project team and gave them tools with which she could work independently. In addition, with progress reports and interim evaluation moments, we ensured that we could adjust where necessary and that we kept track of the project in relation to the big picture within the organization. And to ensure that Cirkelnet remains the valuable tool it is today in the future, we have trained the content managers of the knowledge base to post and manage content themselves.
Adoption strategy with three focus points
The adoption strategy was aimed at familiarizing employees with Cirkelnet and making it part of their daily work. We took into account three focus points:
- The basics must be in order
- There must be support within the management team
- Employees must be properly guided
To get that basis in order, we have set up the knowledge base and made sure that everything functions and is easy to use. In addition, we provided instructions and training for employees. With, among other things, structural editorial consultations, we provided inspiring content with which employees were encouraged to use Cirkelnet.
In order to gain support from the management team, we set up a separate adoption process for this group. With various sessions we made sure that they saw the importance of digitization and the added value of Cirkelnet and we provided them with a digital communication toolkit. Through those sessions and the toolkit, we enabled the executives to inform their team about the convenience of Cirkelnet and to encourage their team to use Cirkelnet.
Central employee needs
De Zorgcirkel wanted to involve employees early on in the process of setting up in order to make the social intranet fit in as well as possible with their wishes and needs. We therefore carried out User Acceptance Tests after the initial design. This showed that the division of information by department was not effective. Therefore, we adapted the design based on themes, which was well received after retesting.
In Pilot Teams, consisting of employees of De Zorgcirkel, we tested the instructional material. This allowed us to fine-tune and supplement before launch. The pilot also turned out to be useful for drawing up a list of Frequently Asked Questions and we immediately picked up the first success stories that we could share in the organization.
For the technical support, personas or Target groups defined by De Zorgcirkel were used. We then use a phased live approach, in which the digital skills of all employees were also decisive for when the intranet went live for whom. This allowed us to technically put everything in order for the employees with a lower Digi skill, while employees with an average high Digi skill could already get started on Cirkelnet.
During a summer and autumn tour organized by the project group, we helped employees at their own location with questions about working with Cirkelnet. We also wrote manuals and staffed a help desk. That helpdesk was especially helpful for the healthcare workers who work at home with clients and who needed more than written instructions.
And through an activation campaign, we helped employees to become familiar with Cirkelnet in an accessible way by guiding them through various functionalities, such as the news, who-is-who, marketplace, chat and of course their own profile.
Sustainable embedding in the organization
We look back on a successful collaboration. And we are proud of the completion of this project, where we not only created a social intranet and made sure that employees (can) use it. We have also equipped De Zorgcirkel to maintain Cirkelnet itself and to keep employees active and involved. We are convinced that De Zorgcirkel is able to continue to increase the value of Cirkelnet, in order to contribute to its objectives.
Want to know more?
Do you want to know more about adoption and project support when implementing a social intranet (in healthcare) or do you have a question that we can help you with? Please feel free to contact Anouk via anouk@evolve.eu or +31 6 57 58 83 63.
